Privacy Notice

Protection of Personal Information ( POPI) Privacy Policy

Employee Health Management Pty Ltd is a company incorporated in South Africa, registered number 2020/82 1366/07 and trades as: Health Claims Bureau South Africa (‘HCB SA’).

This policy sets out the different areas where user privacy is concerned in relation to use of our website and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information is also detailed within this policy and in our Privacy Notice.

The website is: www.hcbgroup.co.za

The website owner is HCB South Africa (‘HCB SA’)

HCB SA is a member of the Health Claims Bureau Group UK (HCB Group).

HCB Group is based in the UK and operates from The Powerhouse, High Street, Ardington, Wantage, Oxford, OX12 8PS.

This policy explains when and why HCB SA collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it securely. We are committed to protecting and respecting your privacy.

To exercise all relevant rights, and for queries or complaints relating to data or privacy please contact:

The Information Officer
HCB SA by email at enquiries@hcbgroup.co.za

Or by writing to us at

HCB South Africa
Information Officer
26 Centenary Road, Lorraine, Port Elizabeth, Eastern Cape, South Africa

Please refer to our Privacy Notice below for further details.

The website

This website and its owners take a proactive approach to user privacy and take the necessary steps to protect the privacy of its users throughout their website visiting experience. This website complies with all South African Laws and requirements for user privacy.

Use of cookies

What are cookies?

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

What do we use cookies for?

We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.

We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features. If you log into the website, application or a course as a registered user, your session cookie will also contain your user ID so that we can check which services you are allowed to access.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Jetpack which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

Personal information

Whilst using our website, software applications or services, you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material. We will ensure that all personal information supplied is held securely in accordance with South African privacy laws and by providing telephone, fax and email details, you consent to HCB SA contacting you using that method. You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at enquiries@hcbgroup.co.za

Information collection and use

How do we collect information from our website?

HCB SA collects information in two possible ways:

1. When you directly give it to us (‘Directly Provided Data’)

When you sign up for our site or communicate with us, you may choose to voluntarily give us certain information – for example, by filling in text boxes or completing registration forms. All this information requires a direct action by you at that time in order for us to receive it.

2. Then you give us permission to obtain from data other accounts (‘User Authorised Data’)

Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.

How long do we keep your data for?

HCB SA will not retain your personal information gathered via the website for longer than necessary (a maximum of 6 years and will be deleted by the Web Master).  We will retain the information you provide either while your account is in existence, or as needed to be able to provide the Services to you, or (in the case of any contact you may have with our Customer Care team) for as long as is necessary to provide support-related reporting and trend analysis only.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account, or it is no longer needed to provide the Services to you.

HCB SA will not sell or rent your personally identifiable information, gathered as a result of filling out the site registration or contact form, to anyone.

Choosing how we use your data

We understand that you trust us with your personal information, and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that HCB SA obtains, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

• You can verify the details you have submitted to HCB SA by contacting the company (contact details at end of document). Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
• You can also contact us by the same method to change, correct, or delete your personal information controlled by HCB SA regarding your profile at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
• You are also free to close your account through our account settings. If you do so, your account will be deactivated. However, we may retain archived copies of your information as required by law or for legitimate business purposes (including to help address fraud and spam).
• You can always update us on your details at any point by contacting us.
• You can unsubscribe from receiving marketing emails from us by clicking the ‘unsubscribe’ link at the bottom of any marketing email. Once you do this, you will no longer receive any marketing emails from us.
• You can request a readable copy of the personal data we hold on you at any time. To do this, please contact the; Information Officer HCB SA at  enquiries@hcbgroup.co.za

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text/banner/image links to other websites, etc). Our website cannot guarantee or verify the contents of any externally linked website. Users should therefore note they click on external links at their own risk and this website, and its HCB SA cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy URLS [web addresses] (for example: https://bit.ly/2LcjMoC).

Users are advised to use caution and good judgement before clicking any shortened URLS published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLS are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.

HCB South Africa Website Privacy Policy July 2024