{"id":3787,"date":"2026-07-20T16:38:04","date_gmt":"2026-07-20T14:38:04","guid":{"rendered":"https:\/\/raintreecoaching.com\/?page_id=3787"},"modified":"2026-07-21T12:05:29","modified_gmt":"2026-07-21T10:05:29","slug":"popi-gdpr-policy","status":"publish","type":"page","link":"https:\/\/raintreecoaching.com\/index.php\/popi-gdpr-policy\/","title":{"rendered":"POPI &#038; GDPR Policy"},"content":{"rendered":"<div class=\"wpb-content-wrapper\"><p>[vc_row full_width=&#8221;stretch_row_content_no_spaces&#8221; css=&#8221;.vc_custom_1784558276918{margin-right: 0px !important;margin-left: 0px !important;}&#8221;][vc_column css=&#8221;.vc_custom_1784558240228{margin-right: 0px !important;margin-left: 0px !important;}&#8221;]  <div class=\"page-head\" style=\"background: url('https:\/\/raintreecoaching.com\/wp-content\/uploads\/2021\/09\/pexels-mason-slover-940271-scaled.jpg') no-repeat center;\" data-animation=\"fadeInUp\" data-animation_delay=\"300\">\n    <div class=\"overlay\"><\/div>\n    <div class=\"container\">\n      <div class=\"row\">\n        <div class=\"col-md-12 text-center\">\n                    <h1 class=\"post-title\"> POPI &amp; GDPR Policy <\/h1>\n                         <div id=\"breadcrumbs\" >\n        \n\n\t\t            <div class=\"breadcrumbs\">\n\t\t\t\t\t\t<div class=\"breadcrumbs-pattern\">\n\t\t\t\t\t\t\t<div class=\"container\">\n\t\t\t\t\t\t\t\t<div class=\"row\">\n\t\t\t\t\t\t\t\t\t<ul class=\"breadcrumb\"><li><a href=\"https:\/\/raintreecoaching.com\/\">Home<\/a><\/li> <span class=\"separator\">\/<\/span> <li>Page<\/li><\/ul>\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<\/div><\/div>\n                  <\/div>\n      <\/div>\n    <\/div>  \n  <\/div>    \n[\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row_content_no_spaces&#8221; el_class=&#8221;about-info&#8221;][vc_column offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10 vc_col-md-offset-1 vc_col-md-10&#8243; css=&#8221;.vc_custom_1463536772599{padding-right: 30px !important;padding-left: 30px !important;}&#8221;][vc_column_text css=&#8221;&#8221;]<\/p>\r\n<h3 style=\"text-align: center;\">Protection of Personal Information<\/h3>\r\n<p>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text css=&#8221;&#8221;]<\/p>\r\n<h4 class=\"wp-block-heading\">1 Introduction<\/h4>\r\n<!-- \/wp:post-content -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">1.1 Principle of the Policy<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The intention of the Protection of Personal Information (POPI) and General Data Protection Regulation (GDPR) Policy is to clearly explain, define and guide the protection of personal information practice at RainTree Business Coaching.\u00a0 This policy aims to ensure consistent and appropriate protection of personal information practices are followed that guarantee the long-term sustainability of RainTree Business Coaching.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching will:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Comply with both the laws and good practice.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Respect individuals\u2019 rights.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Be open and honest with individuals whose data is held; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Provide training and support for employees and contractors that handle personal data so that they can act confidently and consistently in line with this policy.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching recognises that its priority under the POPI Act and GDPR is to avoid causing harm to individuals.\u00a0 In the main this means:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Keeping information securely in the right hands; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Holding good quality information.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->Secondly, both POPI and GDPR aim to ensure that the legitimate concerns of individuals about the ways in which their data may be used are considered.\u00a0 RainTree Business Coaching will seek to give individuals as much choice as is possible and reasonable over what data is held and how it is used aligned with all relative legislation and as required by POPI and GDPR Acts.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->This policy outlines what and how RainTree Business Coaching will manage and implement these requirements.\u00a0 Non-compliance with the RainTree Business Coaching POPI and GDPR policy and expectations may lead to action that could lead to dismissal, penalties, or cancellation of contractor contracts.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">1.2 Definitions<\/h5>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td>Back-up<\/td>\r\n<td>Process of storing all electronic data saved on the RainTree Business Coaching computers, cloud storage, and mailboxes.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Breach<\/td>\r\n<td>Where an individual or company has failed (intentionally or unintentionally) to comply with a law, contractual agreement, or policy.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Cloud storage<\/td>\r\n<td>Online space that can be used to save data and documents for example Dropbox and OneDrive.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Consent<\/td>\r\n<td>Any voluntary (not forced or pressured), specific (consent cannot be general but must be precise and detailed) and informed (the person must understand what they are agreeing to) agreement to RainTree Business Coaching that they can process personal information.\u00a0 The consent must be recorded and stored.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Data Subject<\/td>\r\n<td>A data subject is the person to whom personal information relates.\u00a0 They can be natural (individuals) or juristic (companies\/businesses) people.\u00a0 This relates to South Africans and non-South Africans.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>De-identified Information<\/td>\r\n<td>Information that has had all personal identifiers removed, thus removing the ability to identify the specific individual to which the information relates e.g., Michael Dlamini, Male, 27 years old, Birthdate 1 January 1989 de-identified is Male, 27 years old, 1989.