POPIA Privacy Notice
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).
- Effective date:
- 22 June 2026
- Last updated:
- 22 June 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
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.
Responsible Party
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: [email protected]
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
Sources of Personal Information
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
Legal Basis for Processing
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.
International Transfers
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.
Third-Party Technology Providers
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.
Direct Marketing
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.
Automated Processing and Artificial Intelligence
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
Retention of Personal Information
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: [email protected]
Telephone: 087 088 7729
Right to Lodge a Complaint
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: [email protected]
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.
Contact ProPay
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: [email protected]
Website: www.propay.co.za
You can also reach us through our contact form.