HRSimplified Privacy Notice and Consent

Your Privacy Matters:

We value your privacy and we are committed to treating your personal information with care and in compliance with the POPI Act of 2013 and the GDPR. By logging into the HRSimplified platform, you are consenting to the collection, storage, and use of your personal information as outlined in this privacy notice and consent.

About HRSimplified :

HRSimplified is an online HR platform, used by businesses to facilitate the storage and processing of employee data. The system is employed to support everyday HR processes and management activities.

Personal Data Stored on HRSimplified:

The data we collect, store, and process primarily depends on the nature of your interaction with the HRSimplified system, and the data requirements of your employer. This information might include your:

• Identification and contact details • Work permit and residency status • Professional role, responsibilities, and performance • Payment and benefits information • Job application and recruitment information • Health and safety information, including COVID-19 data • Time and attendance records

For a comprehensive list of possible data fields, please refer to our website.

HRSimplified also houses additional modules, such as Time and Attendance, COVID-19, Recruitment, Asset Management, and Talent Management, which may collect additional data to support their respective functionalities.

Data Use and Protection:

We confirm that:

• HRSimplified does not share any personal data with external third parties • HRSimplified will not sell your personal information • HRSimplified might use the data to create anonymised industry research and to enhance the features inside HRSimplified platform • Your data must be stored for a minimum of 5 years, even after you leave your employer, as required by the Department of Labour and other governmental institutions.

HRSimplified may send you email notifications related to the use of the system, such as leave applications or performance reviews. These emails are purely functional and are not used for any other purpose.

Security of Data Storage:

At HRSimplified, we take data security seriously and have implemented rigorous measures to protect your data. We employ the ASP.NET Identity Framework and use various security practices, such as session timeouts, data obfuscation, strict password management, and data encryption.

Your data is further protected by the advanced security measures at our data centres, which include biometric access, network security, and surveillance. The environment is also secured through practices like dedicated isolated network (VLAN), two-factor authentication, VPN, antivirus measures, and more.

In addition, HRSimplified employs a roles and permissions structure to control who can view data. It is the employer’s responsibility to set up the permissions and roles for their employees on the system, thereby ensuring that the correct individuals have access to the appropriate data.

Consent and Acceptance:

By logging into the HRSimplified system, you are acknowledging that you understand and accept:

• Your personal data will be stored, processed, and enriched on the HRSimplified platform for the purpose of executing HR functions

• HRSimplified is solely a platform provider and that your employer has the liberty to use this platform as they see fit

• HRSimplified has implemented the necessary security measures to protect your data. Any misuse of data due to the employer’s failure to use the security features provided and adhere to best practices will not be held against HRSimplified (DataSimplified PTY LTD) in terms of the POPI Act.

For more information regarding the POPI act, data security, and HRSimplified POPI compliance, please visit:

HRSimplified is a product owned and operated by DataSimplified PTY (Ltd) (2016/476148/07).