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Disposal<\/td>\r\n<td>The reselling, reassignment, recycling, donating, or discarding of IT equipment through responsible, ethical, and environmentally sound means.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Documents<\/td>\r\n<td>For this policy, the term \u201cdocuments\u201d includes all books, registers, papers, documentary evidence, and other forms of records that are usually found at RainTree Business Coaching.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Electronic documents\/records<\/td>\r\n<td>Information that is generated electronically and stored by means of computer technology.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Hard Drive<\/td>\r\n<td>A device used to store data or programs.\u00a0 In the context of this policy the hard drive refers to the storage device located in the personal computer (PC) of a user. This data is not backed-up as it is not information saved in the appointed RainTree cloud storage.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>IT Service Provider (ITSP)<\/td>\r\n<td>Technical Outsource is the IT Service Provider (ITSP) contracted to RainTree Business Coaching.\u00a0 Technical Outsource are committed to support RainTree to provide quality IT advice and support in the establishment of and IT operations.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Personal Information<\/td>\r\n<td>Personal information is any information that reflects or refers to a juristic person (company) or individual or key details that relate to the juristic person or individual.\u00a0 Specifically, personal information includes: Name and contact details including physical address, e-mail address, telephone numbers and online identifiers (skype address).Race, gender, marital status, sexual orientation, religion, age, language, and birthplace.Education, medical, criminal or employment history.Biometrics including fingerprints, voice recognition, photographs, and blood type.Private or confidential correspondence; andOpinion or views of an individual.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Information Processing<\/td>\r\n<td>Information processing is any operation or activity that works with and uses information.\u00a0 This includes but is not limited to collecting, modifying, merging, linking, altering, updating, receipting, recording, organising, collating, storing, retrieving, consulting (referring to), using, transmitting, and distributing information.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Record<\/td>\r\n<td>A record is any recorded information that forms part of or is intended to form part of a filing system.\u00a0 This includes physical hard copy files and electronic files stored in cloud-based storage.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Retention period<\/td>\r\n<td>The length of time that documents should be retained before they are either transferred into archival custody or destroyed\/deleted.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Special Personal Information<\/td>\r\n<td>Information on data subjects concerning: Information about child\/ren.Religious or philosophical beliefs.Race or ethnic origin.Trade union membership.Political persuasion.Health or sex life and persuasion; andBiometric information.<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Systems<\/td>\r\n<td>Systems could be either manual or electronic. The parts\/components of a system interact to achieve a specific goal. In the context of this policy the components of the system are both software and hardware combined to achieve a specific purpose.<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">1.3 POPI and GDPR Policy Review<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->This policy will be reviewed annually prior to the policy anniversary date.\u00a0 The Directors of the business will lead the revision process and consult with relevant stakeholders in the process.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">2 POPI and GDPR Roles and Responsibilities<\/h4>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">2.1 Directors<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->It is the responsibility of the Directors to manage the POPI and GDPR at RainTree Business Coaching.\u00a0 The Directors are ultimately responsible for the protection of personal information collected, used, and processed within RainTree Business Coaching and its Service Providers.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->Every contractor, employee and Service Provider is responsible for protecting the privacy of information and for complying with the relevant Acts and RainTree Business Coaching policies.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">2.2 RainTree Business Coaching Contractors, Employees and Service Providers<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->It is the responsibility of all RainTree Business Coaching contractors, employees, and Service Providers to protect personal information as defined in this policy.\u00a0 \u00a0\u00a0Contractors, employees, and Service Providers must ensure that documents and information are stored and protected in the appropriate manner and that documents that must be retained by the company are saved electronically according to the approved protocols.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->As the primary users of personal information provided to RainTree Business Coaching, RainTree Business Coaching Employees are responsible for protecting, storing, and disposing of personal information as defined in this policy.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">2.3 Information Administrator<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The RainTree Administrator is the custodian of RainTree Business Coaching Information.\u00a0 The Information Administrator is responsible for the following where POPI and GDPR are concerned:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Manage that RainTree Business Coaching information storage complies with the POPI and GDPR requirements.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Support document development to comply with the POPI and GDPR standards.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Support systems and information process development to comply with POPI and GDPR requirements.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Identify POPI and GDPR training needs and provide or coordinate necessary training (when required).