Cotton
SA NPC Privacy Notice
Introduction:
This Notice explains how we obtain, use
and disclose your personal information, in accordance with the requirements of
the Protection of Personal Information Act 4 of 2013 (“POPIA”).
Cotton SA NPC, www.cottonsa.org.za is committed to protecting your privacy
and ensuring that your personal information is collected and used properly, lawfully,
and transparently.
Who
we are:
Cotton South Africa (Cotton SA) was formed in 1998
to represent all role-players in the cotton value chain. Cotton SA provides the
public infrastructure, supports the cotton industry, raises awareness of
critical issues, provides information necessary for decision-making, and
facilitates cooperation on matters of shared interest. Cotton SA provides
valuable information that is timely and relevant to all sectors of the cotton
industry in assessing market conditions and is the official source of
statistics on production, trade, consumption stocks and prices.
Cotton SA further acts as an industry forum and an
advisory body to various government departments, applying appropriate statutory
measures in terms of the Marketing of Agricultural Products Act 47 of 1996 and
administering them accordingly. Our objective is to generate insights that
facilitate growth in the cotton sector to reach its full potential and
ultimately contribute to economic growth and poverty reduction.
VISION
The establishment of an international competitive
cotton industry that plays a leadership role in the economy and agriculture of
Southern Africa and delivers an important contribution to the development of
the country.
MISSION
Create and maintain an environment in which the
Southern African cotton industry can develop.
The
type of personal information we collect:
Personal identifiers, contacts, and
characteristics (for example, name and contact details). We collect the
following information, including, but not limited to:
a) information relating to the
race, gender, sex, pregnancy, marital status, national, ethnic, or social
origin, colour, sexual orientation, age, physical or mental health, well-being,
disability, religion, conscience, belief, culture, language and birth of the
person;
b) information relating to the
education or the medical, financial, criminal or employment history of the
person;
c) any identifying number,
symbol, e-mail address, physical address, telephone number, location
information, online identifier, or other particular assignments to the person;
d) the access control
information of the person;
e) the personal opinions,
views or preferences of the person;
f) correspondence sent by the
person that is implicitly or explicitly of a private or confidential nature or
further correspondence that would reveal the contents of the original
correspondence;
g) the views or opinions of
another individual about the person; and
h) the name of the person if
it appears with other personal information relating to the person or if the
disclosure of the name itself would reveal information about the person.
We collect and process your personal
information mainly to contact you for the purposes of understanding your
requirements, and delivering services accordingly.
We collect information directly from you
where you provide us with your personal details. Where possible, we will
inform you what information you are required to provide to us and what
information is optional.
Website usage information may be
collected using “cookies” which allows us to collect standard internet visitor
usage information.
How
we get the personal information and what we use it for:
Most of the personal information we
process is provided to us directly by you for one of the following reasons:
We will use your personal information
only for the purposes for which it was collected and agreed with you. In addition, where necessary, your information
may be retained for legal or user experience optimisation purposes, enabling us
to provide you with an enhanced service delivery experience at Cotton SA NPC.
For
example:
·
To
gather contact information;
·
To
confirm and verify your identity or to verify that you are an authorised user
for security purposes;
·
For
the detection and prevention of fraud, crime, money laundering or other
malpractice;
·
To
conduct market or customer satisfaction research or for statistical analysis;
·
For
audit and record-keeping purposes;
·
In
connection with legal proceedings;
·
For
service delivery purposes.
We may collect or obtain
personal information about you:
(a)
directly from you;
(b)
during the course of our interactions with you;
(c)
when you visit and/or interact with our website or any other social
media platforms or IT services;
(d)
from a third party who is authorised to share that information;
(e)
From documentation
you provide to us.
We also receive personal information
indirectly, from the following sources in the following scenarios:
·
Cotton
Ginners;
·
Cotton
Spinners.
We use the information that you have
given us in order to:
·
For
registration purposes;
·
For
statistical purposes;
·
For
market-related information supply.
We may disclose your personal
information to our service providers who are involved in the delivery of
products or services to you. We have agreements in place to ensure that they
comply with the privacy requirements as required by the Protection of Personal
Information Act.
We
may also disclose your information:
-
Where
we have a duty or a right to disclose in terms of law or industry codes;
-
Where
we believe it is necessary to protect our rights.
Legal
Disclosures
We may need to share your information when we believe it is
required by law, legal process or to help protect the rights and safety of you,
us, or others. We attempt to notify members about legal demands for their data
when appropriate in our judgment unless prohibited by law or court order or
when the request is an emergency. We may dispute such demands when we believe,
at our discretion, that the requests are overbroad, vague, or lack proper
authority, but we do not promise to challenge every demand.
