Privacy Policy

1. Information Officer

Our designated Information Officer responsible for ensuring PoPIA compliance is Nomusa Ngidi. For all privacy-related queries or requests, contact us at: payroll@hisassignment.co.za.

2. Information We Collect

We may collect and process the following categories of personal information:

• Contact information: name, email address, phone number, business name.
• Employee payroll data: names, ID numbers, banking details, salary information, tax reference numbers, leave records (collected on behalf of client businesses).
• Website usage data: pages visited, browser type, referring URL (collected via standard server logs and analytics).
• Communication records: emails, form submissions, and telephone queries you send us.

3. Purpose of Processing

We process personal information for the following purposes:

• Providing and administering payroll services on behalf of our clients.
• Meeting SARS, UIF, SDL, and other statutory obligations.
• Responding to enquiries and providing client support.
• Sending service-related communications and invoices.
• Improving our website and service delivery.

4. Legal Basis for Processing

We process personal information on the basis of: (a) contractual necessity — to perform our service obligations; (b) legal obligation — to comply with SARS and South African labour law; (c) legitimate interest — to operate and improve our business; and (d) consent — where you have provided explicit consent for specific communications.

5. Data Sharing

We do not sell, rent, or trade your personal information. We may share information with:

• SARS and government bodies — as required by law (PAYE submissions, UIF, SDL).
• Payroll software providers — to facilitate processing (e.g. SimplePay, PaySpace, Sage) under appropriate data processing agreements.
• Service providers — such as email and hosting providers, who process data only as instructed by us and under strict confidentiality obligations.

6. Data Retention

We retain client payroll records for a minimum of five (5) years in compliance with the Tax Administration Act. Where no service agreement exists (e.g. enquiry form submissions), data is retained for no longer than 12 months unless you have consented to longer retention.

7. Your Rights

Under PoPIA you have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Object to the processing of your personal information.
• Request deletion of your information (where legally permissible).
• Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact our Information Officer at payroll@hisassignment.co.za. We will respond within 30 days.

8. Security

We implement appropriate technical and organisational safeguards to protect your personal information against unauthorised access, loss, or misuse. All data transmitted via our website is encrypted over HTTPS.

9. Cookies

Our website uses cookies. For full details, please refer to our Cookie Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with a revised “last updated” date. We encourage you to review this page periodically.

11. Information Regulator

If you believe your rights under PoPIA have been infringed, you may lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za.