<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Coordinate and supervise the destruction and de-identification of relevant data and records.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Identify and evaluate POPI and GDPR risks and make recommendations to mitigate these where possible; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Investigate and make recommendations should there be any reported or identified POPI or GDPR transgressions or security breaches.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">2.4 Technical Outsource<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->Technical Outsource is the IT Service Provider (ITSP) contracted to RainTree Business Coaching to enable decision making and provide support with the implementation of the operations.\u00a0 Technical Outsource is responsible for implementing the data storage and systems access parameters and systems that enable compliance with this policy and the POPI Act and GDPR.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">3 POPI and GDPR Introduction<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->Records and documents created, received, or used by RainTree Business Coaching in the normal course of business are the property of the company unless otherwise agreed.\u00a0 This includes records and documents compiled by external consultants\/SP\u2019s commissioned by RainTree Business Coaching.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching\u2019s official records provide evidence of business activities and transactions.\u00a0 They provide support in making better decisions and improving business practice.\u00a0 They are an accurate record of previous actions and activities.\u00a0 All documents must therefore be managed consistently and in a structured manner.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->Guidelines and procedures must be complied with for all records and document:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Management.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Storage; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Disposal or permanent archiving.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">3.1 Privacy of Personal Information Risks<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The following potential risks have been identified.\u00a0 This policy aims to address these:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Breach of confidentiality (information being given out inappropriately).<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Insufficient clarity about the range of data and data uses.\u00a0 This could lead to Data Subjects being insufficiently informed of the purposes for which their data is being used.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Failure to offer choice about data use when appropriate and\/or required.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Breach of security by allowing unauthorised access.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Harm to individuals if personal data is not maintained and up to date; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Appointed external operators processing personal information of data subjects on behalf of RainTree Business Coaching.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">4 POPI Principles<\/h4>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">4.1 Privacy and Data Retention<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching undertakes to maintain privacy of all personal information that it holds.\u00a0 RainTree Business Coaching undertakes to assess and identify all instances of personal information in the organisation and undertakes to gain consent, where appropriate, to access, use and store all personal information securely.\u00a0 <em>Written consent will be filed as is appropriate for each data subject and the purpose for which the information is collected.<\/em>\u00a0 RainTree Business Coaching will not be conducting audio consent at this time.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->With the below categories of data, the following consent type will be collected and filed.\u00a0 In addition, the retention period as recommended in the Retention Period List will be applied for all data collected for each type.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td><strong>Individual Role<\/strong><\/td>\r\n<td><strong>Filing<\/strong><\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Directors<\/td>\r\n<td>Director\u2019s file<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Contractor\/Service Providers<\/td>\r\n<td>Supplier Database and File<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Coachee\/Client\/Customer<\/td>\r\n<td>Customer Files<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Coach<\/td>\r\n<td>Coach Management Files<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching will comply with the POPI Act regarding the uses for which personal information will be accessed and used.\u00a0 These are integrated into the various contracts signed by clients, customers, contractors, and service providers.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">4.2 Openness and Transparency<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching is committed to ensuring that data subjects are aware that their data is being processed and<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>For what purpose the data is being used.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>What types of disclosure are likely; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>How to exercise their rights in relation to their data.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->Data Subjects are informed of these as shown below:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td><strong>Data Subjects<\/strong><\/td>\r\n<td><strong>Information Mechanism<\/strong><\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Directors<\/td>\r\n<td>POPI and GDPR Policy and Shareholder Agreement<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Employee<\/td>\r\n<td>POPI and GDPR Policy and Employment Contracts<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Contractor\/Service Providers<\/td>\r\n<td>POPI and GDPR Policy and RainTree Business Coaching Service Provider Contract<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Coachee\/Client\/Customer<\/td>\r\n<td>RainTree Business Coaching Contract; and POPI and GDPR Policy<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p><!