Linkedin Facebook-f Instagram X-twitter

POPIA Privacy Notice

  • Effective Date: 22 June 2026
  • Last Updated: 22 Junie 2026

Protection of Personal Information Act (POPIA)

This notice explains how ProPay collects, processes, stores, shares, and protects personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).

It also explains your rights as a data subject and how to exercise those rights.

Why We Collect Information

To provide our administration, communication and technology services.

How We Protect Information

Through appropriate technical, organisational and security safeguards.

Your Rights

Access, correction, objection, deletion and complaint procedures.

Need Assistance?

Contact our Information Officer using the details provided below.

  • Responsible Party
  • Information We Process
  • Why We Process It
  • Sharing & Security
  • Your POPIA Rights
  • Contact & Complaints

Responsible Party

Introduction

ProPay (Pty) Ltd is committed to protecting the privacy, confidentiality, and security of personal information.

This Privacy Notice is published in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”) and explains how personal information is collected, processed, stored, shared, and protected by ProPay.

This notice applies to all visitors to our website, members, clients, prospective clients, employees, job applicants, suppliers, service providers, partners, and any person whose personal information may be processed by ProPay.

The responsible party for the processing of personal information is:

ProPay (Pty) Ltd
Registration Number: 2001/029337/07
VAT Number: 4580209478

Number 2, The Palms
25 North Avenue
Riviera
Johannesburg
2193
South Africa

Telephone: 087 088 7729

Email: info@propay.co.za

Website: www.propay.co.za

Information We Collect

Categories of Personal Information Processed

ProPay may process the following categories of information:

Identification Information

  • Full names
  • Identity numbers
  • Employee numbers
  • Membership numbers
  • Dates of birth

Contact Information

  • Email addresses
  • Telephone numbers
  • Mobile numbers
  • Physical addresses
  • Postal addresses

Personal information may be collected:

  • Directly from data subjects
  • Through website forms
  • Through email communications
  • Through WhatsApp communications
  • Through employers
  • Through trade unions
  • Through authorised representatives
  • Through service providers
  • Through publicly available sources where lawful
  • Through website analytics technologies

Why We Process Your Information

Purpose of Processing Personal Information

ProPay processes personal information for legitimate business, operational, contractual, administrative, legal, and regulatory purposes.

These purposes may include:

  • Membership administration
  • Trade union administration
  • Payroll deduction administration
  • Financial administration services
  • Communication management
  • Service delivery
  • Customer support
  • Website administration
  • Event management
  • Recruitment activities
  • Compliance with legal obligations
  • Information security management
  • Fraud prevention
  • Marketing communications where lawful
  • Business relationship management

ProPay processes personal information where:

  • Consent has been obtained;
  • Processing is necessary for the performance of a contract;
  • Processing is required by law;
  • Processing protects legitimate interests of the data subject;
  • Processing supports ProPay’s legitimate business interests;
  • Processing is necessary for service delivery.

Sharing Information & Digital Services

Recipients of Personal Information

Personal information may be shared with:

  • Trade unions
  • Employers
  • Authorised representatives
  • Members
  • Service providers
  • Technology partners
  • Professional advisors
  • Regulatory authorities
  • Government entities where legally required

 

Information will only be disclosed where lawful grounds exist.

Certain service providers utilised by ProPay may process information outside South Africa.

Where personal information is transferred internationally, ProPay will take reasonable steps to ensure that appropriate safeguards are in place to protect personal information and comply with applicable legal requirements.

To support its operations, ProPay may utilise third-party providers including:

  • co.za
  • Google Analytics
  • Mailchimp
  • Meta Business Technologies
  • Facebook Business Manager
  • Instagram Business Services
  • WhatsApp Business Platform
  • Cloud and hosting providers
  • Security providers

 

These providers may process limited information on behalf of ProPay for operational and service delivery purposes.

Where ProPay engages in direct marketing activities, such communications will be conducted in accordance with POPIA and other applicable legislation.

Individuals may opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in email communications;
  • Contacting ProPay directly;
  • Following opt-out instructions contained within communications.

ProPay may implement automated systems, chatbot technologies, workflow automation, and artificial intelligence-assisted support services to improve service delivery and operational efficiency.

Where automated processing is utilised, appropriate safeguards will be maintained to protect personal information and ensure lawful processing.

Information Security & Retention

Information Security

ProPay maintains reasonable technical and organisational safeguards designed to protect personal information against:

  • Unauthorised access
  • Unauthorised disclosure
  • Loss
  • Theft
  • Destruction
  • Alteration
  • Misuse

 

Security controls may include:

  • Access controls
  • Authentication measures
  • Monitoring systems
  • Secure hosting environments
  • Network security controls
  • Encryption technologies where appropriate

Personal information is retained only for as long as necessary to:

  • Fulfil contractual obligations
  • Deliver services
  • Meet legal requirements
  • Resolve disputes
  • Maintain business records
  • Protect legitimate interests

 

Once no longer required, information will be securely destroyed, deleted, or anonymised.

Your Rights Under POPIA

Rights of Data Subjects

In terms of POPIA, data subjects may have the right to:

  • Request access to personal information;
  • Request correction of inaccurate information;
  • Request deletion of information where appropriate;
  • Object to processing;
  • Restrict processing in certain circumstances;
  • Withdraw consent where consent applies;
  • Lodge a complaint with the Information Regulator.

Requests may be submitted to:

Email: info@propay.co.za

Telephone: 087 088 7729

If you believe that ProPay has processed your personal information unlawfully or has failed to adequately address a privacy concern, you may lodge a complaint with the Information Regulator.

Information Regulator (South Africa)

JD House
27 Stiemens Street
Braamfontein
Johannesburg
2001

Website: https://www.justice.gov.za/inforeg/

Email: POPIAComplaints@inforegulator.org.za

Updates & Contact Information

Updates to this Notice

ProPay reserves the right to update this Privacy Notice from time to time to reflect changes in legislation, technology, operational requirements, or business practices.

Updated versions will be published on the ProPay website and become effective upon publication.

ProPay (Pty) Ltd
Registration Number: 2001/029337/07
VAT Number: 4580209478

Number 2, The Palms
25 North Avenue
Riviera
Johannesburg
2193
South Africa

Telephone: 087 088 7729

Email: info@propay.co.za

Website: www.propay.co.za

Related Legal & Compliance Documents