Privacy Policy
At ProPay SA, protecting your personal information is fundamental to how we operate. This Privacy Policy explains what information we collect, why we collect it, how we protect it, and the rights you have under the Protection of Personal Information Act (POPIA).
- Effective Date: 24 Junie 2026
- Last Updated: 24 Junie 2026
We Collect
Personal information necessary to deliver our administration and technology services.
We Protect
Your information is used appropriately with technical, organisational and administrative safeguards.
We Use
Your information is only used for lawful, legitimate business and service-related purposes.
Your Rights
You have rights under POPIA, including access, correction, objection and complaint procedures.
- Information We Collect
- How We Use Your Information
- Digital Communications
- Information Sharing & Security
- Your Rights
- Contact Information
About ProPay & Our Privacy Commitment
About ProPay & Our Privacy Commitment
ProPay (Pty) Ltd (“ProPay”, “we”, “our”, or “us”) is committed to protecting the privacy, confidentiality, and security of personal information entrusted to us.
This Privacy Policy explains how we collect, use, process, store, disclose, and protect personal information obtained through our website, communication channels, digital platforms, and services.
ProPay complies with the Protection of Personal Information Act, 4 of 2013 (“POPIA”), the Electronic Communications and Transactions Act, 25 of 2002 (“ECTA”), and other applicable South African laws relating to privacy, information governance, and electronic communications.
By accessing our website or using our services, you acknowledge that you have read and understood this Privacy Policy.
About ProPay
Company Name: ProPay (Pty) Ltd
Registration Number: 2001/029337/07
Business Activities Include:
- Trade Union Administration
- Membership Administration
- Payroll Deduction Administration
- Financial Administration Services
- Member Communication Services
- Digital Administration Platforms
- Technology Solutions for Trade Unions and Membership Organisations
Information Officer
In accordance with POPIA, ProPay has appointed an Information Officer responsible for ensuring compliance with applicable privacy and information protection legislation.
Requests relating to:
- Access to personal information
- Correction of personal information
- Objections to processing
- Deletion requests
- Privacy complaints
may be submitted to:
Email: info@propay.co.za
Telephone: 087 088 7729
Website: www.propay.co.za
Information We Collect
Personal Information We Collect
Depending on your interaction with ProPay, we may collect the following information:
Identification Information
- Full name
- Identity number
- Membership number
- Employee number
- Date of birth
Contact Information
- Email address
- Telephone number
- Mobile number
- Physical address
- Postal address
Employment and Membership Information
- Employer details
- Union membership information
- Payroll-related information
- Workplace details
Website and Technical Information
- IP address
- Browser type
- Device information
- Operating system
- Website usage data
- Cookie identifiers
- Referral sources
Communication Information
- Contact form submissions
- Email correspondence
- WhatsApp communications
- Customer support interactions
- Social media engagements
How We Collect Information
Personal information may be collected:
- Directly from you
- Through website forms
- Through email communications
- Through WhatsApp communications
- Through social media interactions
- Through trade unions and authorised representatives
- Through employers where authorised
- Through cookies and website technologies
- Through third-party systems where legally permitted
Why We Process Your Information
Why We Process Personal Information
We process personal information for legitimate operational, contractual, legal, and service-related purposes, including:
- Providing our services
- Membership administration
- Payroll administration
- Member communications
- Client support
- Responding to enquiries
- Managing service requests
- Maintaining records
- Legal and regulatory compliance
- Fraud prevention
- Security monitoring
- Improving website performance
- Improving customer experience
- Supporting digital communications
- Supporting future automated service channels
Lawful Basis for Processing
Personal information is processed where:
- Consent has been obtained;
- Processing is necessary to provide services;
- Processing is necessary to perform a contract;
- Processing is required by law;
- Processing protects legitimate interests;
- Processing supports ProPay’s legitimate business activities.
Digital Communications & Marketing
Digital Marketing, Analytics & Tracking Technologies
ProPay utilises selected technologies to improve website performance, communications, user experience, and digital engagement.
These technologies may include:
- Google Analytics
- Meta Business Tools
- Facebook Business Manager
- Instagram Business Services
- Meta Pixel (where implemented)
- Mailchimp
- Security monitoring tools
- Website performance monitoring systems
Information collected may include:
- Website visits
- Device information
- Browser information
- Traffic sources
- Referral information
- User interaction data
- Campaign performance metrics
This information helps ProPay:
- Improve website performance
- Improve communications
- Enhance user experience
- Measure engagement
- Monitor website effectiveness
- Improve security
ProPay does not sell personal information to third parties.
Email Communications & Marketing
Where users subscribe to newsletters, event updates, educational resources, industry insights, or organisational communications, ProPay may process personal information for communication purposes.
