PROTECTION OF PERSONAL INFORMATION ACT – APPLICANT PRIVACY NOTICE
This notice explains how we obtain, use, and disclose your personal information in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).
At MedE Recruit (Pty) Ltd with Registration Number 2023/576868/07 (Hereinafter referred to as “MedE Recruit”) we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully, and transparently.
ABOUT THE COMPANY
MedE Recruit is a registered company with Registration Number 2023/576868/07 duly registered in terms of the company laws of the Republic of South Africa.
THE INFORMATION WE COLLECT
We collect and process your personal information mainly to contact you for the purpose of understanding your requirements, obtaining possible interviews and/or employment at possible future employers and to deliver the services you require(d) from MedE Recruit. In order to provide you with our services, we will collect your contact details, your name and surname, Identity Document, proof of address and a duly completed application form completed and signed by you (the Applicant). We collect information directly from you where you provide us with your personal details. Where possible, we will inform you what information is required and what information is optional in order to render our services to you.
As you are aware, reference checks play an essential role to determine whether an Applicant is suitable for a position. Therefore, MedE Recruit endeavours to do at least two corporate/work-related reference checks per Applicant. The reference check will ideally be done, where possible, with an individual who was your (the Applicant’s) immediate superior or the owner of the business for which you worked for. MedE Recruit accepts written references, but we however still require the contact details of the referee (e-mail address and contact details) to confirm the validity of the written reference. MedE Recruit can when making contact with the referee request further and/or additional information from the referee as per the discretion of the representative of MedE Recruit. The information collected by MedE Recruit during the reference check process will be provided to the client of MedE Recruit (possible future employer of the Applicant). It is the responsibility of the Applicant to provide MedE Recruit with the contact details of the referee. MedE Recruit reserve our rights to decline the Applicant’s application should we not be able to confirm the validity of a reference letter, not get hold of the referee and/or any other reason decided by MedE recruit.
HOW WE USE YOUR PERSONAL INFORMATION
We will use your personal information only for the purpose for which it was collected and agreed by you. In addition, where necessary your information may be retained for possible future employment (with a maximum period of 5 years, unless otherwise agreed) in the event that MedE Recruit does not have a client with a suitable position for you and/or in the event that you are unsuccessful with your interview at a possible future employer or in the alternative for legal or research purposes including but not limited to; to gather contact information, to confirm and verify your identity or to verify that you are an authorized user for security purposes, for the detection and prevention of fraud, crime, money laundering or other malpractice, for audit and record keeping purposes and in connection with any employment related proceedings.
DISCLOSURE OF INFORMATION
MedE Recruit may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We may also disclose your personal information where we have a duty or a right to disclose in terms of law or industry codes and/or where MedE Recruit believe it is necessary to protect our rights.
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorised access and use of personal information. We will, on an on-going basis, continue to review our security controls and related processes to ensure that your personal information remain secure. Our security policies and procedures cover; physical security, computer and network security, access to personal information security, secure communications, security in contracting out activities or functions, retention and disposal of information, acceptable usage of personal information, governance and regulatory issues, monitoring access and usage of private information, investigating and reacting to security incidents.
When we contact any third parties, we impose appropriate security privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for, is kept securely.
We will ensure that anyone to whom we pass your personal information agrees to treat your information with the same level of protection as we are obligated to.
YOUR RIGHTS: ACCESS TO INFORMATION
You have the right to request a copy of the personal information we hold of you. To do this, simply contact us at the numbers/addresses as provides and specify what information you require. We will need a copy of your Identity Document to confirm your identity before providing details of your personal information. Please note that such an access request may be subject to a payment of a legally allowable fee.
CORRECTION OF YOUR INFORMATION
You have the right to ask us to update, correct or delete your personal information. We will require a copy of your Identity Document to confirm your Identity before making changes to personal information we may hold about you. We would appreciate if you can keep your personal information accurate.
DEFINITION OF PERSONAL INFORMATION
According to the Act, “personal information” means information relating to an identifiable, living, natural person, and where it is appropriate, an identifiable existing juristic person. Further, to the POPI Act MedE Recruit also include the following items as personal information: all addresses including residential, postal and email addresses, change of name for which we require copies of the marriage certificate or official change of name document issues by the Department of Home Affairs or other relevant state department.
HOW TO CONTACT US
If you have any queries about this notice, need further information about our privacy practices, wish to withdraw your consent, exercise preference, access or correct your personal information, plea contact us at:
I (the applicant) understand the implications and agree that where appropriate, MedE Recruit may disclose my personal information under the conditions described herein. I furthermore understand that MedE Recruit may not be able to assist me with my request for their services.