-- wp:paragraph -->Whenever data is collected:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>The number of mandatory fields will be kept to a minimum; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Data Subjects will be informed which fields are mandatory and why.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">4.3 Special Personal Information<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->Special personal information is not required by RainTree Business Coaching.\u00a0 If Special Personal Information is required, specific consent will be collected before gathering the information.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->Should special personal information be shared during a coaching session, RainTree Business Coaching will destroy this information after the normal time limit is reached or upon request from the data subject.\u00a0 Confidentiality will always be maintained.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">5 Key GDPR Principles<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The GDPR is built on a foundation of core principles that guide how personal data should be handled to protect individual rights. These principles, outlined in Article 5 of the GDPR, shape all data protection obligations and provide a framework for responsible data management.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->Those deciding how and why data is processed (Key Principle Controllers) must apply follow the below requirements:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list {\"ordered\":true,\"start\":1} -->\r\n<ol class=\"wp-block-list\" start=\"1\">\r\n<li style=\"list-style-type: none;\">\r\n<ol class=\"wp-block-list\" start=\"1\"><!-- wp:list-item -->\r\n<li><strong>Lawfulness, Fairness, and Transparency<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Personal data must be processed legally and transparently.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Individuals should clearly understand how and why their data is being used, with information provided in simple, accessible language.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li><strong>Purpose Limitation<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Data must only be collected for specific, clear, and legitimate purposes.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Further processing must align with these initial purposes unless it is for public interest, research, or statistical purposes (under safeguards).<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li><strong>Data Minimisation<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Data may only be collected that is relevant and necessary for the intended purpose.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Data must be regularly reviewed and unnecessary data deleted.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li><strong>Accuracy<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Personal data must be accurate and up to date.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Data must be promptly corrected and\/or inaccurate information deleted.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li><strong>Storage Limitation<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Personal data must only be retained for as long as needed for its intended purpose.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>When no longer required, data must be securely deleted or anonymized.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li><strong>Integrity and Confidentiality<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Personal data must be protected against unauthorized access, loss, or damage using appropriate security measures.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Protections must be updated, and the protections must be tested.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li><strong>Accountability<\/strong><!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Demonstrate compliance with all GDPR principles.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Implement policies, maintain records, and adopt measures like privacy impact assessments to ensure ongoing compliance.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<\/ol>\r\n<\/li>\r\n<\/ol>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->These principles are not just guidelines\u2014they are fundamental to fostering trust and ensuring fair treatment of individuals. Controllers are also encouraged to consider related rules, such as proportionality, data protection by design, and transparency obligations, to meet GDPR\u2019s spirit and requirements.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching adopts these principles as the cornerstone of compliance, ensuring respect for privacy while meeting legal obligations.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">6 Personal Information Processing Parameters<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->As a rule, RainTree Business Coaching may not process personal information relating to a data subject unless:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Consent has been received and recorded.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The processing is required to conclude or perform the terms of a contract (e.g., Clients must provide certain information to enable RainTree Business Coaching to meet its contractual obligation as the coaching provider such as performance feedback or psychometric assessment feedback).<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The information is to be used as instructed to comply with the right and obligation of the law.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The data is being used to protect the legitimate interests of the data subject.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The processing is for historical, statistical or research purposes and guarantees are in place that the data subject will not be negatively affected.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The information serves a public interest, or it is impossible to gain consent; and\/or<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The Data Subject has made their own information public.