Privacy Policy for Ethos Solutions
Effective Date: [02 June 2026]
Last Reviewed: [02 June 2026]
Responsible Party: Data Protection Officer (DPO), Ethos Solutions
1. Who We Are
Ethos Solutions provides HR compliance, labour law, employment equity, training, coaching, and transformation consulting services.
Company name: Ethos Solutions
Email: privacy@ethossolutions.co.za
Phone: [+27 73 969 3817]
Physical address: [1 Farrar Street, Comet, Boksburg 1459, South Africa]
This privacy policy explains how we collect, use, store, and protect your personal information.
2. What Information We Collect
We collect personal information only when necessary to deliver our services or improve your experience.
From clients and prospects:
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Full name, job title, company name
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Work email, phone number, physical address
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Billing and contract information
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Employment equity data (race, gender, disability status – only with explicit consent)
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Disciplinary records (when representing you at the CCMA)
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Coaching session notes (anonymised where possible)
From website visitors:
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IP address, browser type, referring pages
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Pages visited and time spent on site (via cookies – see section 7)
From job applicants:
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CV, cover letter, qualifications, references
3. How We Use Your Information
We use your personal information only for legitimate business purposes:
| Purpose | Legal Basis (POPIA) |
|---|---|
| Deliver consulting, training, or CCMA representation | Performance of a contract |
| Send invoices, reminders, and service updates | Performance of a contract |
| Comply with SETA, DoL, or CCMA requirements | Legal obligation |
| Improve our website and marketing | Legitimate interest |
| Send newsletters (you can unsubscribe anytime) | Consent |
We do not sell, rent, or trade your personal information to third parties.
4. Sharing Your Information
We may share your data with trusted third parties only when necessary:
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SETA, DoL, CCMA – to submit required reports or represent you in hearings
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Payment processors – to process credit cards or EFTs (they do not retain your data)
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Email platform – to send you service communications (e.g., Mailchimp)
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Legal or regulatory authorities – if required by law
All third parties sign data protection agreements and comply with POPIA.
5. Data Retention
We keep your personal information only as long as needed:
| Data Type | Retention Period |
|---|---|
| Client contracts & invoices | 7 years (tax/legal requirement) |
| CCMA case files | 3 years after case closure |
| Employment equity reports | 5 years (as required by DoL) |
| Coaching notes | 1 year after last session (anonymised thereafter) |
| Marketing opt‑in data | Until you unsubscribe |
After retention expires, we securely delete or anonymise your data.
6. Your Rights (POPIA Compliance)
Under South Africa’s Protection of Personal Information Act (POPIA) , you have the right to:
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Access – request a copy of the personal data we hold about you
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Correct – update inaccurate or outdated information
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Delete – request erasure (subject to legal retention requirements)
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Object – stop processing for direct marketing
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Lodge a complaint – with the Information Regulator of South Africa
To exercise any right, email privacy@ethossolutions.co.za. We will respond within 10 business days.
7. Cookies on Our Website
Our website uses essential and analytical cookies:
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Essential cookies – enable login, forms, and secure areas (no consent needed)
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Analytics cookies – help us understand how visitors use the site (Google Analytics)
You can disable non‑essential cookies via your browser settings. Disabling may affect website functionality.
8. Data Security
We implement reasonable technical and organisational measures to protect your data:
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Encrypted storage for sensitive client files
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Access restricted to authorised consultants only
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Regular security audits and staff POPIA training
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Secure destruction of physical documents (shredding)
Despite our efforts, no internet transmission is 100% secure. You share data at your own risk.
9. Children’s Privacy
Our Youth Employability & High School Training programmes may involve learners under 18. In such cases, we collect data only with written parental or guardian consent and the school’s authorisation. We do not market to children.
10. International Transfers
We store data primarily in South Africa. If we use international platforms (e.g., Google Workspace), we ensure they comply with POPIA or equivalent data protection laws.
11. Changes to This Policy
We may update this privacy policy occasionally. The latest version will always be available on our website or provided upon request. Material changes will be communicated via email to active clients.
12. Contact & Complaints
For privacy questions or requests:
Privacy Officer, Ethos Solutions
Email: privacy@ethossolutions.co.za
Phone: [+27 73 969 3817]
To lodge a complaint with the regulator:
Information Regulator (South Africa)
Email: POPIAComplaints@inforegulator.org.za
Website: www.inforegulator.org.za
Ethos Solutions – Protecting your privacy is part of our ethos.