– Security and Privacy Policy –

We collect personal information about you and any other person whose details you provide to us in accordance with the relevant laws, either:

• Directly from you when you subscribe to a product or service, electronically, telephonically, or by way of a hard copy;
• Indirectly from you when you interact with us electronically by way of our website, apps, or social media channels, which may include the collection of metadata (data about data);
• Where relevant, from third-party sources, such as services rendered within the Unisheq platform, companies you work for, agents you might use from time-to-time, or intermediaries that are representatives of Unisheq or have an agreement with you as the user or Unisheq, public databases, data aggregators, other financial institutions, credit bureaus, and fraud prevention agencies. Unisheq does not accept any responsibility or liability for third-party policies or your use of a third-party app, platform, or service.
• Unisheq also uses certain social networking services such as Facebook, WhatsApp, Instagram, and Twitter to communicate with the public and Unisheq clients. When you communicate with Unisheq through these services, that social networking service may collect your personal information for its own purposes. These services may track your use of our digital channels on those pages where the links are displayed. If you are logged into those services (including any Google service) while using our digital channels, their tracking will be associated with your profile with those service providers. These services have their own privacy policies which are independent of Unisheq’s privacy policies and practices. Please ensure that you fully acquaint yourself with the terms of any such third-party privacy policies and practices.

We will also collect your information where you have only partially completed and/or abandoned any information which you began to apply to our website and/or other online forms. Given that we already consider you a customer at this stage, we may use this information to contact you in order to remind you to complete outstanding information.

Where we require personal information in order to provide you with our products and services, your failure to provide us with the necessary information, will result in Unisheq being unable to provide you with our products and services. You are responsible for informing Unisheq if your information changes.

Your relationship with Unisheq determines the exact nature of the personal information Unisheq processes and the purpose for which such personal information is collected and used. 

Unisheq collects and processes the client’s personal information pertaining to the client’s company, financial, and compliance needs. The type of information will depend on the need for which it is collected and will be processed for that purpose only. Whenever possible, Unisheq will inform the client as to the information required and the information deemed optional. Examples of personal information we collect may include, but is not limited to:

• The Client’s (own, employees, students, customers, contractors) identity number, name, surname, address, postal code, marital status, email address, telephone number, qualifications, affiliations, accreditations, and employment history.
• Health Information, Security Information.
• Plant and Equipment assessments, assets, and resources
• Description of the client’s residence, business, assets, financial information, banking details, etc.
• Any other information required by Unisheq, in order to provide clients with an accurate analysis of their company, financial, and compliance needs.
• Online information – for example, cookies and IP address (your computer’s internet address), if you use our websites, apps, and/or social media channels.

Unisheq also collects and processes the client’s personal information for marketing purposes in order to ensure that our products and services remain relevant to our clients and potential clients.

Unisheq aims to have agreements in place with all product suppliers, insurers, and third-party service providers to ensure a mutual understanding with regard to the protection of the client’s personal information. Unisheq service providers, agents, clients, and users will be subject to the same regulations as applicable to Unisheq.

With the client’s consent, Unisheq may also supplement the information provided with information Unisheq receives from other providers in order to offer a more consistent and personalized experience in the client’s interaction with Unisheq.

For purposes of this Policy, clients include potential and existing clients.

Unisheq is not responsible for the management of Personal Information collected by its customers through the use of products and services offered by Unisheq. However, Unisheq employs reasonable measures to ensure the safety and protection of its customers’ information. Unisheq employs strict policies and procedures and security measures to ensure that the Personal Information collected and used via the Unisheq system, and stored on the Amazon Server, is protected as required by law.

In certain instances, we may need consent to process your personal information. If you give us your consent for a specific context, you are free to withdraw this consent at any time. Please note that where you have withdrawn your consent, this will not affect the processing that took place prior to such withdrawal and it will not affect the processing of your personal information where consent is not required.

You may refuse to provide us with your personal information in which case we may not be able to provide you with a relevant service or would have to terminate our business relationship. The supply of certain items of personal information, especially those collected to comply with regulation, is legally mandatory.

We have regulatory obligations, including compliance with legislation, to process your personal information. This includes verifying your identity or the identity of your beneficial owner and/or controlling persons. We are also required by various laws to maintain a record of our dealings with clients.

In order for us to provide clients with the company, financial, and compliance products and services they have requested and to notify them of important changes to such products and services, we need to collect, use and disclose the personal information of clients, their representatives, controlling persons or entities, business contacts, staff of clients and service providers.