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching may not process personal information of a child (under 18 years) without the proper consent of their parent or guardian.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">6.1 Director and Employee Personal Privacy<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->All Directors and employees, when joining RainTree Business Coaching, <strong>give consent and understand<\/strong> that:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>RainTree Business Coaching maintains the right to view and process all information passing through its systems.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>All systems are constantly monitored for abuse and inappropriate use; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>All e-mail in and out of the RainTree Business Coaching is recorded and is available for access at any time by the RainTree IT Service Provider and RainTree Management.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->Employee\u2019s personal privacy is NOT guaranteed when accessing or utilising any RainTree Business Coaching systems as these systems are monitored by the RainTree Management and IT Service Provider .<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":3} -->\r\n<h5 class=\"wp-block-heading\">6.1.1 Director and Employee Personal Privacy Guidelines<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The following personal privacy guidelines must be complied with regarding potential and existing RainTree Business Coaching directors and employees:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>All employees will be requested to give RainTree Business Coaching authorisation to utilise their personal information in line with these privacy guidelines.\u00a0 These are integrated into the signed Employment Contract.\u00a0 The Employment Contract is filed in the employee file for record keeping purposes.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Race can be confirmed with potential employees if the Employment Equity requirements make provision for this.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching can ask and secure information relating to an individual\u2019s criminal record if permission is given, and this is done in accordance with the relevant labour legislation.\u00a0 Allegations of criminal behaviour cannot be processed.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may not store Curriculum Vitae of unsuccessful applicants unless consent has been granted by the applicant.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may not keep personal information of ex-employees unless consent has been granted and there is a justifiable reason for keeping information (e.g., banking details for bonus payments).\u00a0 Once the reason is no longer valid, personal information must be disposed of within the specified timeline.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may not process personal health information unless the information informs legal or pension requirements or the information facilitates RainTree Business Coaching to provide support or reintegration benefits to an employee that is sick or found incapacitated.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may only use photographs of employees and\/or distribute personal information if consent has been given, including celebration of special occasions and\/or recognition processes.\u00a0 All employees will be provided with the opportunity to consent when joining RainTree Business Coaching.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching will collect, update, and utilise the required employees and director information to process legislated and organisational reports.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":3} -->\r\n<h5 class=\"wp-block-heading\">6.1.2 RainTree Business Coaching Employee Clean Desk Policy<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->A clean desk policy is an important tool to ensure that all materials that contain sensitive\/confidential information are secured when the items are not in use, or an employee leaves his\/her workstation. It is one of the top strategies to utilize when trying to reduce the risk of security breaches in the workplace.\u00a0 Such a policy can also increase employee\u2019s awareness about protecting sensitive information.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Desk Management\r\n<ul>\r\n<li>Employees are required to ensure that all sensitive\/confidential information in hardcopy or electronic form is secure in their work area at the end of the day and when they are expected to be gone for an extended period.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>All information and documents must be removed from the desk and locked in a drawer when the desk is unoccupied and at the end of the workday; and<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Confidential documents must be shredded.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Hardware Management\r\n<ul>\r\n<li>Computer workstations must be locked when the workspace is unoccupied.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>Computer workstations must be fully shut down at the end of the workday.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>Laptops must be either locked with a locking cable or locked away in a drawer.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>Passwords may not be left on sticky notes posted on or under a computer, nor may they be left written down in an accessible location.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>Portable computing devices such as laptops and tablets must be secured in locked cupboards when not in use.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>RainTree does not allow use of mass storage devices such as CDROM\u2019s, DVD\u2019s or USB drives.\u00a0 All data must be saved on the approved cloud storage.\u00a0 Should a mass storage device be used, this must be always secured when not in use.\u00a0 All data must be removed from the device once the reason for the saving is completed.<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>All printers and fax machines must be cleared of papers as soon as they are printed to ensure that confidential documents are not left in printer trays for the wrong person to pick up.