1. Purpose of this manual
This manual explains how to request access to records held by BPO365, the categories of records we keep, and how we process personal information.
2. Company and contact details
- Name: [Registered company name], trading as BPO365
- Registration number: [to be confirmed]
- Head of body / Information Officer: [Name to be confirmed]
- Deputy Information Officer: [Name to be confirmed]
- Physical and postal address: The Workstation, 1 Old Main Road, Umhlali, KwaZulu-Natal, 4390
- Telephone: +27 87 501 0010
- Email: hello@bpo365.co.za
- Website: bpo365.co.za
3. Guide from the Information Regulator
The Information Regulator has published a guide on how to use PAIA and POPIA. It is available in all official languages from the Regulator’s website, inforegulator.org.za, or from the Information Regulator, JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 · enquiries@inforegulator.org.za.
4. Records automatically available
Information published on this website, including our Privacy Policy, Cookie Policy and this manual, is available without a formal request.
5. Records kept under other legislation
We keep records as required by, among others: the Companies Act 71 of 2008; Basic Conditions of Employment Act 75 of 1997; Labour Relations Act 66 of 1995; Employment Equity Act 55 of 1998; Income Tax Act 58 of 1962; Value-Added Tax Act 89 of 1991; Unemployment Insurance Act 63 of 2001; Compensation for Occupational Injuries and Diseases Act 130 of 1993; Occupational Health and Safety Act 85 of 1993; Skills Development Act 97 of 1998; Electronic Communications and Transactions Act 25 of 2002; Consumer Protection Act 68 of 2008; and POPIA.
6. Categories of records held
- Company records: incorporation documents, statutory registers, minutes and resolutions.
- Financial records: financial statements, tax records, banking and accounting records.
- Personnel records: employment contracts, payroll, leave, training, disciplinary and performance records.
- Client records: contracts, proposals, campaign information, correspondence and service records.
- Supplier records: agreements, invoices and correspondence.
- IT and operational records: policies, system logs, security and call-quality records.
7. Processing of personal information (POPIA)
Purpose of processing
To provide contact-centre and business-process outsourcing services to clients; recruit, employ and manage staff; manage suppliers; respond to enquiries; and meet legal, regulatory and contractual obligations.
Categories of data subjects and information
- Clients and their customers: names, contact details, account and transaction details as instructed by the client (processed as an operator on the client’s behalf where applicable).
- Employees and applicants: identity and contact details, qualifications, employment history, banking and tax details, and other information required by law.
- Suppliers and service providers: company and contact details, banking details and contract information.
- Website visitors and enquirers: name, company, contact details, message content and technical information.
Recipients
Authorised staff, clients (for whom we process as operator), service providers bound by confidentiality and security obligations, auditors, regulators and authorities where the law requires.
Cross-border transfers
Some information may be stored or processed outside South Africa by cloud service providers, or transferred to clients in the UK, EU and USA as part of the services. Transfers take place only in accordance with section 72 of POPIA.
Security measures
Access control and role-based permissions, encryption in transit, firewalls and monitoring, secure facilities, staff confidentiality undertakings and training, and regular backups.
8. How to request access to a record
- Complete the prescribed request form (Form 2 under the PAIA Regulations), available from the Information Regulator’s website or from us on request.
- Send it to the Information Officer at the address or email above, with proof of identity.
- Pay the prescribed request fee, and any access fee we notify you of, where applicable.
- We will respond within 30 days, which may be extended once by up to 30 days as PAIA allows.
A request may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, including protecting the privacy of third parties, commercial information and confidential information.
9. Remedies
If you are not satisfied with our decision, you may complain to the Information Regulator or apply to court within 180 days, as provided in PAIA.
10. Availability of this manual
This manual is available on our website and at our offices for inspection free of charge.