Privacy Policy
Effective Date: May 4, 2025
1. Introduction
Welcome to Manage Safety (https://managesafety.co.za), a division of Professional Safety Compliance Pty Ltd (Registration Number: 2019 / 373310 / 07
). We are committed to protecting the privacy and security of your personal information.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (https://managesafety.co.za), interact with our services, or communicate with us via our WhatsApp communication in person to person or automated.
Our services, including person to person and automated responses specific to queries and tasks, are intended to assist our clients operating within the Occupational Health and Safety (OHS) sector in South Africa, particularly concerning compliance with the Occupational Health and Safety Act, 85 of 1993, and its associated regulations ("OHS Act").
This policy is governed by the Protection of Personal Information Act, 4 of 2013 ("POPIA") of South Africa. By using our website or interacting with our person to person or automated service, you consent to the data practices described in this policy.
2. Who We Are
Legal Entity: Professional Safety Compliance Pty Ltd
Trading Division: Manage Safety
Website: https://managesafety.co.za
Contact Email: info@managesafety.co.za
3. Information We Collect
We may collect personal information that identifies you or relates to you as an individual. The types of personal information we collect depend on your interaction with us:
Information You Provide Directly:
Contact Information: Name, email address, phone number (including your WhatsApp number when interacting person to person or via automated services), company name, job title.
Communication Content: Information you provide when you communicate with us via email, website contact forms, or through conversations with our WhatsApp person to person or automated service. This may include inquiries about OHS matters, details about your workplace safety procedures, incidents, or compliance status relevant to the OHS Act.
Professional Safety Compliance Pty Ltd Services Account information: If applicable, username, password, and other registration information.
Information Collected Automatically:
Website Usage Data: When you visit https://managesafety.co.za, we may collect standard internet log information, including your IP address, browser type and version, operating system, pages visited, time spent on pages, and referring website addresses. We may use cookies and similar tracking technologies (please see our Cookie Policy).
WhatsApp Person To Person Or Automated Interaction Data: When you interact with our peron to person or automated, we automatically receive your WhatsApp phone number and may collect metadata associated with your messages (e.g., time stamps). WhatsApp (Meta Platforms, Inc.) also processes your data according to its own Privacy Policy.
4. How We Use Your Information
We use the personal information we collect for the following purposes, based on legitimate business interests, the fulfillment of our contract with you, compliance with our legal obligations (including POPIA and potentially aspects related to the OHS Act where legally mandated), and/or your consent:
To Provide and Manage Our Services: To operate and maintain our website and the WhatsApp person to person or automated, respond to your inquiries (including OHS-related questions via the services offered), provide customer support, and fulfill your requests.
To Communicate With You: To send you administrative information, service announcements, technical notices, updates, security alerts, and marketing communications (where permitted by law and with your consent, where required).
To Improve Our Services: To understand how users interact with our website and person to person or automated whatsapp, analyse usage patterns, troubleshoot issues, and develop new features or services.
For Compliance and Legal Obligations: To comply with applicable South African laws (including POPIA and reporting obligations under the OHS Act, if applicable), legal processes, and requests from public and government authorities.
For Security Purposes: To protect the security and integrity of our website, whatsapp(person to person or automated), services, and user data.
5. Legal Basis for Processing (POPIA)
Our legal basis for collecting and using the personal information described above will depend on the specific context:
Consent: Where you have given clear consent for us to process your personal information for a specific purpose (e.g., subscribing to marketing emails, explicitly agreeing to website or whatsapp information or communication interaction).
Contract: Where processing is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract (e.g., providing requested OHS assistance services).
Legal Obligation: Where processing is necessary for compliance with a legal obligation to which we are subject (e.g., POPIA compliance, potential OHS Act reporting).
Legitimate Interests: Where processing is necessary for our legitimate interests (e.g., improving our services, security, responding to inquiries), provided these interests are not overridden by your data protection interests or fundamental rights and freedoms.
6. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
With Service Providers: We may share information with third-party vendors and service providers who perform services on our behalf, such as website hosting, data analysis, IT services, customer service, email delivery, and whatsapp person to person or automated platform providers (including WhatsApp/Meta). These providers are obligated to protect your information and use it only for the services they provide to us.
With WhatsApp/Meta: Your interaction with whatsapp person to person or automated inherently involves sharing your phone number and message content with WhatsApp (owned by Meta Platforms, Inc.). WhatsApp processes this data according to its own Privacy Policy. We are responsible for the information we collect and process via the Bot interface.
For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:
Comply with a legal obligation (including requests from law enforcement or regulatory bodies like the Department of Employment and Labour regarding the OHS Act, where legally mandated).
Protect and defend the rights or property of Professional Safety Compliance Pty Ltd.
Prevent or investigate possible wrongdoing in connection with the services.
Protect the personal safety of users or the public.
Protect against legal liability.
Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction or as per POPIA deleted upon request.
7. Data Security
We implement reasonable technical and organisational measures designed to protect the security of the personal information we process. These measures aim to protect your data from unauthorized access, disclosure, alteration, and destruction. However, please be aware that no electronic transmission or storage system is 100% secure. We cannot guarantee the absolute security of your information.
8. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as for tax, legal, accounting, or OHS Act record-keeping requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it.
9. Your Rights Under POPIA
As a data subject in South Africa, you have the following rights under POPIA regarding your personal information:
Right of Access: You have the right to request confirmation of whether we hold personal information about you and to request a copy of that information.
Right to Rectification: You have the right to request the correction of inaccurate or incomplete personal information.
Right to Erasure (Right to be Forgotten): You have the right to request the deletion of your personal information under certain circumstances (e.g., if it's no longer necessary for the purpose it was collected).
Right to Object: You have the right to object to the processing of your personal information on reasonable grounds relating to your particular situation, especially for direct marketing purposes.
Right to Restrict Processing: You have the right to request the restriction of processing your personal information under certain conditions.
Right Not to be Subject to Automated Decision-Making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you (unless certain conditions apply).
To exercise any of these rights, please contact us using the details provided in Section 2 ("Who We Are"). We will respond to your request in accordance with POPIA.
You also have the right to lodge a complaint with the South African Information Regulator if you believe your privacy rights have been violated:
The Information Regulator (South Africa)
Website: https://inforegulator.org.za/
Email: complaints.IR@justice.gov.za / enquiries@inforegulator.org.za
10. International Data Transfers
While our operations are primarily based in South Africa, some of our service providers (like WhatsApp/Meta) may be located outside of South Africa. If we transfer your personal information outside South Africa, we will ensure that appropriate safeguards are in place to protect your information in accordance with POPIA requirements.
11. Children's Privacy
Our website and whatsapp person to person or automated are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete such information promptly.
12. Cookies and Tracking Technologies
Our website or services may use cookies and similar technologies to enhance user experience and analyse website traffic. For more details, please see our Cookie Policy. You can typically configure your browser to refuse cookies, but this may affect your ability to use certain parts of our website.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact our Information Officer at:
Email: info@managesafety.co.za