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Secure File Cabinet and Area Management\r\n<ul>\r\n<li>File cabinets containing restricted, confidential or sensitive information must be kept closed and locked when not in use or when not attended.<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Keys used for access to restricted, confidential or sensitive information must always be secured.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">6.2 Client\/Customer Personal Privacy<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The following personal privacy guidelines must be complied with regarding RainTree Business Coaching potential and existing coachees\/client\/customers:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>RainTree Business Coaching will only collect the information that is necessary to fulfil the intended purpose for which the information is collected.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>All potential and existing coachees\/client\/customers will be asked to give consent to RainTree Business Coaching to use information to support any additional requirements.\u00a0 A record of this consent and the specifics related to it will be kept and available for the coachee\/client\/customer to view, should they request this.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may use information that has been de-identified;<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Where information regarding children is concerned, consent will be secured from the legal guardian prior to utilizing information.\u00a0 Once children reach the age of 18, they will be classified as adults and their information will be treated with the same care as that of all other adult clients\/customers. Consent will then be obtained from them and stored as per the usual process.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching will give coachees\/client\/customers a reasonable opportunity to opt-out of marketing communication with each communication that is sent out.\u00a0 A record of the choice to unsubscribe will be maintained and will be available for the coachee\/client\/client\/customer to view, should this be requested in writing as per the Promotion of Access to Information\u00a0<strong>Act<\/strong>\u00a02 of 2000.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching will make every effort to maintain personal information to ensure completeness and accuracy and will implement steps to ensure the information is not misleading and is updated.\u00a0 Annual updates will be completed to ensure that the data is maintained at the required standards.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">6.3 Contractor\/Service Provider Personal Privacy<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->The following personal privacy guidelines must be complied with regarding potential and existing RainTree Business Coaching contractor\/service providers:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>All contractor\/service provider will be requested to give RainTree Business Coaching authorisation to utilise their personal information in line with the below privacy guidelines.\u00a0 These will be signed and filed on the contractor\/service provider file for record keeping purposes.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching will collect, update, and utilise the contractor\/service provider information to process legislated and organisational reports.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may not keep personal information of ex-contractor\/service providers unless there is a justifiable reason for keeping information (e.g., banking details for payments).\u00a0 Once the reason is no longer valid, personal information must be disposed of within the specified timeline.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching may only use photographs of contractor\/service providers and\/or distribute personal information if consent has been given.\u00a0 All contractor\/service providers will be given the opportunity to consent when being appointed to work with RainTree Business Coaching.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">7 Security of Personal Information<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching commits to protect personal information of its data subjects.\u00a0 Key security activities that are implemented to facilitate this are:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Access to information is controlled by rights to the RainTree Business Coaching cloud storage and systems.\u00a0 Only the functions for which the data is required are granted access to the relevant information.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Security levels required for each record have been evaluated and this has defined the level of rights that are allocated.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>A register of information and people that have access to and use of information has been implemented and is updated to manage access to information.\u00a0 The register is reviewed for accuracy and completeness at least annually and when employees that are listed on the register change designation or leave RainTree Business Coaching:\r\n<ul>\r\n<li>All employees that have access to and responsibility for personal information will have their POPI and GDPR responsibilities outlined in the POPI and GDPR training.<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Refresher and ongoing training will be conducted in training sessions, team meetings and management interventions.\u00a0\u00a0\u00a0 These will be initiated and supported by the Administrator, as and when necessary.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching will only disclose personal information when required to do so:\r\n<ul>\r\n<li>By state bodies that maintain the law (e.g., instruction from the police or related legal entities).<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>By South African Revenue Services.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>For legal court proceedings; and<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>In the case of National Security.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Personal information storage and removal as is defined in this policy; and<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>All hard copy documents containing personal information must be shredded prior to disposal.