Professional Appointments is committed to compliance with The Protection of Personal Information (POPI) Act and will always:

  • Sufficiently inform Data Subjects (Candidates / applicants / work-seekers / learners hereafter referred to as “Candidate/s” as well as “Clients”), of the specific purpose for which we will collect and process their personal information;
  • Protect Personal Information from threats, whether internal or external, deliberate or accidental, to ensure business continuation, minimize business damage and maximize business opportunities.

This Policy establishes measures, processes, and standards for the protection and lawful processing of personal information.

The Information Officer, Carmen Swart, is responsible for:

  • The monitoring of this policy;
  • Ensuring that this policy is supported by appropriate documentation;
  • Ensuring that this policy and subsequent updates are communicated to relevant managers, representatives, staff, and associates, where applicable.

All employees are responsible for adhering to this policy and for reporting any security breaches or incidents to the Information Officer.

Service Providers that provide IT and/or Off-site Data Storage services, to our organization must satisfy us that they provide adequate protection of data held by them on our behalf.


Accountability for Data to be collected

  • We shall take reasonable steps to safeguard all Data and Personal Information collected from Candidates / Clients for the purpose of Permanent / Temporary recruitment.

Processing Limitation/Purpose for Data Collection

  • We will collect personal information directly from Candidates/Clients.
    Personal Information from Social Networks and Job-seeker portals will be collected with the express consent of the Candidate/s.
  • Once in our possession, we will only process or further process Candidate/Client information with their consent, except where we are required to do so by law. In the latter case, we will always inform the Candidate/Client.

Specific Purpose

  • Personal information collected from Candidates/Clients will be used to secure Permanent or Temporary employment on behalf of Candidates.
  • Limitation on Further Processing
  • Personal information may not be further processed in a way that is incompatible with the initial purpose for which it was collected and will only be done with the express consent of the Candidate/Client.

Information Quality

  • We shall ensure that Candidate information is complete, up to date, and accurate before we use it. We will request Candidates, at least once annually, to update their information and confirm that we may continue to store/retain same. If we are unable to contact a Candidate, their information will be deleted from our records.


  • Where personal information is collected from a source other than directly from a Candidate (Eg Social media, Job portals) we will make Candidates aware: (a) That their information is being collected and the specific reason;
    (b) Who is collecting their information by giving them our details.

Data Security

  • We will implement sufficient measures to guard against the risk of unlawful access, loss, damage, or destruction of personal information that is held:
    1. Physically;
    2. in our electronic database;
    3. by a Data Storage Service Provider;
    4. in any electronic devices (that will be Password protected).
  • Data encryption of storage devices will be installed.
  • We are committed to ensuring that information is only used for legitimate purposes with Candidate/Client consent and only by authorised employees of our agency.

Participation of Individuals/Complaints

  • Candidates/Clients are entitled to access and correct any information held by us.
  • Complaints should be submitted in writing to the Information Officer for Resolution.
  • Requests to Access, Correct or Delete information must be made on the attached Annexures 1 and 2 and submitted to the Information Officer.



  • Management and the Information Officer are responsible for ensuring adherence to Standard Operating Procedures.
  • All employees and individuals directly associated with business activities will be trained in the regulatory requirements governing the protection of Personal Information.
  • We will conduct periodic reviews and audits, where appropriate, to ensure compliance with this policy and guidelines.

Policy Compliance

  • Breach/es of this policy could result in disciplinary action and termination of employment.

By utilizing Professional Appointment’s services, you are consenting to this privacy policy and the collection, use and disclosure of your personal information by Professional Appointments as outlined in this privacy policy. If this privacy policy is not acceptable to you, please do not submit any of your personal information.

Click here to view / download PDF Version, including Annexure 1: Objection to Processing of Personal Information & Annexure 2 : Request to Access/Correct/Delete Personal Information