Summary of WorkWeek's Privacy Policy

WorkWeek's Privacy Policy outlines its data practices under South African law, specifically the POPI Act. It details the types of personal data collected, including identity, contact, and usage data. The policy explains data collection, third-party sharing, data security, user rights (like access, correction, and erasure), and conditions for international transfers. WorkWeek also clarifies the purpose and lawful basis for data processing, including contract performance, compliance with legal obligations, and legitimate interests. Changes to the policy are noted, with an invitation for users to contact WorkWeek for further inquiries.

At Workweek (Pty) Ltd (2023/683195/07) (“Workweek”) we adhere to the highest standards of protecting your personal information when we process it by virtue of your use of our Services, our Platform https://www.workweek.co.za/ or our application **and any related platforms (collectively, the “Platform”), or by providing us with your personal information in any other way. As such, we have created this privacy policy for you to read and to understand how we safeguard your personal information and respect your privacy (“Privacy Policy”).

Please note that Workweek is a private company duly registered and operating in accordance with the laws of the Republic of South Africa.

Not all terms are necessarily defined in order or may be defined in our Terms of Use (“Terms”).

Please ensure that you read all the provisions below, and our policies and guidelines which may apply from time to time, to understand all of your, and our, rights and duties.

  1. Important Information and Who We Are
    1. Purpose of this Privacy Policysome text
      1. This Privacy Policy aims to give you information on how we collect and process your personal information through any form of your engagement with us. This Privacy Policy complies with, and facilitates the obligations required from, the South African Protection of Personal Information Act, No. 4 of 2013 (“POPI”), as amended.
      2. It is important that you read this Privacy Policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are fully aware of how and why we are using your personal information. This Privacy Policy supplements the other notices and is not intended to override them.
      3. Due to the nature of our services we process special categories of personal information on behalf of our clients who use our Platform within their organisation to process the personal information of wage earning employees. We only process special categories of personal information as an operator and do not do so for our own processing reasons. All special categories of personal information are provided by employers with the consent of their employees to enable them to use our Platform and services.
    2. Responsible Party and Operator
      1. Workweek is the “Responsible Party” and is responsible for your personal information when we decide its processing operations. In most instances we operate as an “Operator” of personal information on behalf of clients who use our services.
      2. We have appointed an information officer at Workweek who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our information officer using the details set out below.
    3. Our Contact Details
      1. Our full details are:

Full name: Workweek (Pty) LtdInformation Officer: Niven PolemanEmail address: accounts@workweek.co.za Postal address: 26 Chard Road, Retreat, Cape Town, 7945Telephone number: [+27 83 854 2820]You have the right to make a complaint at any time to the South African regulator’s office (Information Regulator’s Office of South Africa). We would, however, appreciate the chance to deal with your concerns before you approach any such regulator, so please contact us in the first instance.

  1. Changes to this Privacy Policy
    1. This Privacy Policy was last updated on [5 March 2024] and previous versions are archived and can be provided on request.
    2. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
    3. This Privacy Policy is subject to change without notice and is updated or amended from time to time and will be effective once we upload the amended version to the Platform. Your continued access or use of our Services constitutes your acceptance of this Privacy Policy, as amended. It is your responsibility to read this document periodically to ensure you are aware of any changes.
  2. Third-Party Links on Platform‍
    1. The Platform may include links to third-party platforms, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party platforms and are not responsible for their privacy statements or terms. When you leave our Platform, or engage with such third parties, we encourage you to read the distinct privacy policy of every third-party you engage with.‍

What We Collect About You

  1. Personal information, or personally identifiable information, means any information about an individual, both natural and juristic entities (i.e., people and companies), from which that entity can be identified. It does not include information where the identity has been removed (anonymous data).

  2. We may collect, use, store, and transfer (“process”) different kinds of personal information about you which we have grouped together below.

