PRIVACY POLICY

WHO ARE WE?

The ODC registered as The ODC (Pty) Ltd (Company Registration Number: 2017/525120/07 (“The ODC”) provides talent management services to organisations, in the form of wellbeing, leadership coaching, training and development, talent acquisition, change management and organisational development.  Furthermore, The ODC provides counselling and therapeutic services for individuals and groups.

The ODC is founded by an industrial and organisational psychologist and counsellor, registered with the Health Professions Council of South Africa (HPCSA).

The official website is on www.theodc.co.za (website).

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, and applies to users and customers of The ODC (“you”), that is anyone that is using The ODC services.  Registration with the HPCSA means that The ODC is obligated to act under duty of the Health Professions Act 56 of 1974) and is exempted from S32 of the POPI Act.

CONSENT?

We care about your privacy. As a responsible professional service and our code of ethics to the HPCSA, we secure all your personally identifiable information (“Personal Information”) and is of utmost importance to us.  As such, we ensure that we collect, use, store and transfer (“process”) your Personal Information in keeping with laws and regulations that are aimed at protecting the integrity of your Personal Information.

Our Privacy Policy will assist you in understanding the manner in which your Personal Information is processed by us. Therefore it is necessary to read it carefully before you engage with The ODC.  It is important that you read this Privacy Policy together with The ODC’s Promotion of Access to Information Act No. 2 of 2000 (“PAIA”) manual so that you are fully aware of how and why we are using your Personal Information.

You should not be using the services of The ODC if:

  • you do not agree with any of the terms of our Privacy Policy, or
  • you are younger than 18 years old and do not have legal capacity to conclude legally binding contracts and therefore, will be required to have guardian consent
  • You do not give consent

By communicating  with us via telephone, website, or email, you confirm that you have read this Privacy Policy and the PAIA manual and that you consent to The ODC for processing or storing your information only for its intended purpose such as

  • Sending a resume to the client as consented through telephone or email
  • With consent, participating in psychometrics and the information shared with relevant client
  • Processing your information to the relevant client such as psychometrics or a resume
  • Storing your resume for future activities
  • Processing payment for training
  • With consent, processing your credentials for verification via MIE.
  •  
  • For further information in relation to the above, or should you wish to opt out of any form of direct or indirect marketing mentioned above, please contact our information officer at admin@theodc.co.za

WHAT TYPE OF INFORMATION DO WE COLLECT AND WHY?

Currently, we collect the following information:

  • For talent acquisition
    • Your “Personal Information” as defined in POPI and the General Data Protection Regulation, as amended from time to time, which includes but is not limited to: your name, surname, identity number, residential address, telephone number, email address and educational and work history.
    • Any additional Personal Information you wish to provide on a voluntary basis such as skills, and any relatable information to your working profile.
    • Demographics
  • For talent acquisition, career guidance, development:
    • Your “Personal Information” as defined in POPI and the General Data Protection Regulation, as amended from time to time, which includes but is not limited to: your name, surname, identity number, residential address, registered address, telephone number, email address and educational and work history.
    • Demographics
    • Psychometric assessment results which are stored safe and securely for a period of up to 5 years and are not available for release within consent

For counselling

  • All personal information shared within the counselling room, provided at your own discretion
Reason we process your information Legal basis for processing your information
To provide you with your recruitment needs Fulfil contractual obligations and pursue legitimate interests.
To provide the client with your information for recruitment purposes Fulfil contractual obligations and pursue legitimate interests.
To do verifications when client requests for recruitment purposes Fulfil contractual obligations.
To carry out psychological services for mental wellbeing and mental health Comply with laws and pursue legitimate interests.
To carry out psychometric services for recruitment or developmental purposes Comply with laws and pursue legitimate interests.

We process your data as needed to fulfil our contractual fulfilment towards you and as required by statutory retention periods or necessary to pursue our legitimate interests.

We process the following information

Training

  • Payment via third party secured electronic funds transfer, or direct with The ODC

Counselling and assessment

  • Medical aid details for medical aid schemes for payment of counselling and assessment services

WHO WILL WE SHARE YOUR INFORMATION WITH?

Credit bureaus and similar providers. Your personal data may be shared with credit bureaus, providers of identity lookups and fraud prevention agencies to comply with our regulatory obligations and to protect you and other customers from fraud.  This includes medical aid schemes

The ODC. Your information may be shared with relevant employees in The ODC

Authorities. The ODC may disclose necessary information to authorities, such as regulatory bodies, if we are required by law or you agreed to it (for instance, for anti-money laundry or counter-terrorism).

Business. The ODC may disclose Personal Information to our clients for legitimate business purposes and for the purpose of your application.

WHERE DO WE STORE YOUR PERSONAL INFORMATION?

We strive to process your data within South Africa which data is stored in the cloud that could be hosted on a physical server anywhere in the world. The ODC will ensure all reasonable contractual, legal, technical, and organisational measures are taken to adequately secure your Personal Information.

HOW DO WE ENSURE THE SECURITY OF INFORMATION?

The ODC is committed to ensuring the safeguard of your data.  All computers and cloud access are protected by a password.

YOUR RIGHTS REGARDING THE INFORMATION THAT WE PROCESS

Your legal rights pertaining to your Personal Information will always be respected by us.

In the event that you would like – (i) access to your Personal Information; (ii) to correct or amend your Personal Information; (iii) to request the deletion of your Personal Information; (iv) to object to the processing of your Personal Information; (v) a copy or description of the record containing your Personal Information; (vi) the identity or categories of third parties who have access to your Personal Information, or (vii) to have your Personal Information deleted, you may inform us of your request in writing, using one of the following methods:

  • Email: infor@theodc.co.za or
  • Mail: 7 Cavendish Road, Vincent, East London, 5241

We will attend to requests for access to Personal Information within a reasonable time. You may be required to pay a prescribed fee to receive copies or descriptions of records, or information. Your request for access may be refused in certain circumstances and access may be limited by certain applicable legislation.

Upon the provision by you of adequate documentation that we deem sufficient to support your identity, we will inform you of the changes that we are legally capable of providing to your Personal Information, as permitted by applicable legal and ethical reporting standards imposed on us. The changes in Personal Information will be reflected on our systems as soon as is reasonably possible.

COMPLIANCE AND ENFORCEMENT OF THIS PRIVACY POLICY

Our compliance with this Privacy Policy will be monitored on a regular basis. The ODC reserves the right to modify this Privacy Policy with any updates to our security protocol and processing methods. The Privacy Policy posted at any time via the Website shall be deemed to be the Privacy Policy then in effect. We therefore encourage you to check this page regularly.

Any queries regarding this Privacy Policy, the way in which your Personal Information is treated or any aspects of our services may be made by emailing info@theodc.co.za or sending a written letter to the address set out in Item 7 above.  We will store any correspondence from you at our offices.

GOVERNING LAW

This Privacy Policy and all disputes and claims arising from it shall be governed by and construed in accordance with the laws of the Republic of South Africa.  For more information pertaining to the act, you can refer to their website, https://popia.co.za/