The Client’s Personal Information will only be used for the purpose for which it was collected and as agreed, to the extent permissible under applicable laws. Unisheq may use your information to:

• Managing occupational health and safety standards and protocols.
• Managing client accounts.
• Managing and administration of personnel (security, time and attendance, performance, disciplinary measures).
• Monitor and track skill development and competency training.
• Providing products or services to clients and carrying out the transactions requested.
• For underwriting purposes.
• Assessing and processing claims.
• Conducting credit reference searches or- verification.
• Confirming, verifying, and updating client details.
• For purposes of claims history.
• For the detection and prevention of fraud, crime, money laundering, or other malpractices.
• Conducting market or customer satisfaction research.
• For audit and record-keeping purposes.
• In connection with legal proceedings.
• Providing Unisheq services to clients, to render the services requested, and to maintain and constantly improve the relationship.
• Providing communication in respect of Unisheq and regulatory matters that may affect clients.
• In connection with and to comply with legal and regulatory requirements or when it is otherwise allowed by law.

Personal information may only be processed if certain conditions, listed below, are met along with supporting information for Unisheq processing of Personal Information:

• The client’s consent is obtained from clients during the introductory, appointment, and needs analysis stage of the relationship.
• In order to conduct an accurate analysis of the client’s needs for purposes of amongst other company, financial, and compliance requirements, etcetera.
• Processing complies with an obligation imposed by law on Unisheq.
• Processing protects a legitimate interest of the client — it is in the client’s best interest to have a full and proper needs analysis performed in order to provide them with an applicable and beneficial product or service.
• Processing is necessary for pursuing the legitimate interests of the Unisheq or of a third party to whom information is supplied — in order to provide Unisheq clients with products and or services both Unisheq and any of our product suppliers require certain personal information from the clients in order to make an expert decision on the unique and specific product and or service required.

Unisheq may disclose a client’s (own, employees, students, customers, contractors) personal information to any of Unisheq companies or subsidiaries, joint venture companies, and or approved product or third-party service providers whose services or products clients elect to use. Unisheq has agreements in place to ensure that compliance with confidentiality and privacy conditions. Unisheq may also share client personal information with, and obtain information about clients from third parties for the reasons already discussed above. Unisheq may also disclose a client’s information where it has a duty or a right to disclose in terms of applicable legislation, the law, or where it may be deemed necessary in order to protect Unisheq rights. Unisheq may disclose client information in the event of an emergency situation, only if it is in the best interest of the client and/or user, personnel, employees, and students.

Some of the persons to whom we disclose your personal information may be situated outside of the Republic of South Africa (RSA) in jurisdictions that may not have similar data protection laws to the RSA. In this regard, we may send your personal information to service providers outside of the RSA for storage or processing on Unisheq’s behalf. However, we will not send your information to a country that does not have information protection legislation similar to that of the RSA, unless we have ensured that the recipient agrees to effectively adhere to the principles for processing of information in accordance with POPIA.

It is a requirement of POPIA to adequately protect personal information. Unisheq intends to protect the integrity and confidentiality of your personal information. Unisheq has implemented appropriate technical and organizational information security measures (including, but not limited to, using encryption for certain fields) to keep your information secure, accurate, current, and complete. However, we cannot guarantee the security of any information you transmit to us online and you do so at your own risk.

Unisheq continuously reviews its security controls and processes to ensure that personal information is secure. The following procedures are in place in order to protect personal information:

• Unisheq will appoint an Information Officer who is responsible for compliance with the conditions of the lawful processing of personal information and other provisions of POPIA. Should it be required a Deputy Information Officer will be appointed to assist the Information Officer in his functions.
• This Policy has been put in place throughout Unisheq and training on this policy and the POPI Act has already taken place.
• Each new employee will be required to sign an employment contract containing relevant consent clauses for the use and storage of employee information, or any other action so required, in terms of POPIA.
• Every employee currently employed within Unisheq will be required to sign an addendum to their employment contracts containing relevant consent clauses for the use and storage of employee information, or any other action so required, in terms of POPIA.
• Unisheq archived client information is stored on a secured AMAZON server which is also governed by POPIA, access is limited to authorized personal.
• Unisheq product suppliers, insurers, and other third-party service providers will be required to sign a service level agreement guaranteeing their commitment to the Protection of Personal Information, this is however an ongoing process that will be evaluated as needed.
• All electronic files or data are backed up on an AMAZON server which is a secure server that protects third party access and physical threats. Unisheq continuously review the security controls and processes.

