Terms of service
KAPULA CANDLES SOUTH AFRICA (PTY) LTD
Standard Website Privacy & Cookies Policy
Where we refer to “process”, it means how we collect, use, store, make available, destroy,
update, disclose, or otherwise deal with your personal information. As a general rule we will
only process your personal information if this is required to deliver or offer a service, provide
a product or carry out a transaction.
We may combine your personal information and use the combined personal information for
any of the purposes stated in this Privacy Policy.
In this document any reference to “we” or “us” or “our” includes Our Company and any of its
subsidiaries.
If you use our services, goods, products, and service channels you agree that we may process
your personal information as explained under this Privacy Policy. Sometimes you may provide
us with consent to process your personal information. Read it carefully because it may limit
your rights.
As a global organisation this Privacy Policy will apply to the processing of personal information
by any member of our company globally. If we process personal information for another party
under a contract or a mandate, the other party’s privacy policy will apply to the processing.
We can change this Privacy Policy from time to time if the law or its business practices requires
it.
The version of the Privacy Policy displayed on our website will apply to your interactions with
us.
What is personal information?
Personal information refers to any information that identifies you or specifically relates to you.
Personal information includes, but is not limited to, the following information about you:
• your marital status (like married, single, divorced).
• your national origin.
• your age.
• your language; birth; education.Document Number:Version 1
• your financial history (like your income, third party payments made on your behalf and
the like)
• your identifying number (like an employee number, identity number or passport
number).
• your e-mail address; physical address (like residential address, work address or your
physical location); telephone number.
• your biometric information (like fingerprints, your signature or voice).
• your race; gender; sex; pregnancy; ethnic origin; social origin; colour; sexual
orientation.
• your physical health; mental health; well-being; disability; religion; belief; conscience;
culture.
• your medical history (like your HIV / AIDS status); criminal history; employment history.
• your personal views, preferences, and opinions.
• your confidential correspondence; and / or
• another’s views or opinions about you and your name also constitute your personal
information.
• Personal information includes special personal information, as explained below.
When will we process your personal information?
We will only process your personal information for lawful purposes relating to our business if
the following applies:
• if you have consented thereto.
• if a person legally authorised by you, the law, or a court, has consented thereto.
• if it is necessary to conclude or perform under a contract, we have with you.
• if the law requires or permits it.
• if it is required to protect or pursue your, our or a third party’s legitimate interest.Document Number:Version 1
What is special personal information?
Special personal information is personal information about the following:
• your race (like where a company submits reports to the Department of Labour where
the statistical information must be recorded).
• your ethnic origin.
• your trade union membership.
• your health (like where you apply for an insurance policy).
• your biometric information (like to verify your identity); and / or your criminal behaviour
and alleged commission of an offence.
When will we process your special personal information?
We may process your special personal information in the following circumstances:
• if you have consented to the processing.
• if the information is being used for any Human resource or payroll requirement.
• if the processing is needed to create, use, or protect a right or obligation in law.
• if the processing is for statistical or research purposes and all legal conditions are met.
• if the special personal information was made public by you.
• if the processing is required by law.
• if racial information is processed, and the processing is required to identify you; and /
or if health information is processed, and the processing is to determine your insurance
risk, or to comply with an insurance policy or to enforce an insurance right or obligation.
When and from where we obtain personal information about you
• We collect personal information from the payroll or HR departments of our clients when
they capture financial and non-financial information.
• We collect personal information from 3rd parties that are directly integrated with our
software platform.Document Number:Version 1
• We collect information about you based on your use of our products, services, or
service channels.
• We collect information about you based on how you engage or interact with us such
as via our support desk, emails, letters, telephone calls and surveys.
If the law requires us to do so, we will ask for your consent before collecting personal
information about you from third parties.
The third parties from whom we may collect your personal information include, but are not
limited to, the following:
• Partners of our company for any of the purposes identified in this Privacy Policy.
• your spouse, dependents, partners, employer, and other similar sources.
• people you have authorised to share your personal information, like a person that
makes a travel booking on your behalf or a medical practitioner for insurance purposes.
• attorneys, tracing agents, debt collectors and other persons that assist with the
enforcement of agreements.
• payment processing services providers, merchants, banks, and other persons that
assist with the processing of your payment instructions, like EFT transaction partners.
• insurers, brokers, other financial institutions, or other organisations that assist with
insurance and assurance underwriting, the providing of insurance and assurance
policies and products, the assessment of insurance and assurance claims and other
related purposes.
• law enforcement and fraud prevention agencies and other persons tasked with the
prevention and prosecution of crime;
• regulatory authorities, industry ombudsman, governmental departments, local and
international tax authorities.
• trustees, Executors or Curators appointed by a court of law.
• our service providers, agents and sub-contractors like couriers and other persons we
use to offer and provide products and services to you.Document Number:Version 1
• courts of law or tribunals.
• participating partners, whether retail or online, in our customer loyalty reward
programmes.
• our joint venture partners; and / or
Reasons we need to process your personal information.
