RLB ZA PRIVACY POLICY
Our Privacy Policy explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).
This policy applies to our customers, services providers, suppliers, employees and applicants for employment. By attending any interview, being employed, using any of our products or services, visiting our website or giving us your personal information, you agree to your information being collected, stored, used and disclosed as set out in this Privacy Policy.
All our staff are responsible for data protection, and each person has their role to play to make sure that we are compliant with data protection laws.
About the Company
Rider Levell Bucknall (ZA) Ltd (RLB ZA) is an organisation that complies with the laws of South Africa and recognises that a person’s constitutional right to privacy is of the upmost importance, therefore the protection of personal information is vital for sustainability and growth of our business.
At RLB ZA, we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently and to ensure compliance with the 8 conditions for the lawful processing of data under the POPIA which include:
- Accountability
- Processing limitation
- Purpose specification
- Further processing limitation
- Information quality
- Openness
- Security safeguards
- Data subject participation
Personal Information
The type of personal information we collect depends on the purpose and reason for which it is processed and relates to the functions or the activity for which it is intended. This will differ if you are a customer, supplier or employee.
Personal information means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person.
RLB ZA does not collect or retain ‘Special personal information’ which means the religious or philosophical beliefs, race or ethnic origin, trade union membership, political persuasion, health or sex life or biometric information of a data subject; or the criminal behaviour of a data subject to the extent that such information relates to the alleged commission by a data subject of any offence or any proceedings in respect of any offence allegedly committed by a data subject or the disposal of such proceedings.
Whose personal information do we collect?
Subject to the provisions of POPIA, personal information is collected from the individual to whom the information relates.
What types of personal information do we collect and hold?
The personal information we collect includes, but is not limited to :
- information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language and birth of the person;
- information relating to the education or the medical, financial, criminal or employment history of the person;
- any identifying number, symbol, e-mail address, physical address, telephone number, location information, online identifier or other particular assignment to the person;
- the biometric information of the person;
- the personal opinions, views or preferences of the person;
- correspondence sent by the person that is implicitly or explicitly of a private or confidential nature or further correspondence that would reveal the contents of the original correspondence;
- the views or opinions of another individual about the person; and
- the name of the person if it appears with other personal information relating to the person or if the disclosure of the name itself would reveal information about the person;
How do we collect personal information?
We only collect personal information by lawful and fair means. We usually collect personal information from:
- face-to-face meetings, interviews and telephone calls;
- business cards;
- reports – for example, reports commissioned by you prepared by other engineers or consultants;
- electronic communications – for example, e-mails and attachments; forms filled out by people, including as part of acquiring a product or service from us;
- third parties – for example, from referrals, recruitment agencies and your representatives or agents;
- social media websites – for example, LinkedIn; and
- our website, including if you use it to contact us.
Why do we collect personal information?
We collect the personal information: necessary for us to provide you with the products and services you have requested from us (including consultancy and quantity surveying services); to fulfil our contractual obligations to you; for operational purposes; for marketing purposes and to provide you with information about products and services that may be of interest to you; to improve the products and services we provide; and to enable us to conduct our business, including meeting our legal and regulatory obligations. If you do not provide your personal information, we may not be able to supply the requested product or service, employ you or otherwise deal with you.
How we deal with unsolicited personal information?
If we receive personal information about you that we have not requested, and we determine that we could not have lawfully collected that information under the 8 conditions for the lawful processing of data mentioned above had we asked for it, we will destroy or de-identify the information if it is lawful and reasonable to do so.
Do you have to disclose your identity when dealing with us?
Where lawful and practicable, we will give you the option of interacting with us anonymously or using a pseudonym.
Use of personal information
We only use your personal information for the purpose for which it was provided to us, for related purposes or as required or permitted by law. Such purposes include:
- in the ordinary course of conducting our business. For example, supplying or acquiring products and services, including consultancy and quantity surveying services, preparing proposals for new projects, responding to your enquiries and feedback, and providing information about our events, news, publications and products and services that may be of interest to you;
- market research and product and service development, so that we are able to better understand our customers’ needs and tailor our future products and services accordingly;
- performing general administration, reporting and management functions. For example, invoicing and account management, payment processing, risk management, training, quality assurance and managing suppliers;
- employment-related purposes, such as recruiting and providing services to staff;
- other purposes related to or in connection with our business, including meeting our legal and contractual obligations to third parties and for internal corporate governance purposes.