Communications may include:
- Industry updates
- Educational content
- Event invitations
- Service notifications
- Product updates
- Organisational announcements
Marketing communications will only be distributed where lawful grounds exist under applicable legislation.
Recipients may unsubscribe from non-essential communications at any time using the unsubscribe facility provided within communications or by contacting ProPay directly.
ProPay currently utilises Mailchimp and related communication technologies to manage communication preferences and distribution lists.
WhatsApp Business Communications
ProPay may utilise WhatsApp Business and, where implemented, the WhatsApp Business Platform and WhatsApp Business API to facilitate communication with members, clients, employers, unions, and authorised stakeholders.
Communications may include:
- Service notifications
- Membership administration updates
- Payroll administration communications
- Customer support responses
- Event notifications
- Educational communications
- Service reminders
Information exchanged through WhatsApp may be processed for legitimate operational purposes and service delivery.
Users may opt out of non-essential communications by contacting ProPay directly.
Artificial Intelligence & Automated Services
As part of ongoing digital transformation initiatives, ProPay may implement:
- Workflow automation systems
- Chatbot technologies
- Virtual assistants
- Artificial intelligence-assisted support services
- Automated communication tools
These systems may be used to:
- Route enquiries
- Improve response times
- Facilitate support services
- Provide information
- Improve operational efficiency
Appropriate safeguards will be implemented to protect personal information processed through such systems.
Sharing & Protecting Information
Sharing Personal Information
ProPay does not sell personal information.
Personal information may be shared where necessary with:
- Trade unions
- Employers
- Members
- Authorised representatives
- Service providers
- Technology partners
- Professional advisors
- Regulatory authorities
- Government entities where legally required
Information will only be disclosed where lawful grounds exist.
Third-Party Service Providers
To support our operations, ProPay may utilise trusted third-party providers including:
- co.za
- Google Analytics
- Mailchimp
- Meta Business Technologies
- Cloud and hosting providers
- Security providers
- Infrastructure providers
These providers may process information on behalf of ProPay and are required to maintain appropriate confidentiality and security controls.
International Data Processing
Certain technology platforms used by ProPay may process information outside South Africa.
Where cross-border processing occurs, ProPay takes reasonable steps to ensure:
- Appropriate safeguards exist;
- Information remains protected;
- Service providers maintain acceptable security standards;
- Applicable legal requirements are met.
Information Security
Protecting information is fundamental to ProPay’s operations.
ProPay implements technical, organisational, and administrative safeguards designed to:
- Prevent unauthorised access
- Protect confidentiality
- Maintain integrity
- Preserve availability
- Reduce cyber risks
- Support legal compliance
Security measures may include:
- Access controls
- Password management
- Secure hosting environments
- Monitoring and logging
- Firewall protection
- Malware protection
- Encryption technologies where appropriate
While no online system can guarantee absolute security, ProPay continuously reviews and improves its security practices.
Your Privacy Rights
Data Retention
Personal information is retained only for as long as necessary to:
- Deliver services
- Fulfil contractual obligations
- Meet legal requirements
- Resolve disputes
- Protect legitimate business interests
Once information is no longer required, it will be securely deleted, destroyed, or anonymised.
Your Rights Under POPIA
Subject to applicable legislation, you may have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion where appropriate
- Object to processing
- Restrict certain processing activities
- Withdraw consent where consent applies
- Lodge a complaint with the Information Regulator
Requests may be submitted to info@propay.co.za.
Cookies
Our website uses cookies and similar technologies to:
- Improve website functionality
- Enhance user experience
- Understand website usage
- Measure website performance
- Support security functions
Users may manage cookie preferences through browser settings and website cookie controls where available.
Additional information is available in our Cookie Policy
Children's Information
ProPay does not knowingly collect personal information from children unless authorised by a parent, guardian, employer, trade union, or other legally authorised party.
Third-Party Websites
Our website may contain links to external websites.
ProPay is not responsible for the privacy practices, security, or content of third-party websites.
Users should review the privacy policies of those websites independently.
Policy Updates & Contact Information
Changes to this Privacy Policy
ProPay may update this Privacy Policy from time to time.
Updated versions will be published on this website and become effective upon publication.
Users are encouraged to review this Privacy Policy periodically.
Contact Information
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 Regulator
If you believe that your personal information has been processed unlawfully or that ProPay has not adequately addressed a privacy concern, you may lodge a complaint with the Information Regulator of South Africa.
Information Regulator (South Africa)
Website: https://www.justice.gov.za/inforeg/
Email: POPIAComplaints@inforegulator.org.za
JD House
27 Stiemens Street
Braamfontein
Johannesburg
2001
Related Compliance Documents
- Privacy Policy (Current Page)
- POPIA Privacy Notice
- Cookie Policy
- Website Terms & Conditions
- Website Disclaimer
- PAIA Manual & Access to Information Notice
- Company Information & Legal Compliance