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">8 Private Information Quality<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->RainTree Business Coaching commits to collect, capture, and maintain accurate data.\u00a0 The following steps will be followed to maintain this:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>ICT systems will be utilised that enable and facilitate accurate data entry and capture.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Data on any individual will be held in as few places as necessary.\u00a0 All employees will be advised of this requirement and any additional data sets that need to be developed will be evaluated for necessity prior to developing.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Procedures are in place to support updating of all data sets should an individual\u2019s data change.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Employees that are responsible for accessing, maintaining, and amending detailed individual data are trained on the importance of accuracy and RainTree Business Coaching record keeping.\u00a0 Compliance with these standards is checked regularly.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching will review all personal information on an annual basis as outlined below:<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td><strong>Data Subject<\/strong><\/td>\r\n<td><strong>Review period<\/strong><\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Director\/Shareholders<\/td>\r\n<td>June<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Employee<\/td>\r\n<td>July<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Individual Coaching Clients<\/td>\r\n<td>July \u2013 August<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Business Customers<\/td>\r\n<td>September<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Contractors \/Service Providers<\/td>\r\n<td>October<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">9 RainTree Business Coaching Records and Document Management<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->This policy covers:<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>The creation and naming of RainTree Business Coaching records.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The storage of RainTree Business Coaching records to:\r\n<ul>\r\n<li>Enable that official records are easily located, accessed, maintained, and retained\/stored whilst ensuring appropriate security and confidentiality of information.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>Enable that official records are disposed of in a manner that is appropriate to their content and function; and<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Enable appropriate use and maintenance of communication methods offered by RainTree Business Coaching.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p><!-- wp:paragraph -->These guidelines apply to all records and documents and supporting systems, regardless of format, that have been created and used during RainTree Business Coaching business.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">9.1 Document Creation and Naming<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->All documents must be stored in the RainTree Business Coaching One Drive Cloud Storage.\u00a0 Documents must be filed in the appropriate folder with a date and name of the document.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p><!-- wp:paragraph -->All documents must be named according to the naming conventions as defined below.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">9.2 Document Storage<\/h5>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":3} -->\r\n<h5 class=\"wp-block-heading\">9.2.1 Electronic Document (Record) Storage<\/h5>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Documents and records must be scanned and filed securely on the system, linked to the appropriate records.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>All documents and records must be saved in the approved cloud storage in the relevant folders.\u00a0 Confidential documents and records must be password protected.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Access to POPI\/GDPR relevant electronic documents\/records will be access restricted and only those that have been trained on how to apply the POPI\/GDPR principles will be given access.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Main folders and various levels of subfolders are utilized to store documents for easy retrieval.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The principle of general to specific is applied when folders are created.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>The naming conventions must be as follows:\u00a0 yyyymmdd document description (20241210 POPI and GDPR policy and procedure)<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching Directors, employees, contractors, and service providers must not save any documents on their personal computers or hard drives.\u00a0 These drives are not backed up.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Personal documents may be saved on the cloud storage in a private folder if the size of the folder does not impede RainTree Business Coaching storage requirements.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>RainTree Business Coaching documents or information may only be stored using cloud storage services approved by RainTree Business Coaching and that comply with the defined RainTree Business Coaching document security requirements.<\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Prior to proceeding with tasks that will lead to RainTree Business Coaching documents being saved on the cloud, the Service Provider is required to agree in writing that they will comply with the RainTree Business Coaching Cloud Storage and Security requirements as well as the POPI and GDPR compliance requirements as defined in this policy.<!-- wp:list --><br \/>\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>The RainTree Business Coaching Cloud Storage and Security Requirements include:\r\n<ul>\r\n<li>OneDrive is the selected cloud storage site for RainTree Business Coaching.