Both the Financial Advisory and Intermediary Services Act 37 of 2002, and the Financial Intelligence Centre Act require us to collect and process your personal information.
“Processing” includes collecting, recording, analysing, transferring, holding or deleting information or data. The information we gather includes personal information about you,
your dependents, your financial situation, and any other information, is required for us to execute our contractual services to you, for your legitimate interests and to comply with relevant legislation.
The information we collect may contain children’s information, bank account details or sensitive personal data. You may be assured that we and any company associated with us will treat all personal data
and sensitive personal data as confidential and will not process it other than for a legitimate purposes. We will under no circumstances reveal this to any 3rd party without your written permission,
unless we are obliged to do so in terms of law.
It is not compulsory to provide all the information we request, however the extent and quality of the services provided depends on the accuracy and completeness of the information supplied by you.
It remains your responsibility to ensure that the information you provide is correct and complete. Incomplete or incorrect information could result in issues with product suppliers going forward, including claim repudiation.
We use your information for:
• Compliance with legal and regulatory obligations
• Know your client anti money laundering regulatory compliance
• Verification of personal information • Completion of documentation required in the course of providing financial planning services
• Analysis required to perform our contractual obligations to you
• Providing you with information in respect of products and services which may be appropriate to your ongoing financial planning needs
• Corresponding with product and service providers on your behalf, for the purpose of financial planning and financial planning products
• Assisting any beneficiaries in the event of this being necessary for claims
• Providing relevant information to the executor of estate for winding up purposes, where this is required
• Relationship correspondence
• Managing any complaints or litigation
• Audit and recordkeeping purposes
• Market research and statistical analysis
The information which you provide to us will be processed by our internal staff as well as:
• Service providers we engage to process information on our behalf or who render services to us. These service providers may be outside South African borders, and should this be the case,
we will not share your information unless we are satisfied that there are adequate security measures in place to protect your information
• Product suppliers in order to obtain quotations or place your business or assist with administration
• External auditors and Regulators. We are regularly audited by our Compliance Practice as well as the Financial Sector Conduct Authority.
• We may also be audited by other Regulators from time to time. It may happen that your file is one of those which are audited to ensure compliance with prevailing legislation, and in this instance,
your information will be made available to these persons. In turn, they are also bound by strict confidentiality restraints and ethics.
We may transfer your information for legitimate purposes including, where relevant, to attorneys and/or other debt collection agencies for debt collection purposes and carrying out operations on the information or data.
All personal information is stored securely, with reasonable precautions taken to ensure that there is no breach of confidentiality. Your information is stored on our Afrihost Dedicated Secure Server and using our Microsoft
Enterprise SharePoint / OneDrive systems server, which is cloud-based, and which does include cross-border transfer of information, however this is to locations which have the same or similar level of data protection in place.
We are required by law to maintain this information for a period of 5 years after the termination of our relationship with you as a minimum, however we prefer to keep our records permanently, as we may need to access this to
assist you with claims or complaints at some future date, or where we may need it for legitimate purposes or to protect your interests. We are required to ensure your personal information is correct and accurate, and brought
up to date where there are any changes, therefore you are requested to contact our offices and make the necessary corrections where this happens. Steps will be taken to ensure that the information is accurate, kept up to date
and not kept for longer than is necessary. Measures will also be taken to safeguard against unauthorised or unlawful processing and accidental loss or destruction or damage to the data.
By accepting the information consent you agree to us or any company associated with us for sharing and processing, both manually and by electronic means, your personal data for the purposes noted above,
you hereby give your consent for the processing, including sharing and storage of your personal information.
Subject to certain exceptions, you are entitled to have access to your Personal and sensitive personal data held by us. You may be charged a fee (subject to the statutory maximum) for supplying you with such data. You have
the right to object to the processing of your information, at any time. If at any time you wish us or any company associated with us cease processing your personal data or sensitive personal data, or object to the processing
of your personal information, please contact our offices, and the information officer will assist you.
Should you have any queries or complaints in respect of the processing of your personal information, please contact us (Click HERE for our Contact Us details).
We have a complaints resolution policy and procedure which is followed in such instances, and which will is provided to you, so that you are aware of the procedure (Click HERE for our Complaints Procedure and Policy).
COMPLAINTS TO THE INFORMATION REGULATOR
You have the right to submit complaints to the information regulator should you believe there has been a compromise of your privacy or where we have not complied with Regulation in respect of your personal information.
The contact details are: Website www.justice.gov.za
Telephone +27 (0)12 406 4818
Email inforeg@justice.gov.za