POPIA

1. Who Is Responsible for What

In short: a worker's information belongs to their employment, and their employer answers for it. We keep it safe, use it only to provide the service the employer asked for, and help both of them when a question about it comes up.

2. If You Are a Worker

Your employer added you to VulaJobs to manage your employment. You do not need the app or an account. This is what that means for you.

What your employer records about you

• Your name, identity number, contact numbers and address.
• Your bank account details, if you are paid into your account.
• Your contract, your signature on it, and any changes to it.
• Your working days and hours, shifts you missed or worked late, and your leave.
• Your pay, deductions, payslips, timesheets and the payments made to you.
• What your employer declares to the Unemployment Insurance Fund for you each month.

Why

To employ you lawfully: to give you a written contract, to pay you correctly and on time, to keep track of your leave, to give you a payslip, and to declare you to the UIF so that you can claim from it. The law requires your employer to keep these records. Your identity number is needed for your contract, for your UIF declaration and, where you are paid through VulaJobs, to check that the bank account is really yours.

What you will receive

• WhatsApp messages with a link to check and confirm your details, and to read and sign your contract.
• Your payslip and timesheet after you are paid. The document is protected with your identity number as the password, so that only you can open it.
• A link to report a problem with a payment, which goes straight to your employer.

If you do not have a phone or WhatsApp, tell your employer about a problem with your pay, and they must record it for you in VulaJobs. A problem with your pay is sorted out between you and your employer — VulaJobs does not decide it. If you cannot agree, you can go to the Department of Employment and Labour or the CCMA.

These messages are about your job, not advertising. If you stop wanting them, or a message reached you by mistake, tell your employer or contact us.

If something is wrong

Ask your employer to correct it. After you have confirmed your details your employer can still update them, and you will be asked to confirm them again — except your identity number, which is locked once you have confirmed it, so a mistake in it has to be corrected through us. You can contact us directly — see section 6 — and we will help you and your employer sort it out.

3. If You Are an Employer

As the responsible party for your worker's information, POPIA places the following duties on you. VulaJobs is built to help you meet them, but they remain yours.

• Tell your worker (section 18): that you use VulaJobs to manage their employment, what you record about them and why, that they will receive WhatsApp messages from VulaJobs, and that they have the rights in section 5 below — including the right to object and to complain to the Information Regulator. Sharing a link to this page is a good way to do it.
• Have a lawful reason (section 11): employing someone and meeting your obligations as an employer is the reason for almost everything VulaJobs records. Do not use the information for anything else.
• Only record what you need (section 10), and keep it accurate (section 16). Your worker can confirm their own details through the link VulaJobs sends them.
• Health information. Sick leave, maternity and parental leave and injury on duty reveal something about a person's health, which is special personal information (section 26). Record only what is needed for leave and pay, and do not share it beyond that.
• Workers under 18. A worker's information is a child's information if they are under 18 (section 34). The law prohibits employing a child under 15. See our Data Protection Policy.
• Answer your worker's requests — to see, correct or delete their information, or objecting to its use. We will help you; see section 6.

4. How We Apply POPIA's Conditions

POPIA sets eight conditions for lawful processing. Briefly, this is how VulaJobs meets them.

• Accountability — an Information Officer answers for compliance (section 8 below).
• Processing limitation — we process personal information only to provide the service, and collect only what employment, pay and the law require.
• Purpose specification — the purpose is the employment relationship and the legal obligations that come with it. Records are kept only as long as the law requires, as set out in our Data Protection Policy.
• Further processing limitation — we do not use the information for anything unrelated, and we do not sell it.
• Information quality — workers can confirm their own details, and employers can correct them at any time.
• Openness — this notice, our Privacy Policy and our Data Protection Policy say what is processed and why.
• Security safeguards — identity numbers, addresses and bank account numbers are encrypted, and access is restricted. See our Data Protection Policy.
• Data subject participation — everyone can see, correct and object, as set out below.

5. Your Rights

Whether you are a worker or an employer, POPIA gives you the right to:

• be told that your personal information is being collected, by whom and why (section 18);
• ask whether we hold personal information about you, and for a copy of it (section 23);
• ask for it to be corrected, or deleted where it is inaccurate, out of date, excessive or no longer lawfully kept (section 24);
• object to it being processed, on reasonable grounds relating to your situation, unless the law requires the processing (section 11(3));
• not receive direct marketing by electronic communication unless you have consented to it (section 69). We do not send marketing to workers. We send marketing to employers only with their consent, and you can withdraw it at any time;
• not be subject to a decision based solely on automated processing that has legal consequences for you (section 71). VulaJobs calculates pay and leave, but nothing takes effect until the employer reviews it and issues it, and a worker can report a problem with any payment;
• complain to the Information Regulator (section 74), and to institute civil proceedings (section 99).

6. How to Make a Request

• Contact us by email, telephone or post, using the details in section 10. You may use the Information Regulator's forms — Form 1 to object, Form 2 to ask for a correction or deletion — or a form substantially like them, but you do not have to: tell us who you are and what you need, and we will help you put the request in the right form.
• Objecting and asking for a correction or deletion are free. Asking whether we hold information about you is free. A copy of your records is free unless the law allows us to charge a prescribed fee, in which case we will tell you the fee before doing anything.
• We may need to confirm your identity before acting, so that your information is not given to someone else.
• We respond to a request for correction or deletion within 30 days, and tell you in writing what we did.
• If you are a worker asking about information your employer holds, we will pass your request to your employer, who must answer it, and help them do so. If your employer does not respond, tell us.

7. If Information Is Compromised

If there are reasonable grounds to believe that personal information has been accessed or acquired by someone not authorised to do so, POPIA (section 22) requires the responsible party to notify the Information Regulator and the people affected, as soon as reasonably possible.

• For employers' own information, we notify the Information Regulator — through its eServices portal, which has been the required channel since 1 April 2025 — and notify you directly.
• For workers' information, we notify the employer immediately, and in any event within 24 hours, and help them notify the Regulator and their worker.

A notification tells you what happened, what information was involved, what we have done about it, and what you can do to protect yourself.

8. Our Information Officer

Our Information Officer is responsible for our compliance with POPIA and for dealing with requests and complaints. Our Information Officer is Marné van Zyl, and can be reached using the details in section 10.

9. The Information Regulator

If you are not satisfied with how we, or your employer, dealt with your information or your request, you can complain to the Information Regulator. We would appreciate the chance to put it right first.

10. Contact Us

For any request or question about personal information, contact our Information Officer at: