RAND WATER PROVIDENT FUND (the “Fund”) PRIVACY STATEMENT
Purpose of this privacy statement
This privacy statement sets out how The Rand Water Provident Fund (“the Fund”) uses and protects your personal information to comply with the requirements of the Protection of Personal Information Act 4 of 2013 or “POPIA”.
Collection and Use of Personal Information
The Fund's main purpose is to provide benefits to members on leaving the Fund, or at retirement, or to make payments to beneficiaries should a member pass away, as detailed in the registered rules of the Fund. The personal information that we collect and process for members is used mainly for this reason. The Fund must also collect and process information to comply with the laws of South Africa.
What personal information do we collect?
Your personal information would include your name, surname, contact details, salary information, information about your beneficiaries (including information of children), demographic information (e.g. age, race), financial information including bank account details, tax information, records of claims, and in some cases, your health or medical information, including disability status.
How we use your personal information
Your information is used, for example, to provide you with Fund benefits, keep your records updated, make payments, contact you, and comply with the laws of South Africa.
Source and disclosure of your personal information
We receive your personal information directly from your employer (Rand Water). We provide it to our appointed service providers to provide the services agreed to in terms of formal signed agreements.
In terms of our formal signed agreements, we require all service providers to handle your personal information appropriately and securely and comply with all relevant laws.
We confirm that:
The Fund does not and will not sell personal information or provide your information to any third parties to use for their marketing purposes.
It may be necessary for us to provide your information to comply with laws in South Africa or if a court order is issued. We only provide such information where there is a legal basis for doing so.
Protection and Security of Personal Information
We take the security of your information very seriously. We have implemented reasonable technical and operational measures to protect your information from loss, misuse, unauthorised access, disclosure, alteration and destruction, and ensure that all our service providers do so too.
Accuracy of Personal Information
We take reasonable steps to keep personal information up to date.
If you would like to correct or update your information, please get in touch with your HR representative or your employer by following your employer’s processes concerning the updating of your personal information, or contact our
Information Officer - Matshidiso Nyembe – email: mnyembe@randwater.co.za or
Deputy Information Officers – Mr Lucky Ncobela – email: Lncobela@randwater.co.za;
Ms Mirinda Francis – email: mfrancis@randwater.co.za Mr Amos Mojapelo – email: amojapel@randwater.co.za
Retaining your Personal Information
We will keep your personal information for the period necessary to comply with the registered rules of the Fund and as set out in this privacy statement. It may be required to retain some of your personal information beyond this time to comply with laws or for historical purposes. You may request that the Fund delete your personal information. Your request must be sent to Information Officer at: rwprovident@randwater.co.za using the “Form 2” issued in terms of POPIA for this process. This form is attached to this privacy statement. Please note that there may be lawful purposes that prohibit us from deleting your information.
International Transfer of personal information
We make use of service providers who may store or process your information outside of South Africa. We try to ensure that our service providers only operate in countries with strong data protection laws (for example, the United Kingdom or countries within the European Union), or are contractually required to protect your information in terms of the principles set out in POPIA.
Cookies and other tracking technologies
The Fund does not have its website. Members access fund information via their respective employers, as well as the funds’ appointed administrator:
Members can access general information regarding the fund and the benefits offered to members on the “intranet” of the employer. The employer also processes personal information regarding all their employees, as may be required in terms of law and/or the employer’s applicable policies. Kindly contact your employer if you have any questions concerning whether it uses cookies or any other tracking technologies on any of its websites or otherwise.
Members can also access their personal information held by the Funds on the administrator’s online member portal or the cellphone app RW Prov Fund - MIP . Members have to be registered for this secured access. The administrator confirmed that they do not use any cookies or other technologies (such as web beacons or pixel tags) unless these are needed to make their website work (these are known as “essential cookies”). Marketing cookies and third-party cookies are not included on their online member portal, and they do not make use of these to track your behaviour or for advertising purposes.
FORM 2
REQUEST FOR CORRECTION OR DELETION OF PERSONAL INFORMATION OR DESTROYING OR DELETION OF RECORD OF PERSONAL INFORMATION IN TERMS OF SECTION 24(1) OF THE PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013)
REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION, 2018
[Regulation 3]
Note:
Affidavits or other documentary evidence as applicable in support of the request may be attached.
If the space provided in this Form is inadequate, submit information as an Annexure to this Form and sign each page.
Complete as is applicable.
Mark the appropriate box with an “x”.
Correction or deletion of the personal information about the data subject that is in possession or under the control of the responsible party.
Destroying or deletion of a record of personal information about the data subject which is in possession or under the control of the responsible party and who is no longer authorised to retain the record of information.
A | DETAILS OF THE DATA SUBJECT |
Name(s) and Surname/ registered name of data subject: | |
Unique identifier/ Identity Number: | |
Residential, postal or business address: | |
Code ( ) | |
Contact number(s): | |
Fax number/E-mail address: |
B | DETAILS OF RESPONSIBLE PARTY |
Name(s) and Surname/ registered name of responsible party: | |
Residential, postal or business address: | |
Code | |
Contact number(s): | |
Fax number/E-mail address: | |
C | INFORMATION TO BE CORRECTED/DELETED/ DESTRUCTED/DESTROYED |
D | REASONS FOR *CORRECTION OR DELETION OF THE PERSONAL INFORMATION ABOUT THE DATA SUBJECT IN TERMS OF SECTION 24(1)(a) WHICH IS IN POSSESSION OR UNDER THE CONTROL OF THE RESPONSIBLE PARTY; and/or REASONS FOR *DESTRUCTION OR DELETION OR A RECORD OF PERSONAL INFORMATION ABOUT THE DATA SUBJECT IN TERMS OF SECTION 24(1)(b) WHICH THE RESPONSIBLE PARTY IS NO LONGER AUTHORISED TO RETAIN. (Please provide detailed reasons for the request) |
Signed at this day of 20
Signature of the data subject/designated person