Privacy Policy
CIVILITY HOME CARE SOUTH AFRICA (PTY) LTD
WEBSITE PRIVACY POLICY (POPIA COMPLIANT)
Effective Date: 14/12/2025
Civility Home Care South Africa (Pty) Ltd (“we”, “us”, “our”) is committed to protecting your privacy and ensuring that your personal information is handled in a lawful, transparent, and secure manner.
This Privacy Policy explains how we collect, use, share, store, and protect personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).
By using our website, submitting an enquiry, or accessing our services, you agree to the practices described in this policy.
1. Who We Are
Civility Home Care South Africa (Pty) Ltd
A provider of non-medical home-care services, specialising in person-centred support for older adults.
Information Officer: Lauri Smith
Email: lauri@thecivilitygap.com
Telephone: +27 11 593 2076
Address: 377 Rivonia Boulevard, Rivonia, Johannesburg, 2128
As required under POPIA, our Information Officer is responsible for ensuring lawful data processing and responding to privacy-related requests.
2. What Personal Information We Collect
We collect personal information relevant to the services we provide, including:
2.1 Information Provided Directly by You
When you contact us through our website, phone, WhatsApp, or email:
Full name
Contact details (phone, email)
Address or location
Nature of enquiry
Relationship to potential client (if applicable)
If you apply for employment:
ID/passport information
Employment history
Qualifications, SAQA certifications
Police clearance
References
CV
Availability
Emergency contact details
If you use our care services:
Client personal details
Medical and care needs (where relevant)
Emergency contacts
Family information
Consent forms
2.2 Information Collected Automatically
When you visit our website:
IP address
Browser type
Device information
Cookies and analytics data
Pages visited
3. Why We Collect Personal Information (Purpose of Processing)
We process personal information for the following purposes:
For clients and families:
To respond to enquiries
To assess care needs
To provide home-care services
To build care plans and service agreements
To coordinate schedules and allocate carers
To provide updates and communication
For billing and invoicing
For staff and applicants:
To process job applications
To verify qualifications and police clearance
For employment contracts and payroll
To track training and competency
For operational communication
For website visitors:
To understand website usage and improve user experience
To allow functionality such as contact forms
For security and fraud prevention
4. How We Use and Store Your Information
We use your information only for legitimate business purposes and store it securely through:
Password-protected systems
Encrypted care management software
Secure document storage
Access limited to authorised staff only
POPIA-compliant digital practices
We will never:
Sell your information
Share your information without lawful basis
Use your information for unrelated purposes
5. Sharing Your Information
We only share personal information when necessary and lawful, such as:
With care staff assigned to a client
With our training or payroll providers
With medical professionals (with consent)
With law enforcement in cases of suspected abuse (mandatory reporting)
With insurers where required
With the Information Regulator if required by law
We do not share personal information for marketing purposes.
6. Your Rights Under POPIA
You have the legal right to:
Request access to your personal information
Request correction or deletion
Object to the processing of your information
Withdraw consent
Lodge a complaint with the Information Regulator
Contact for the Information Regulator:
Email: PAIAComplaints@justice.gov.za
Website: https://www.justice.gov.za/inforeg/
7. Data Retention
We retain personal information only for as long as necessary:
Client records: Up to 5 years after service ends
Employee records: Up to 5 years after employment
Website enquiries: Up to 12 months
Financial data: As required by tax laws
After the retention period, information is securely deleted or anonymised.
8. Security Measures
To protect data, we use:
Encryption
Secure login systems
Staff confidentiality agreements
POPIA training
Access controls
Secure cloud backups
Regular audits
We take all reasonable steps to prevent loss, misuse, or unauthorised access.
9. International Data Transfers
If data is stored with third-party providers (e.g., cloud services), we ensure that:
they comply with POPIA,
have adequate data protection,
and implement appropriate safeguards.
10. Cookies Policy
Our website uses cookies to improve your browsing experience.
10.1 What Are Cookies?
Cookies are small text files placed on your device when browsing our website. They help us understand:
how visitors use our site
which pages they find useful
how to improve performance
10.2 Types of Cookies We Use
Essential Cookies
Required for website functionality.
Analytics Cookies
(e.g., Google Analytics)
Used to track website traffic and usage patterns.
Performance Cookies
Help improve user experience.
Preference Cookies
Remember your settings and preferences.
10.3 Managing Cookies
You can block or delete cookies at any time using your browser settings.
Note: disabling cookies may affect functionality.
11. Children’s Information
We do not knowingly collect information from children.
If you believe data has been collected in error, contact us immediately.
12. Third-Party Links
Our website may contain links to other websites.
We are not responsible for the privacy practices of these external sites.
13. Changes to This Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
14. Contact Us
For any POPIA or privacy-related enquiries:
Information Officer: Lauri Smith
Email: lauri@thecivilitygap.com
Telephone: +27 11 593 2076
Address: 377 Rivonia Boulevard, Rivonia, Johannesburg, 2128