<\/li>\r\n<\/ul>\r\n<ul>\r\n<li>Access rights to Cloud Storage must be carefully managed and audited and updated for accuracy at least annually.<\/li>\r\n<\/ul>\r\n<!-- wp:list -->\r\n<ul class=\"wp-block-list\">\r\n<li style=\"list-style-type: none;\">\r\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\r\n<li>Document security must be always maintained through passwords and access rights.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list --><\/li>\r\n<!-- \/wp:list-item -->\r\n\r\n<!-- wp:list-item -->\r\n<li>Sharing documents that are saved on the cloud must be authorized by the relevant manager and must only be done when access to the documents is required to support delivery of specific outputs.<\/li>\r\n<\/ul>\r\n<\/li>\r\n<\/ul>\r\n<!-- \/wp:list-item --><!-- \/wp:list -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":3} -->\r\n<h5 class=\"wp-block-heading\">9.2.2 Data Back-Up Storage<\/h5>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->As all documents are stored on the approved cloud storage platform, the POPI and GDPR requirement that data is stored securely have been met.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">10 Disposal<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->Documents must be disposed of in a manner that is appropriate to the type of document.\u00a0 If a document is confidential, it must be shredded.\u00a0 All disposal methods must make sure that the data is de-identified and that the data subject cannot be re-identified in any way.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">11 RainTree Business Coaching System Security Breach<\/h4>\r\n<!-- \/wp:heading -->\r\n<p><!-- wp:paragraph -->In the case of suspicion or identification of a systems or data breach, contact one of the RainTree Business Coaching Directors immediately via telephone.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td>1<sup>st<\/sup> Level Notification<\/td>\r\n<td>Angela Heeley \u2013 083\u00a0607 7809 Leoni Coetzee \u2013 083\u00a0227 7519<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p><!-- wp:paragraph -->An investigation will be conducted, and a written report drafted and presented to implement actions to prevent future risks. The Raintree Business Coaching Directors will report any breaches to the relevant authorities and to the data subjects involved immediately after the investigation is concluded and a definite breach has been identified.<\/p>\r\n<!-- \/wp:paragraph -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">12 Amendments and Updates<\/h4>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td colspan=\"3\"><strong>Amendment<\/strong><\/td>\r\n<td><strong>Authorised<\/strong><\/td>\r\n<td><strong>Date<\/strong><\/td>\r\n<\/tr>\r\n<tr>\r\n<td><em>Version 1<\/em><\/td>\r\n<td><em>Full Draft<\/em><\/td>\r\n<td><em>Section 1-10<\/em><\/td>\r\n<td><em>Directors<\/em><\/td>\r\n<td><em>28 June 2021<\/em><\/td>\r\n<\/tr>\r\n<tr>\r\n<td><em>Version 2<\/em><\/td>\r\n<td><em>Full Draft<\/em><\/td>\r\n<td><em>Section 1-10<\/em><\/td>\r\n<td><em>Directors <\/em><\/td>\r\n<td><em>25 July 2022<\/em><\/td>\r\n<\/tr>\r\n<tr>\r\n<td><em>Version 3<\/em><\/td>\r\n<td><em>Full Draft<\/em><\/td>\r\n<td><em>Section 1-11<\/em><\/td>\r\n<td><em>Directors<\/em><\/td>\r\n<td>\u00a0<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading {\"level\":1} -->\r\n<h4 class=\"wp-block-heading\">13 RainTree Contacts Accessing RainTree Data<\/h4>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">13.1 Directors and Employees<\/h5>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Name<\/td>\r\n<td>Data Access Levels<\/td>\r\n<td>Cloud Storage<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Angela Heeley<\/td>\r\n<td>Full<\/td>\r\n<td>One Drive\/Dropbox<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Leoni Coetzee<\/td>\r\n<td>Full<\/td>\r\n<td>One Drive\/Dropbox<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Faranah Dildar-Mia<\/td>\r\n<td>Administrator<\/td>\r\n<td>One Drive\/Dropbox<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<!-- \/wp:table -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:heading -->\r\n<h5 class=\"wp-block-heading\">13.2 Contractors and Service Providers<\/h5>\r\n<!-- \/wp:heading -->\r\n<p>&nbsp;<\/p>\r\n<!-- wp:table -->\r\n<figure class=\"wp-block-table\">\r\n<table class=\"has-fixed-layout\">\r\n<tbody>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Name<\/td>\r\n<td>Data Access Levels<\/td>\r\n<td>Contracts in Place<\/td>\r\n<td>Cloud Storage<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Eccountant<\/td>\r\n<td>Financial Information<\/td>\r\n<td>Yes<\/td>\r\n<td>Dropbox<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>Technical Outsource<\/td>\r\n<td>Website &amp; Technical support through Teams Viewer (Permission based)<\/td>\r\n<td>Yes<\/td>\r\n<td>N\/A<\/td>\r\n<\/tr>\r\n<tr>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<td>\u00a0<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<\/figure>\r\n<p>[\/vc_column_text][\/vc_column][\/vc_row]<\/p><\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row full_width=&#8221;stretch_row_content_no_spaces&#8221; css=&#8221;.vc_custom_1784558276918{margin-right: 0px !important;margin-left: 0px !important;}&#8221;][vc_column css=&#8221;.vc_custom_1784558240228{margin-right: 0px !important;margin-left: 0px !important;}&#8221;][\/vc_column][\/vc_row][vc_row full_width=&#8221;stretch_row_content_no_spaces&#8221; el_class=&#8221;about-info&#8221;][vc_column offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10 vc_col-md-offset-1 vc_col-md-10&#8243; css=&#8221;.vc_custom_1463536772599{padding-right: 30px !important;padding-left: 30px !important;}&#8221;][vc_column_text css=&#8221;&#8221;] Protection of Personal Information [\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text css=&#8221;&#8221;] 1 Introduction &nbsp; 1.1 Principle of the Policy The intention of the Protection of Personal Information (POPI) and General Data Protection Regulation (GDPR) Policy is [&hellip;]<\/p>\n","protected":false},"author":9,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-3787","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>POPI &amp; GDPR Policy - RainTree Business Coaching<\/title>\n<meta name=\"description\" content=\"RainTree ignites your leaders to grow the business with you. 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