Effective Date: 18/06/2025

Matimba Recruitment Agency (“we,” “us,” “our”) is committed to safeguarding your personal information in accordance with the Protection of Personal Information Act (POPIA).

This Privacy Policy explains:

• Our role and responsibilities as the Information Officer

• What data we collect and why

• How we use, secure, and share your information

• Data retention standards and your rights

• How you can contact us or lodge complaints

1. Information Officer & Contact

Under POPIA, we've appointed an Information Officer to manage data privacy, you can contact them regarding any aspect of your personal data or this policy at popia@matimbarecruitmentagency.com

2. What Is Personal Information?

Under POPIA, Personal Information refers to any information that can be used to identify a person, whether directly or indirectly. This includes, but is not limited to:

• Full name, identification number, or contact details.

• Demographic information (e.g. age, gender, nationality).

• Education records and employment history.

• Biographical details or references.

• Opinions, views, or preferences expressed by or about an individual.

• Confidential company information (in the case of employer clients).

Sensitive personal information-such as criminal or credit history, health status, or biometric data-is only processed where necessary and with appropriate consent or legal basis.

3. What We Collect

We collect personal information in various ways to enable our recruitment, HR, and consulting services. This includes information that is:

• Provided directly by you (e.g., CV submissions, registration forms, email communication).

• Generated through service delivery (e.g., interview notes, assessment outcomes).

• Collected from public or third-party sources (e.g., references, background checks-with consent).

Examples of information we collect include:

• Name and surname

• Contact information (telephone number, email address, residential or postal address)

• Identity number, passport details, or work permit status

• Employment history, professional references, and qualifications

• Language proficiency, skills, and certifications

• Salary expectations and job preferences

• Criminal record or credit history (if required by employer and with consent)

• Company contact details and organisational structure (for employers)

• Basic website interaction data (e.g., cookies, device IP, session data)

• We strive to collect only the minimum information necessary for the intended purpose.

4. How and Why We Use Your Information

We process personal information strictly for lawful and legitimate purposes, including:

• Matching candidates to appropriate job vacancies based on experience, skills, and availability.

• Performing pre-employment screening, verification of credentials, or obtaining references-subject to your consent.

• Communicating with you regarding job opportunities, interviews, employment offers, or service updates.

• Delivering HR solution services, including payroll, wellness, training and development, performance management, human resource planning, employment equity, organisational development, industrial relations, and health and safety, where contracted by your employer.

• Maintaining accurate internal records and audit trails to meet legal and compliance obligations.

• Conducting client relationship management and fulfilling service-level agreements.

All personal data processing is carried out either:

• With your informed consent,

• As part of a contract or intention to enter into a contract,

• To comply with a legal obligation, or

• In pursuit of a legitimate interest, where such processing does not override your fundamental rights

5. Sharing and Disclosure

We will only share your personal information with third parties where it is essential to deliver our services and in accordance with POPIA.

We may share your information with:

• Verified employer clients for recruitment or candidate consideration, only after you have consented to be considered.

• Accredited background screening partners, for checks related to employment, criminal history, education, or credit status-done only with your explicit consent.

• Third-party service providers, such as IT support firms or HR tools providers, under strict data processing and confidentiality agreements.

• Regulatory or legal authorities, where required by law, court order, or in compliance with government regulations.

We do not sell, rent, or trade personal information with unrelated third parties under any circumstances.

6. Retention & Deletion Policy

• We retain your data only as long as necessary to:

• Fulfil the purpose it was collected for

• Meet legal obligations (e.g. tax, labour)

• Defend legal claims or regulatory needs

• Afterward, records are securely deleted or anonymised.

7. Security Measures

• We safeguard your data by:

• Secure digital platforms and access controls

• Data encryption in transit and storage

• Regular monitoring and staff training

• Breach response protocols

• All our service partners are contractually obligated to implement similar security standards.

8. Your Rights (Under POPIA)

You have the right to:

• Access the personal information we hold

• Request correction or deletion of incorrect/outdated data

• Withdraw consent at any time

• Object to certain processing (e.g. direct marketing)

• Lodge a complaint with us or escalate to the Information Regulator

• To exercise any right, please contact our Information Officer.

9. Cookies & Website Analytics

Our site uses minimal cookies for essential functionality and analytics. You can disable cookies through your browser-though this may affect your user experience.

10. Consent Statement

By submitting your personal information to us-whether through our website, email, or physical forms-you consent to the processing, verification, and secure storage of your data in accordance with this Privacy Policy and POPIA. You may withdraw your consent at any time by contacting us.

11. Updates to This Policy

We may revise this policy from time to time. Any updates will be posted with a new effective date. We encourage you to review this policy periodically.