Employee Privacy Notice and Acknowledgement
Employer: [Employer name], registration number [Registration number] ("we").
Part A: What we do with your personal information
As your employer we process personal information about you in line with the Protection of Personal Information Act 4 of 2013 ("POPIA"). This is what we hold:
- identity and contact details (name, ID or passport number, address, phone, email, emergency contact);
- employment records (application, contract, job title, working hours, leave, performance and disciplinary records, training);
- payroll and tax information (bank details, tax number, remuneration, UIF and other statutory contributions);
- health and safety records where the law requires them, such as injury reports and medical certificates;
- work system information, such as access logs for company systems and devices;
- other: [Other information you hold (optional)]
We use it to manage your employment, pay you, meet our legal duties (for example tax, UIF, COIDA, health and safety and employment equity reporting), protect the business and keep our workplace safe. We share it only with people who need it, such as payroll and benefit providers, auditors and government bodies, and we require them to protect it. We keep it for as long as you work with us and for as long afterwards as the law or our retention schedule requires.
You can ask to see the information we hold about you and to correct it. Contact our Information Officer, [Information Officer name], at [Information Officer email]. You may also complain to the Information Regulator (South Africa).
Part B: Your duties when you handle personal information at work
Personal information of customers, colleagues and suppliers must be treated with care. By signing, you confirm that you will:
- use personal information only for the work you are authorised to do;
- keep it confidential and not share it with anyone who has no business need or authority;
- use strong passwords, lock your screen, and keep devices and paper records secure;
- not copy personal information to personal email, personal cloud storage or unapproved devices;
- report any loss, theft or suspected misuse straight away to the Information Officer;
- pass on any request from a person to see, correct or delete their information to the Information Officer without delay; and
- continue to keep personal information confidential after your employment ends.
Acknowledgement
I confirm that I have read and understood this notice, and that I know who our Information Officer is. Date: [Date].
Employee: [Employee name (optional, can be filled in by hand)]
Signature: ____________________
Name: ____________________
Title: ____________________
Date: ____________________
For the employer: [Employer name]
Signature: ____________________
Name: ____________________
Title: ____________________
Date: ____________________