Institute of Business Advisors Southern Africa

1     PROTECTION OF PERSONAL INFORMATION ACT, 4 OF 2013
 
POPI requires Institute of Business Advisors South Africa (IBASA) to inform our clients as to the manner in which our personal information is used, disclosed and destroyed. 
 
IBASA guarantees its commitment to protecting our client’s privacy and ensuring that your personal information is used appropriately, transparently, securely and in accordance with applicable laws.
 
The Policy sets out the manner in which IBASA deals with our client’s personal information as well as and stipulates the purpose for which said information is used.
 
 
1.1     PERSONAL INFORMATION COLLECTED
 
Section 9 of POPI states that “Personal Information may only be processed if, given the purpose for which it is processed, it is adequate, relevant and not excessive.”
 
IBASA also collects and processes our client’s personal information for marketing purposes to ensure that our products and services remain relevant to you and potential clients.
 
IBASA aims to have agreements in place with all product suppliers, insurers and third-party service providers to ensure a mutual understanding with regard to the protection of your personal information.
 
With your consent, IBASA may also supplement the information provided with information IBASA receives from other providers in order to offer a more consistent and personalised experience in your interaction with IBASA. 
 
For purposes of this Policy, “clients” include potential and existing clients.
 
 
1.2 THE USAGE OF PERSONAL INFORMATION
 
Your Personal Information will only be used for the purpose for which it was collected and as agreed.
 
This may include:
 
•    Providing products or services to you and to carry out the transactions   requested;
•    Conducting credit reference searches or verification; 
•    Confirming, verifying and updating your details; 
•    For purposes of claims history; 
•    For the detection and prevention of fraud, crime, money laundering or other malpractices. 
•    Conducting market or customer satisfaction research; 
•    For audit and record keeping purposes; 
•    In connection with legal proceedings; 
•    Providing services to you, to render the services requested and to maintain and constantly improve the relationship; 
•    Providing communication in respect of IBASA and regulatory matters that may affect you; and 
•    In connection with and to comply with legal and regulatory requirements or when it is otherwise allowed by law.
 
According to Section 10 of POPI, Personal Information may only be processed if certain conditions, listed below, are met along with supporting information for processing of Personal Information:
 
•    You consent to the processing: - consent is obtained from you during the introductory, appointment and needs analysis stage of the relationship; 
•    The necessity of processing: in order to conduct an accurate analysis of your needs.
 
 
1.3 DISCLOSURE OF PERSONAL INFORMATION
 
IBASA may disclose your information where it has a duty or a right to disclose in terms of applicable legislation, the law, or where it may be deemed necessary in order to protect IBASA’s rights. 

 
1.4 SAFEGUARDING CLIENT INFORMATION
 
It is a requirement of POPI to adequately protect Personal Information. IBASA will continuously review its security controls and processes to ensure that personal information is secure.
 
•    ROI archived client information is stored on site which is also governed by POPI, access is limited to these areas to authorized personal. 
•    All electronic files or data are BACKED UP by the company IT Division which is also responsible for system security that protects third party access and physical threats. Company IT Division is responsible for Electronic Information Security;
 
 
CONSENT to process your information is obtained from you (or a person who has been given authorisation from you to provide your  personal information) during the introductory, appointment and needs analysis stage of the relationship.


2. ACCESS AND CORRECTION OF PERSONAL INFORMATION
 
You have the right to access the Personal Information IBASA holds about you. You also have the right to ask IBASA to update, correct or delete your personal information on reasonable grounds. Once you object to the processing of your Personal Information, IBASA may no longer process said Personal Information.  
 
IBASA will take all reasonable steps to confirm its your identity before providing details of your personal information or making changes to your personal information.