POPIA privacy notice

This notice explains how Intrinsic Consulting Solutions ("ICS", "we", "us") collects and uses personal information through this website and when we deal with you. We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who we are

ICS is an outsourced HR, industrial relations and recruitment consultancy.

• Address: 18 Ebony Road, Tokai, Cape Town, 7945
• Email: admin@icsol.co.za
• Phone: 082 921 9965 (Cape Town), 079 103 2490 (Johannesburg)

Information Officer: Mark Meredith, admin@icsol.co.za

2. What we collect

When you book an HR Health Check or contact us: your name, business name, email address, phone number, number of employees, the reason you're getting in touch, anything you choose to tell us in the message field, and a record of your consent.

When you request the HR compliance checklist: your work email address.

When you apply for a role or send us your CV: the details in your CV and any supporting documents, such as your work history, qualifications and contact details.

When you use the website: if you accept analytics cookies, anonymous usage data such as the pages you visit, your device and browser type, and how you arrived at the site. We don't use this data to identify you.

When we work with your business: to deliver HR services, we may process personal information about your employees, such as contracts, disciplinary records and performance information. In that role we act on your instructions, under a written agreement with you.

3. Why we use it

We use your personal information to:

• respond to your enquiry and set up your HR Health Check
• send you the checklist or other resources you asked for
• deliver and manage HR and recruitment services
• consider you for vacancies you applied for or that match your profile
• keep records we are legally required to keep
• improve the website, if you have accepted analytics cookies

We process personal information on these grounds: your consent, the need to take steps toward or carry out a contract with you, our legal obligations, or our legitimate interest in running and improving our business.

4. Marketing

We will only send you marketing emails, such as HR updates and articles, if you have agreed to receive them or you are an existing client and we're telling you about similar services. Every marketing email includes a way to unsubscribe, and you can also email admin@icsol.co.za at any time.

5. Who we share it with

We don't sell personal information. We share it only with:

• service providers who help us run the business, such as our CRM, email, website hosting and analytics providers, under agreements that require them to keep it secure and confidential
• prospective employers, when you apply for a role and agree to us putting you forward
• professional advisers, the CCMA, courts or authorities, where the law requires it or it's needed to protect a client's or our legal rights

6. Information sent outside South Africa

Some of our service providers store data on servers outside South Africa. We only use providers in countries with adequate data protection laws, or who are bound by agreements giving your information protection substantially similar to POPIA.

7. How long we keep it

• Enquiries that don't turn into work: up to 12 months after our last contact
• Client records: for the duration of the engagement and up to 5 years afterwards, or longer if the law requires it
• CVs and candidate information: up to 24 months, unless you ask us to delete them sooner

After that, we delete or anonymise it.

8. How we keep it safe

We use reasonable technical and organisational measures to protect personal information against loss, misuse and unauthorised access. These include access controls, secure systems and confidentiality obligations for our team and service providers. If a security compromise affects your personal information, we will notify you and the Information Regulator as POPIA requires.

9. Cookies

The website uses essential cookies to work properly. We only use analytics cookies, and only load chat, if you accept them in the cookie banner. You can change your choice at any time by clearing your browser cookies and revisiting the site.

10. Your rights

Under POPIA you have the right to:

• ask whether we hold personal information about you, and request a copy
• ask us to correct, update or delete it
• object to us processing it, including for direct marketing
• withdraw your consent at any time, without affecting processing already done
• lodge a complaint with the Information Regulator

To exercise any of these rights, email the Information Officer at admin@icsol.co.za. We will respond within a reasonable time and may need to confirm your identity first.

11. Complaints

If you're unhappy with how we've handled your personal information, please contact us first so we can try to resolve it. You can also complain to the Information Regulator (South Africa) at inforegulator.org.za.

12. Changes to this notice

We may update this notice from time to time. The date at the top shows when it last changed.