POPIA and PAIA Manual specific to XSYS South Africa (Pty) Ltd can be found here:
These privacy statement explains the scope of personal data XSYS processes, how we process it, and for what purposes. We want that to be clear for you. In case of any doubts, please contact us at firstname.lastname@example.org
How do we collect your data?
You directly provided us with most of the data we process.
It is also possible that we received your data indirectly form following sources: 1. your employer gave us your data, so we can maintain our business relations; 2. we got your data from an employment agency.
We collect and process data when you/we:
- Become our client;
- Place an order for our products;
- Use our online platforms and services;
- Maintain your order and serve aftersales service;
- Become our supplier, agent, seller or any other business partner;
- Represent a party that we cooperate with;
- Need to take part in our trainings;
- Sign up for our newsletter or any other marketing activity;
- Submit a CV and other personal information directly to XSYS;
- Working Agency recommended you as a candidate;
- Are employed in the Agency we cooperate with;
- Take part in our online trainings;
- Gain information to support your employment or benefits;
- Sent a request or inquiry via the Contact form
- Use or send a message to account on Social media;
- Sent a request or report to one of our special purpose e-mail boxes (for example: Customer Service; Data Protection; Compliance);
- Sent any other a request or inquiry (e.g. directly to one of our employees on a professional address) or contact us traditionally (post, phone);
What data do we collect?
The personal information that we collect and process often depends on the scope of data you decide to provide.
XSYS may collect each or every of the following categories of personal data:
- Personal identification information (Name, Surname, e-mail address, phone number, etc.);
- Business data (Company’s data, Employer, Position, Order Number, Tax Number, etc.);
- Job application information (Education, work experience, Country of residence, etc.);
- Information provided on our online platforms (Username, Password, Employer);
- Information provided on Social media (Image, Family information, etc.);
- Information about your behavior on our website and e-mail (e.g. time of delivery, clicked links)
- Any additional information that you provide to us voluntary;
- Information you allow a third-party service (such as a social media site) to provide to us;
How do we use your data?
We use personal data that we collected strictly for the purpose that we received it for or in our legitimate interest if it is necessary to maintain our relations or support business and marketing.
Our company collects personal data in listed purposes:
- Processing of an order;
- Managing payments and debt collection;
- Aftersales service;
- Answering requests and inquiries;
- Concluding contract or managing any form of cooperation;
- Managing your account in our systems (for example: Training platform);
- Managing negotiations, due diligence, disputes or litigation;
- Marketing and training activities;
- Tracking activities for marketing and targeting aims;
- Examine your candidacy, including interview;
- Employ a new Team member;
- Managing your account in our systems;
- Supporting your employment requests and benefits;
- Storing data due to labor law;
- Supporting initiatives (e.g. crowdfunding, contests)
- Managing disputes or litigation;
- Answering your requests or inquiries;
- Maintaining contact;
- Social media communication;
- Undertaking corporate social responsibility actions;
- Publishing articles and reports.
How do we store your data?
XSYS securely stores your data in all our locations, regardless if we got them by electronic means, in paper or any other way.
XSYS has adopted reasonable and appropriate physical, technical and administrative procedures and measures that are designed to prevent unauthorized access or disclosure, maintain data accuracy, and ensure appropriate use of the information provided. The personal information you provide is stored in secured office spaces or in computer systems located in controlled facilities, both with limited access. When we transmit highly confidential information over the internet, we protect it through the use of encryption and other safeguards. If we need to send documentation in paper, we use only trust couriers or delivery companies.
XSYS stores your data for the period of time needed to realize the purpose that we collected them for. Once the period expires, we delete personal data or anonymize it, so it’s restoring is impossible.
Who do we share data with?
Since we operate worldwide, be informed that we might transfer collected data outside your country of residence. Please note that the data protection and other laws of countries to which your information may be transferred might differ as those in your country. Nevertheless, XSYS has taken steps to ensure an adequate level of protection of your data regardless of the country where it is transferred. We transfer our data to countries or entities assuring adequate level of protection.
We may share the information we collect with the following types of entities, including those which may be located outside your country of residence:
Within XSYS. XSYS may transfer your personal information to other XSYS owned business entities. By accessing XSYS websites, registering for an account or service, or otherwise providing XSYS with your personal information, you are aware of this transfer of your personal information throughout the global XSYS network of entities. Within XSYS, your data is stored on company servers with other data, and access is limited to those having a need to know in relation to their responsibilities for the company
Service Providers and Suppliers. XSYS retains service providers and suppliers to manage or support our business operations, provide professional services, deliver products, services and customer solutions, and assist with our product warranties. These providers and suppliers may be located in the EU or other locations where we do business, outside EU. These parties may use the information solely in conjunction with the specific services they provide for us. We cooperate only with trustworthy contractors that provide sufficient guarantees and implement appropriate technical and organizational measures in such a manner that processing ensures protection of personal data we transfer. XSYS has taken steps to ensure an adequate level of protection for your data irrespective of the country where the data is transferred, such as by entering into written agreements with those parties which bind them to that commitment. Our cooperation with contractors from countries outside EU borders is based on Standard Contractual Clauses confirmed by EU Court of Justice. We cooperate only with contractors compliant with high standard of privacy compliance.