  3. Employer clients who accept our Services on behalf of their company: some text

    1. Identity Data including full name, and the information about your company such as company name, address and/or company registration details;
    2. Contact Data including email address, physical/registered addresses, and contact phone numbers;
    3. Account Data including all the data and information available in the company account such as subscriptions, employee records, employee work time logs and attendance records and employee leave records and verification information, biometric information such as photographs and geo-location information of employees;
    4. Social Media Data including all the data available on your WhatsApp profile and any other publicly available social media profile;
    5. Financial Data including bank account details and third-party payment provider information and payment card details (which we do not process but is processed by a payment service provider on our instruction);
    6. Transaction Data including details about payments to and from you, contracts, contractual terms, contract fees, signups, subscriptions, invoices and other details of products and services you have obtained from us, or provide to us;
    7. Technical Data including internet protocol address/es, login data, browser type and version, time zone setting and location, cookies, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the Platform;
    8. Usage Data including information about how you use our company, Platform, surveys, and Services; and
    9. Marketing and Communications Data including message sent to our chatbot and/or via WhatsApp, your preferences in receiving notices and marketing from us and our third parties and your communication preferences as well as details of which communications were sent to you and how they were sent.

  4. Employees who use the Platform as part of their employment requirements:some text

    1. Identity Data including full name and any other identifying information provided by their employer such as ID or passport number, race, citizenship, sex, disability, race and educational history;
    2. Contact Data including email address, physical/registered addresses, and contact phone numbers;
    3. Account Data including all the data and information available in the employee account such as attendance records, worked time logs, verification information, such as biometric photographs and geo-location information;
    4. Technical Data including internet protocol address/es, login data, browser type and version, time zone setting and location, cookies, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the Platform;
    5. Usage Data including information about how you use our company, Platform, surveys, and Services.

  5. We also collect, use, and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal information but is not considered personal information in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Platform feature. However, if we combine or connect Aggregated Data with your personal information so that it can directly or indirectly identify you, we treat the combined data as personal information which will be used in accordance with this Privacy Policy.

  6. Where we need to collect personal information by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform in terms of the contract we have or are trying to enter into with you (for example, to provide you with services or allow you to provide us with your services). In this case, we may have to cancel Platform-access or Services you have with us, but we will notify you if this is the case at the time.

  7. How Is Your Personal Information Collectedsome text

    1. We use different methods to collect personal information from and about you, including through:some text
      1. Direct interactions: You may give us your personal information by signing up to our Platform or by corresponding with us through the Platform, by phone, email or otherwise. This includes personal information you provide when you:some text
        1. use our Services;
        2. chat with us on the Platform using the chatbot and/or send us messages on WhatsApp;
        3. use our Platform;
        4. contract with us;
        5. provide any services to us as a service provider or independent contractor on contract with us;
        6. request information to be sent to you;
        7. give us some feedback.
      2. Automated technologies or interactions: As you interact with our Platform, we may automatically collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We may collect this personal information by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other Platforms employing our cookies.
      3. Third parties: We may receive personal information about you from various third parties such as:some text
        1. analytics providers such as Google Analytics;
        2. messaging service providers such as WhatsApp;
        3. financial institutions such as banks and payment service providers;
        4. marketing platforms; and
        5. search information providers such as Google.

  8. How We Use Your Personal Information

    1. We will only use your personal information when the law allows us to and for legitimate reasons, which you hereby expressly understand and consent to. Most commonly, we will use your personal information in the following circumstances:some text
      1. where we have your express consent to do so;
      2. where we need to consult with you or perform on the Services contract we are about to enter into or have entered into with you;
      3. where it is necessary for our legitimate business interests (or those of a third party) and your interests and fundamental rights do not override those interests; and/or
      4. where we need to comply with a legal or regulatory obligation.

  9. Purposes For Which We Will Use Your Personal Information

    1. We have set out below, in a table format, a description of some text
      1. the purpose for which we will process your personal information,
      2. the type of data we process; and
      3. the lawful basis of processing.
    2. Note that we may process your personal information for more than one lawful ground depending on the specific purpose for which we are using your personal information.

PURPOSE / ACTIVITY

TYPE OF DATA

LAWFUL BASIS AND BUSINESS INTEREST

To engage with you after you have contacted us via the Platform or otherwise

  1. Identity
  2. Contact
  3. Financial
  4. Technical
  5. Usage
  6. Marketing and Communications
  7. Express consent
  8. Performance of a contract with you
  9. Necessary for our legitimate interests (keep records updated, study how users use our services, develop services, grow)

To allow you to use our Services and to provide you with our Services as contracted

  1. Identity
  2. Contact
  3. Account
  4. Social Media
  5. Financial
  6. Usage
  7. Transaction
  8. Performance of a contract with you
  9. Express consent
  10. Necessary to comply with a legal obligation
  11. Necessary for our legitimate interests (provide you with Services you contracted to acquire, keep records updated, study how users use Services)

To contract with you as a service provider to Workweek

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