Collection
of Information by “Cookies”
You are aware that information and data are
automatically collected through the standard operation of the Internet servers
and through the use of "cookies." "Cookies" are small text
files a website can use to recognise repeat users, facilitate the user's
ongoing access to and use of the website and allow a website to track usage
behaviour and compile aggregate data that will allow content improvements and
targeted advertising. Cookies are not programs that come onto your system and
damage files. Generally, cookies work by assigning a unique number to you that
has no meaning outside the assigning site. If you do not want information
collected through the use of cookies, there is a simple procedure in most
browsers that allows you to deny or accept the cookie feature; however, you
should note that cookies may be necessary to provide you with certain features
(e.g., customised delivery of information) available on our website.
When
will we process your personal information:
In terms of the Protection of Personal
Information Act (POPIA), the justification ground on which we base our
processing consist of the following:
·
The
data subject or a competent person where the data subject is a child consents to the processing. Kindly note
that you have the right to withdraw your consent;
·
The
processing is necessary to carry out
actions for the conclusion or performance of a contract to which the data
subject is a party;
·
The
processing complies with an obligation
imposed by law on the business;
·
The
processing protects a legitimate
interest of the data subject;
·
The
processing is necessary for the proper performance of a public law duty by the business;
Or
·
The processing is necessary for pursuing the
legitimate interests of the business
or of a third party to whom the information is supplied.
How
we store your personal information:
Your information is securely stored:
We are legally obliged to provide adequate
protection for the personal information we hold and to stop unauthorised access
and use of personal information. We will, on an ongoing basis, continue to
review our security controls and related processes to ensure that your personal
information remains secure.
Our security
policies and procedures cover:
·
Physical security;
·
Computer and network security;
·
Access to personal information;
·
Secure communications;
·
Security in contracting out activities or
functions;
·
Retention and disposal of information;
·
Acceptable usage of personal information;
·
Governance and regulatory issues;
·
Monitoring access and usage of private information;
·
Investigating and reacting to security incidents.
When we contract with third parties, we impose
appropriate security, privacy, and confidentiality obligations on them to
ensure that personal information that we remain responsible for, is kept
secure.
We keep your information in accordance
with our Data Retention Policy. We will then dispose of your information as per
our Data Destruction Policy.
International Transfer
of Personal Information
In some cases, the third parties to whom we may disclose your personal
information may be located outside your country of residence (for example, in a
cloud service, system or server), and may be subject to different privacy
regimes.
When we disclose personal information overseas, we will take appropriate
safeguards to protect your personal information to ensure that the recipient
will handle the information in a manner consistent with this policy and the
level of protection provided for in POPIA.
Changes to the privacy notice apply to
your use of our services. We may modify this privacy notice from time to time,
as required by changes in legislation. When material changes are made, we will
provide notice through our services, or by other means, to provide you the
opportunity to review the changes before they become effective.
You acknowledge that your continued use of our services after we
publish our changes to this privacy notice means that the collection, use, and
sharing of your personal information is subject to the updated privacy notice.
Your
data protection rights:
·
You are entitled to access your personal data
by sending a written request to enquiries@cottonsa.org.za. We may charge you a fee
for this service as set out in terms of Condition 8 of POPIA.
·
You may also request Cotton SA NPC to correct
or supplement any of your personal data, which Cotton SA NPC will undertake as
soon as practicable.
·
Request the destruction of your personal data, Cotton SA NPC will consider your request in light of any other laws or
regulations prohibiting Cotton SA NPC from destroying your personal data.
You are not required to pay any charge
for exercising your rights. If you make a request, we have one month to respond
to you.
Please contact us at enquiries@cottonsa.org.za if you wish to make a request.
Contact
details:
Cotton SA NPC
Address: 90 Cycad Place, Val-De-Grace, Pretoria, 0184
Phone Number: 012 804 1462
E-mail: enquiries@cottonsa.org.za
How
to complain:
If you have any concerns about our use
of your personal information, you can make a complaint to us at enquiries@cottonsa.org.za.
You can also complain to the Information
Regulator if you are unhappy with how we have used your Information.
Their contact details are as
follows:
The Information
Regulator (South Africa)
27 Stiemans Street
Forum III, 3rd Floor Braampark
P.O. Box 31533
Braamfontein, Johannesburg, 2017
Complaint’s e-mail:
complaints.IR@justice.gov.za