VELOX CARE POPIA Policy and PAIA Manual
This Privacy Policy applies to the Velox Care app and platform, provided by VELOX CARE PROPRIETARY LIMITED (REGISTRATION NUMBER: 2026/473156/07).
Policy in terms of the Protection of Personal Information Act No. 4 of 2013 and Manual in terms of the Promotion of Access to Information Act No. 2 of 2000.
1. Definitions
In this document, unless the context indicates otherwise: Contractor means any doctor, allied professional, consultant and/or contractor engaged by VELOX CARE; Employee means current and/or prospective employees as the context requires; VELOX CARE means VELOX CARE Proprietary Limited; Manual means the PAIA manual in Section B; PAIA means the Promotion of Access to Information Act No. 2 of 2000; Policy means the POPIA policy in Section A; POPIA means the Protection of Personal Information Act No. 4 of 2013; Personal Information and Processing have the meanings assigned in section 1 of POPIA.
Section A - POPIA Policy
2. Background
VELOX CARE provides a digital platform for companies and staffing services to promptly book agency staff. This policy deals with how VELOX CARE processes personal information collected from contracted companies, employees, and contractors.
3. Personal Information Collected
VELOX CARE may collect, among other information: names, identity/passport numbers, age, gender, religion, nationality, physical and postal addresses, language, contact details, employer details, contractor details, qualifications/certifications/licences, banking details, and related service records.
VELOX CARE will endeavor to collect only information that is adequate, relevant, and not excessive for lawful service delivery and legal compliance.
4. Use of Personal Information
VELOX CARE processes personal information where required for contractual performance, with consent, to comply with law, to protect legitimate interests of data subjects, or to pursue legitimate interests of VELOX CARE or third parties.
5. Disclosure
Personal information may be disclosed to subsidiaries, affiliates, and service providers where required. VELOX CARE undertakes to require confidentiality and compliance with POPIA standards.
6. Security and Safeguards
VELOX CARE continuously reviews internal security practices to prevent loss, damage, or unlawful access to personal information and will implement recovery procedures in the event of a data breach.
7. Information Officer
Information Officer: Warren Smith (076 053 3247,
warren.smith@veloxcare.co.za).
Deputy Information Officer: Priscilla Ratholo (072 664 0392,
priscilla.ratholo@veloxcare.co.za).
8. Internal Procedures
VELOX CARE implements internal POPIA compliance measures including officer appointments, staff training, binding internal policy controls, and regular backups.
9. Access and Correction of Personal Information
Employees and contractors may request access, correction, updating, or deletion of personal information, and may object to processing where legally applicable, subject to identity verification.
Section B - PAIA Manual
10. Background
PAIA provides a right of access to records required for the exercise or protection of rights. This manual sets out the process for requesting records held by VELOX CARE.
11. Right to Access Records of Private Body
Access may be granted where records are required for rights protection, procedural requirements are met, and no ground of refusal under PAIA applies.
12. Records Held in Terms of Legislation
VELOX CARE holds records in terms of applicable South African legislation, including labour, tax, health, consumer, communications, and related regulatory statutes.
13. Subjects and Categories of Records Held by VELOX CARE
Records include company records, financial records, trading records, taxation records, personnel records, and service/patient-related operational records where applicable.
14. Request for Records
Requests must be made in the prescribed PAIA format, identifying the right to be exercised or protected, and providing sufficient detail for record identification and communication.
15. Granting of Request for Information
If granted, VELOX CARE will notify applicable access fees, method of access, and rights to challenge fees or method through a competent court.
16. Denial of Request for Information
Requests may be refused on lawful PAIA grounds, including protection of third-party privacy, confidential/commercial information, legal privilege, safety/security concerns, and statutory restrictions.
17. Fees
Prescribed request and access fees may apply, including costs for search, preparation, and reproduction.
18. Third-Party Information
Where records contain third-party information, VELOX CARE may notify the third party and consider submissions before deciding whether access should be granted.
19. Records Not Found or Not Existing
If records cannot be found or do not exist after reasonable steps, VELOX CARE will notify the requester and provide details of the steps taken.
20. Details of Information Officer, Deputy Information Officer and Head Office
Information Officer: Warren Smith | 076 053 3247 |
warren.smith@veloxcare.co.za
Deputy Information Officer: Priscilla Ratholo | 072 664 0392 |
priscilla.ratholo@veloxcare.co.za
21. Availability of this Document
This document is available for inspection by the general public at VELOX CARE's physical address, subject to prior written notice.
22. Document Amendments
This document is reviewed annually and may be amended as required.
23. Guide to PAIA
PAIA guidance may be obtained from the South African Human Rights Commission and associated channels.
24. Interpretation
Standard interpretation rules apply to this document, including plural/singular treatment, gender inclusivity, and clause heading conventions.