• We will process your personal information for the following reasons:
o to provide you with products, goods, and services
o to market our products, goods, and services to you.
o to respond to your enquiries and complaints.
o to comply with legislative, regulatory, risk and compliance requirements
(including directives, sanctions, and rules), voluntary and involuntary codes of
conduct and industry agreements or to fulfil reporting requirements and
information requests.
o to conduct market and behavioural research, including scoring and analysis to
determine if you qualify for products and services or to determine your credit or
insurance risk.
o to develop, test and improve products and services for you.
o for historical, statistical and research purposes, like market segmentation.
o to process payment instruments.
o to create, manufacture and print payment issues (like a payslip)
o to enable us to deliver goods, documents, or notices to you.
o for security, identity verification and to check the accuracy of your personal
information.
o to communicate with you and carry out your instructions and requests.
o for customer satisfaction surveys, promotional offerings.Document Number:Version 1
o insurance and assurance underwriting and administration.
o to process or consider or assess insurance or assurance claims.
o to provide insurance and assurance policies and products and related services.
o to enable you to take part in customer loyalty reward programmes, to determine
your qualification for participation, earning of reward points, determining your
rewards level, monitoring your buying behaviour with our rewards partners to
allocate the correct points or inform you of appropriate products, goods, and
services you may be interested in or to inform our reward partners about your
purchasing behaviour.
o to enable you to take part in and make use of value-added products and
services.
o to assess our lending and insurance risks; and / or
o for any other related purposes.
How we use your personal information for marketing
• We will use your personal information to market financial, insurance, investments and
other related banking products and services to you.
• We may also market non-banking or non-financial products, goods, or services to you.
• We will do this in person, by post, telephone, or electronic channels such as SMS,
email, and fax.
• If you are not our customer, or in any other instances where the law requires, we will
only market to you by electronic communications with your consent.
• In all cases you can request us to stop sending marketing communications to you at
any time.
When how and with whom we share your personal information
In general, we will only share your personal information if any one or more of the following
apply:
• if you have consented to this.Document Number:Version 1
• if it is necessary to conclude or perform under a contract, we have with you;
• if the law requires it; and / or
• if it’s necessary to protect or pursue your, our or a third party’s legitimate interest.
Under what circumstances will we transfer your information to other countries?
We will only transfer your personal information to third parties in another country in any one
or more of the following circumstances:
• where your personal information will be adequately protected under the other country’s
laws or an agreement with the third-party recipient.
• where the transfer is necessary to enter into or perform under a contract with you, or
a contract with a third party that is in your interest.
• where you have consented to the transfer; and / or
• where it is not reasonably practical to obtain your consent, the transfer is in your
interest.
This transfer will happen within the requirements and safeguards of the law. Where possible,
the party processing your personal information in the other country will agree to apply the
same level of protection as available by law in your country or if the other country’s laws
provide better protection the other country’s laws would be agreed to and applied.
An example of us transferring your personal information to another country is where foreign
payments take place if you purchase goods or services in a foreign country.
TAKE NOTE: We are a global organisation your personal information may be shared within
all our company entities in other countries and processed in those countries.
Your duties and rights about the personal information we have about you.
• You must provide proof of identity when enforcing the rights below.
You must inform us when your personal information changes.
Please refer to our Promotion of Access to Information Act 2 of 2000 Manual (PAIA Manual)
for further information on how you can give effect to the rights listed below. Download the PAIA
Manual.Document Number:Version 1
You have the right to request access to the personal information we have about you by
contacting us. This includes requesting:
• confirmation that we hold your personal information.
• a copy or description of the record containing your personal information; and
• the identity or categories of third parties who have had access to your personal
information.
We will attend to requests for access to personal information within a reasonable time. You
may be required to pay a reasonable fee to receive copies or descriptions of records, or
information about third parties. We will inform you of the fee before attending to your request.
Please note that the law may limit your right to access information.
You have the right to request us to correct or delete the personal information we have about
you if it is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, obtained
unlawfully or we are no longer authorised to keep it. You must inform us of your request in
writing. Please refer to our PAIA Manual for further information in this regard, like the process
you should follow to give effect to this right. It may take up to 15 business days for the change
to reflect on our systems. We may request documents from you to verify the change in
personal information.
A specific agreement that you have entered into with us may determine how you must change
your personal information provided at the time when you entered into the specific agreement.
Please adhere to these requirements. If the law requires us to keep the personal information,
it will not be deleted upon your request. The deletion of certain personal information may lead
to the termination of your business relationship with us.
You may object on reasonable grounds to the processing of your personal information.
We will not be able to give effect to your objection if the processing of your personal information
was and is permitted by law; you have provided consent to the processing and our processing
done according to your consent or the processing is necessary to conclude or perform under
a contract with you.
Where you have provided your consent for the processing of your personal information, you
may withdraw your consent. If you withdraw your consent, we will explain the consequences
to you. We may proceed to process your personal information even if you have withdrawn