FREE POPIA TOOLKIT

SUPPORTING TEMPLATE

Information Handling Policy

Last Updated: [Date]

1. Introduction

At [Organization Name], we are committed to protecting the privacy and confidentiality of personal information entrusted to us. This Information Handling Policy outlines how we handle, process, and safeguard personal information in accordance with the Protection of Personal Information Act (POPIA) and other relevant data protection laws.

2. Scope

This policy applies to all employees, contractors, and third parties who handle personal information on behalf of [Organization Name]. It covers the collection, storage, processing, sharing, and disposal of personal information.

3. Principles

We adhere to the following principles when handling personal information:

• Lawfulness, fairness, and transparency: We collect and process personal information lawfully, fairly, and transparently, and we inform individuals about our data processing practices.
• Purpose limitation: We only collect and process personal information for specified, explicit, and legitimate purposes.
• Data minimization: We limit the collection of personal information to what is necessary for the intended purposes.
• Accuracy: We take reasonable steps to ensure that personal information is accurate, complete, and up-to-date.
• Storage limitation: We store personal information for no longer than is necessary for the purposes for which it was collected.
• Integrity and confidentiality: We implement appropriate technical and organizational measures to protect personal information against unauthorized or unlawful processing and accidental loss, destruction, or damage.
• Accountability: We are accountable for complying with data protection laws and ensuring the effectiveness of our information handling practices.

4. Collection of Personal Information

We collect personal information directly from individuals or from other sources, such as third-party service providers. We only collect personal information for specified purposes and with the consent of the data subject, unless otherwise permitted by law.

5. Use and Disclosure of Personal Information

We use personal information for the purposes for which it was collected, and we do not disclose personal information to third parties without the consent of the data subject, unless otherwise permitted by law.

6. Data Security Measures

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. These measures include encryption, access controls, and regular security assessments.

7. Data Subject Rights

We respect data subjects’ rights regarding their personal information, including the right to access, rectify, erase, restrict processing, and object to processing. We provide mechanisms for data subjects to exercise their rights and respond to requests in a timely manner.

8. Data Breach Response

In the event of a data breach involving personal information, we have procedures in place to assess the breach, mitigate its impact, notify affected individuals and authorities, and take steps to prevent future breaches.

9. Training and Awareness

We provide regular training and awareness programs to employees and contractors on their responsibilities under this policy and data protection laws.

10. Compliance Monitoring and Review

We regularly review and monitor our information handling practices to ensure compliance with this policy and applicable data protection laws. We update this policy as necessary to reflect changes in our practices or legal requirements.

11. Contact Information

If you have any questions or concerns about our Information Handling Policy or our handling of personal information, please contact us at [contact email or address].