POPIA Notice

For POPIA purposes, EMPLOI Group (Pty) Ltd is the responsible party for personal information it collects directly (for example, from website visitors, prospective clients, and its own workforce).

Where EMPLOI acts as an Employer of Record for a client, EMPLOI is the responsible party for employment-related personal information required by South African law (payroll, tax, UIF, SDL, benefits) and processes other information on the operator instructions of that client.

Our registered Information Officer can be reached at popia@emploigroup.com. The Information Officer is responsible for ensuring compliance with POPIA, handling data subject requests, and liaising with the Information Regulator.

Depending on the relationship, we may process:

• Identity and contact details (full names, ID / passport numbers, addresses, phone numbers, email addresses).
• Employment details (CVs, role information, work history, references, qualifications, right-to-work status).
• Financial and payroll details (banking, tax numbers, salary, benefits, medical aid, retirement contributions).
• Special personal information where lawfully required (health data for medical aid, race for BBBEE reporting, biometric data where applicable).
• Technical data about your interaction with our website.

We process personal information to:

• Perform the employment or service contract we have with you.
• Comply with legal obligations under the BCEA, LRA, Income Tax Act, UIF Act, SDL Act, Employment Equity Act, and BBBEE Act.
• Protect legitimate interests such as fraud prevention and system security.
• Respond to enquiries and provide the services requested.

Where none of the above applies, we process personal information only with your consent, which you may withdraw at any time.

We share personal information with SARS, the Department of Employment and Labour, medical aid schemes, retirement fund administrators, banks, benefits providers, cloud service providers, and the client company that engages EMPLOI as its Employer of Record. Each recipient is bound by contract and by law to protect the information.

Because EMPLOI supports US companies, personal information may be transferred outside South Africa. We do so only when the recipient is subject to laws, binding corporate rules, or agreements that provide an adequate level of protection, as required by Section 72 of POPIA.

We keep personal information only for as long as necessary to fulfil the purpose it was collected for or as required by law. Payroll and tax records are typically kept for five years after the end of the applicable tax year. Recruitment records for unsuccessful candidates are deleted or anonymised within 12 months unless you ask us to keep them.

You have the right to:

• Confirm whether we hold personal information about you.
• Request access to and correction or deletion of that information.
• Object to processing based on legitimate interests or direct marketing.
• Withdraw consent where consent is the basis of processing.
• Lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za.

To exercise any of these rights, email popia@emploigroup.com. We acknowledge requests within 7 days and respond substantively within 30 days.

We apply appropriate, reasonable technical and organisational measures to protect personal information — including access controls, encryption in transit, secure cloud infrastructure, background-checked personnel, and periodic reviews of our controls.

Any POPIA-related question or request can be sent to popia@emploigroup.com. For non-POPIA enquiries, please use our contact page.