CONSENT to process client information is obtained from clients (or a person who has been given authorization from the client to provide the client’s personal information) during the introductory, appointment, and needs analysis stage of the relationship.

Clients have the right to access the personal information Unisheq (Pty) Ltd holds about them. Clients also have the right to ask Unisheq (Pty) Ltd to update, correct, or delete their personal information on reasonable grounds. Once a client objects to the processing of their personal information, Unisheq (Pty) Ltd may no longer process said personal information. Unisheq (Pty) Ltd will take all reasonable steps to confirm its clients’ identity before providing details of their personal information or making changes to their personal information.

The details of Unisheq (Pty) Ltd Registered Office are as follows:

PHYSICAL & POSTAL ADDRESS: 2 Hood Avenue, Rosebank, 2196, Suite 6, Floor 1
E-MAIL ADDRESS: info@unisheq.com
WEBSITE: www.unisheq.com

Where you provide your personal information to a Unisheq entity in the context of a sale of one of our products or services, you agree to such Unisheq entity sending you information on news, trends, services, events and promotions for our own similar products and or services, always subject to your right to opt-out of receiving such marketing at the time your information is collected and on each subsequent marketing communication thereafter. You may object to receiving direct marketing from Unisheq at any time by visiting the Unisheq webpage at www.unisheq.com.

Where you choose to exercise your right to opt-out of direct marketing, please allow up to 21 days for Sanlam to effect that change.

In the interests of better customer service, Unisheq may collect anonymous information from visitors to its websites. For example, Unisheq keeps track of the domains from which people visit its website and also measures visitor activity on its website. In the process, Unisheq ensures the information cannot be used to identify you. This information is sometimes known as "clickstream data". Unisheq or its analytics vendors (including Google Analytics) may use this data to analyze trends and statistics and to provide better customer service.

The information referred to as traffic data, which may be collected includes:

• Your IP address;
• The search terms you have used;
• The pages accessed on the website and the links you’ve clicked on;
• The date and time you visited the website;
• The referring website (if any) through which you clicked through to our website; and
• The type of website browser you use.

As mentioned, the traffic data is aggregated and not personally identifiable and our website analysis will also respect any ‘do not track’ setting you might have on your web browser.

A cookie is a small text file that is downloaded onto ‘terminal equipment (for example, a computer or smartphone) when you access a website. It allows the website to recognize your device and store some information about your preferences or past actions.

What cookies do we use?

Some cookies which we use are essential to the functioning of our website. Some cookies help us with the performance and design of our website. This allows us to measure how many times a page has been visited, whether a page has been visited on the website through an advertisement or by other means. Other cookies help us to remember your settings which you may have selected or assist with other functionality when you browse and use our website. This helps us to remember what you have selected, so on your return visit – we remember your preferences. On certain pages of the website we use cookies to help us understand your interests as you browse the internet, so we can tailor and render to you more personalized content and services in the future. This assists us in delivering relevant advertising to you during various advertising campaigns we may run from time to time through participating third-party sites.

In addition, we also use cookies on certain pages of our website to communicate with third-party data suppliers in order to extrapolate your digital behavior. This helps us to understand and target more relevant advertising in the future. The information we receive is all aggregate and anonymous but will include statistics such as demographics, online behavior, product interests, and lifestyle.

How do I disable cookies?

If you do not want to receive a cookie from the website, you have the option of setting your browser to notify you when you receive a cookie, so that you may determine whether to accept it or not. However, please be aware that if you do turn off 'cookies' in your browser, you will not be able to fully experience some of the features of the website. For example, you will not be able to benefit from automatic log-on and other personalization features.

While few, if any, of Unisheq's websites are directed towards children, Unisheq is committed to complying with all applicable laws aimed at the protection of children and in particular the protection of their personal information.

This security and privacy policy was last updated on 29 June 2021. A notice will be posted on the Unisheq website home page whenever the Privacy Notice is materially changed.

Please check the website regularly to ensure that you are aware of the latest version of this Privacy Notice.

Questions, comments, and requests regarding this policy may be directed to informationofficer@unisheq.com for clarification.

Whereas we would appreciate the opportunity to first address any complaints regarding our processing of your personal information, you have the right to complain to the Information Regulator, whose contact details are:

The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
P.O. Box 31533, Braamfontein, Johannesburg, 2017

Complaints email: complaints.IR@justice.gov.za
General enquiries email: inforeg@justice.gov.za