For Legal Purposes. We may disclose information to third parties for legal or compliance purposes and responsibilities, such as to protect the security of the website or to help detect fraud. We may also use collected data for the purpose of managing any kind of dispute, including litigation.
For Corporate Transactions. There may occasionally be strategic or other business reasons that prompt XSYS to sell, buy, merge or otherwise reorganize businesses in some countries. Those corporate restructuring situations may involve the disclosure of personal information to prospective or actual purchasers, or the receipt of it from sellers. It is XSYS practice to seek appropriate protection for information in these types of transactions.
Otherwise with Your Consent. In addition to the sharing described or permitted by this Privacy Statement, we may share information about you with third parties if you provide consent to such sharing.
Except as described in this Statement, XSYS will not share the personal information you provide to XSYS with non-XSYS third parties without your permission, unless to: (i) respond to duly authorized information requests of police and governmental authorities; (ii) comply with any law, regulation, subpoena, or court order; (iii) investigate and help prevent security threats, fraud or other malicious activity; (iv) enforce/protect the rights and properties of XSYS or its subsidiaries; or (v) protect the rights or personal safety of XSYS, our employees, and third parties on or using XSYS property when allowed and in line with the requirements of applicable law.
If we share your data within our company or with service providers that we retain, we require them to uphold a similar level of protection for your data as that provided by XSYS.
What are your data protection rights?
The right to access – you have the right to request a copy of your personal data that we process. We may charge a small fee for this service.
The right to rectification – you have the right to request to correct any information we process about you, that you believe to be inaccurate. You also have the right to request to complete any incomplete data.
The right to erasure – you have the right to request erasure of your personal data. The right is not absolute and only applies in certain circumstances.
The right to restrict processing – you have the right to request for restricting of the scope of your personal data that we are processing. The right is not absolute and only applies in certain circumstances.
The right to object processing – you have the right to object to processing your data. The right is not absolute and only applies in certain circumstances.
The right to withdraw consent – you have the right to withdraw your consent for processing at any time. Withdrawal of consent does not affect the processing of personal data carried out before the withdrawal.
The right to data portability – you have the right to request to transfer the data that we have collected to another organization or directly to you. The right is not absolute and only applies in certain circumstances.
In reference to the right to withdraw consent, please be informed, that you have the right to opt-out from our marketing email communication at any time by using the unsubscribe link in any of our commercial emails to you. If you elect to opt out of communications from us, XSYS, we will stop using your personal data to contact you for commercial purposes and will no longer provide services such as restricted downloads associated with those opt-outs.
Please be informed that in order to protect your privacy and security, we take reasonable steps to verify your identity before granting access to your data.
If you make a request considering aforementioned rights, please be informed that we have 30 days to respond to you and if the request is complexed we can extend the period for another 2 months. If you would like to exercise one of these rights, please contact us at our e-mail: email@example.com
Do we collect children’s data?
No, XSYS does not knowingly collect information from children as defined by local law, and does not target its websites to children. If we learn that we collected any information from children, we will purge it immediately, except for responding to a question or inquiry on a one-time basis from the individual. We encourage parents and guardians to take an active role in their children’s online activities and interests.
Do we profile your data?
From time to time we might use tools to track users’ behavior. We implement those solutions for marketing purposes and to improve our service.
We use both cookies and tracking tools.
Email tracking is a method for monitoring the delivery of an email message to the intended recipient. Most tracking technologies use some form of digitally time-stamped record to reveal the exact time and date that an email was received or opened, as well the IP address of the recipient.
How To Contact Us?
If you have comments or questions about our privacy statement, or any concerns or a complaint regarding our collection and use of your personal data or a possible breach of your privacy, please email us at firstname.lastname@example.org.
We treat your comments and any concerns confidentially. Our representative will contact you within a reasonable time after receipt of your inquiry to address your concerns and outline options regarding how they may be resolved. We will aim to ensure that concerns are resolved in a timely and appropriate manner.
How to contact the appropriate authority?
Should you wish to report a complaint or if you feel that XSYS has not addressed your concern or request in a satisfactory manner, you may contact the Information Commissioner’s Office in your country of residence.
What else we would like you to know?
Changes To This Privacy Statement
If we modify our Privacy Statement, we will post the revised statement on this subpage, with an updated revision date. If we make significant changes to our Statement that materially alter our privacy practices, we may also notify you by other means, such as posting a notice on our corporate website and/or social media pages.
XSYS website might contain links to other websites. Our privacy statement and cookies policy applies only to our website. If you open a link to another website, we encourage you to get familiar with those policies.
What about Cookies / Session Storage / Local Storage?
The data subject may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the Internet browser used, and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. If the data subject deactivates the setting of cookies in the Internet browser used, not all functions of our website may be entirely usable.
This privacy statement was updated as of February 2022.
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