Disclosure of personal information
We may disclose, and you consent to us disclosing, your personal information to third parties:
- engaged by us to provide products or services, or to undertake functions or activities, on our behalf. For example, processing payment information, managing databases, marketing, research and advertising;
- that are authorised by you to receive information we hold. For example, any architect, engineers or consultants engaged by you as part of a building project, or your external advisers (such as your accountant or lawyer) or if you ask us to provide a credit reference for you;
- such as consultants, when we refer you to consultants who provide other services;
- that are our business partners, joint venturers, partners or agents;
- such as our external advisers, and government agencies. For example, where disclosure is reasonably required to obtain advice, prepare legal proceedings or investigate suspected unlawful activity or serious misconduct; or
- as required or permitted by law.
We may disclose, and you consent to us disclosing, your personal information as required by law and in the course of the proper performance of our duties as set out above.
Marketing use and disclosure
We may use and disclose your personal information (other than special personal information) to provide you with information about our products and services that we consider may be of interest to you. You may opt out at any time if you do not, or no longer, wish to receive marketing and promotional material. You may do this by: contacting us via e-mail or in writing at the address below and requesting that we no longer send you marketing or promotional material; or where applicable, clicking the “Unsubscribe” button.
Disclosure of personal information overseas
We do not disclose personal information to third parties outside South Africa, unless required or permitted by law or approved by the individual.
How is my personal information kept secure?
We take reasonable steps to abide by security measures on integrity and confidentiality of personal information as provided for under POPIA and to protect your personal information from misuse, interference, loss and unauthorised access, modification and disclosure. Such steps include: physical security over paper-based and electronic data storage and premises; computer and network security measures, including use of firewalls, password access and secure servers; restricting access to your personal information to employees and those acting on our behalf who are authorised and on a ‘need to know’ basis; retaining your personal information for no longer than it is reasonably required, unless we are required by law to retain it for longer; and entering into confidentiality agreements with staff and third parties.
Where we no longer require your personal information, including where we are no longer required by law to keep records relating to you, we will ensure that it is de-identified or destroyed.
Data quality
We take reasonable steps to ensure that your personal information is accurate, complete and up-to-date. However, we rely on you to advise us of any changes or corrections to the information we hold about you. If you consider that the information, we hold about you is not accurate, complete or up-to-date, or if your information has changed, please let us know as soon as possible.
Access
You may request access to the personal information we hold about you by contacting us. We will respond to your request within a reasonable time. We will provide you with access to the information we hold about you unless otherwise permitted or required by law. If we deny you access to the information, we will notify you of the basis for the denial unless an exception applies. Where reasonable and practicable, we will provide access to the information we hold about you in a reasonable manner and format and upon a prescribed fee, if any.
Correction
If you believe that personal information we hold about you is incorrect, incomplete or not current, you may request that we correct or delete your information by contacting us. We will deal with your request within a reasonable time. If we do not agree with the corrections or deletions you have requested (for example, because we consider that the information is already accurate, up-to-date, complete, relevant and not misleading), we are not required to make the corrections or deletions. However, where we refuse to do so, and if you so requests, we may attach an indication that a correction of the information has been requested but has not been made.
Identifiers
We do not adopt, use or disclose government related identifiers except as required or permitted by law.
Complaints
If you have a complaint in relation to the collection, storage, use or disclosure of your personal information, please contact our Information Officer using the details below.
Name : Pearl Simpson
Email : pearl.simpson@za.rlb.com
Tel : (+2712) 348 1040
You will need to provide us with details of your complaint, as well as any supporting evidence and information. We will review all complaints received and our Information Officer will respond to you. If you are not satisfied with our response, you may discuss your concerns with or complain to the Information Regulator via email on PAIAComplaints@inforegulator.org.za or by courier at JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. P.O Box 31533, Braamfontein, Johannesburg, 2017.
Changes to this Privacy Policy
We reserve the right, in our sole and absolute discretion, to update, modify, amend this Privacy Policy or any part of it from time to time with or without notice or justification. Please review this Policy periodically for changes. Any revised policy will be placed on our website at rlb.com
Your continued employment, use of our website, products or services, requesting our assistance, or the provision of further personal information to us after this Privacy Policy has been revised, constitutes your acceptance of the revised Privacy Policy. Save as expressly provided to the contrary in this policy, the amended version of the policy shall supersede and replace all previous versions thereof.