POPIA Notice

Responsible party

Knox Findata (Pty) Ltd is the responsible party for personal information processed in connection with this website and the Payroll Savings Assessment. Privacy and data-related enquiries go to the Information Officer at the email address above.

Purpose of processing

Knox provides payroll savings assessment and review services for cleaning businesses in South Africa. We process personal information to:

• Assess whether a cleaning business may have a payroll savings opportunity
• Determine whether a business fits the assessment criteria
• Provide assessment results and related findings
• Communicate with prospective clients about their assessment and next steps
• Arrange a Payroll Savings Call where appropriate
• Conduct a further payroll review where the business proceeds
• Provide relevant resources or services
• Operate and improve the website and assessment process
• Comply with applicable legal and regulatory obligations

Personal information we process

The initial Payroll Savings Assessment may collect your name, email address, mobile or contact number, business information, province or location, number of employees, general employee and payroll information, PAYE-related information where relevant, information about your role in the business, and anything else you choose to provide. It does not require detailed employee-level payroll records.

If your business proceeds to a detailed review or implementation, we may request further payroll information, including payroll reports, PAYE or EMP201-related information and employee-level information needed to assess eligibility.

How we process it

Knox processes personal information in line with the conditions for lawful processing under POPIA. In practice this means we process it lawfully and reasonably, for the specific purposes set out above, limited to what is relevant for those purposes, kept accurate and up to date, protected by appropriate safeguards, and with your rights as a data subject respected.

Assessment platform and service providers

The Payroll Savings Assessment is built and processed through GoHighLevel / VanX. Knox uses this platform to collect and manage information submitted through the assessment and to communicate with you where appropriate.

We may also use other service providers where necessary to operate the website, assessment process, communications or related services. Where required by law, we take appropriate steps to ensure that personal information is processed securely and only for authorised purposes.

Cross-border processing

Some service providers may process or store information outside South Africa. Where this happens, Knox takes the steps required by applicable law to ensure your information remains protected.

Direct marketing

Electronic direct marketing is subject to the requirements of POPIA. Completing the Payroll Savings Assessment does not mean you have agreed to receive all marketing from Knox. You may object to direct marketing or withdraw from it at any time, and every marketing message we send will include a way to ask us to stop. You can also email info@knoxfindata.co.za.

Security safeguards

Knox takes reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. If we have reasonable grounds to believe that your personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and affected data subjects as POPIA requires.

Retention

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide our services, resolve any matters, maintain appropriate records and comply with legal obligations.

Your rights under POPIA

• To request access to the personal information we hold about you
• To request correction or updating of your personal information
• To request deletion, where the law allows
• To object to certain processing
• To withdraw consent where processing is based on consent
• To object to direct marketing at any time
• To lodge a complaint with the Information Regulator

To exercise any of these rights, email the Information Officer at info@knoxfindata.co.za. We respond within a reasonable time and in any event within the periods POPIA requires.

The Information Regulator

If you believe your personal information has been processed unlawfully or your rights under POPIA have been infringed, you may lodge a complaint with the Information Regulator (South Africa):