Privacy Notice

1. ABOUT THIS NOTICE

This notice explains how HIRE AND HIRE collects, uses, shares and protects your personal information, and what rights you have. It is issued in terms of section 18 of the Protection of Personal Information Act 4 of 2013 ("POPIA").

Please read it before you send us your CV or any other personal information.

2. WHO WE ARE

HIRE AND HIRE is a permanent placement recruitment agency. We introduce candidates to employers who are looking to fill positions.

We are the "responsible party" for the personal information described in this notice. That means we decide why and how it is processed, and we are accountable for it.

Any question about this notice, or any request about your personal information, should go to our Information Officer, Franco Rheeder, at admin@hireandhire.co.za.

3. WHO THIS NOTICE APPLIES TO

This notice applies to:

• candidates — anyone who sends us a CV, registers on our database, applies for a position through us, or is approached by us about a position;
• referees — people whose contact details a candidate gives us so that we can obtain a reference;
• client contacts — individuals at employers we work with;
• website visitors — anyone who uses our website.

4. WHAT WE COLLECT

From candidates

• your name, identity or passport number, date of birth and gender;
• your contact details, including telephone number, email address and physical address;
• your CV and everything in it — employment history, qualifications, professional registrations, skills, achievements;
• your current and expected remuneration, notice period and availability;
• your right to work in South Africa;
• the names and contact details of your referees, and what those referees tell us;
• the results of verification checks we carry out with your consent;
• notes of our conversations with you, interview feedback and assessment results;
• correspondence between us;
• where you choose to give it, demographic information used by employers for employment equity purposes. Giving us this is entirely optional and refusing does not affect how we deal with you.

From referees

• your name, your position, your relationship to the candidate, and what you tell us about the candidate.

From client contacts

• your name, job title, employer, and business contact details.

From website visitors

• we do not track website visitors or build any profile of them. Our hosting provider keeps standard server logs for security and reliability purposes only — see clause 12.

5. WHERE WE GET IT

Most of it comes directly from you.

We also collect information:

• from referees you have nominated;
• from institutions and former employers, where you have consented to us verifying what you have told us;
• from professional networking platforms and job boards where you have made your profile publicly available or have applied through them;
• from a person who refers you to us, where they have your permission to do so.

If we approach you about a position and you did not come to us directly, we will tell you where we got your details when we first contact you.

6. WHY WE PROCESS IT, AND ON WHAT BASIS

We do not sell your personal information to anyone.

7. GIVING US YOUR INFORMATION IS VOLUNTARY

You are not obliged to give us anything. But if you do not give us the information described in clause 4, we will not be able to represent you to employers, and in most cases we will not be able to assist you at all.

8. WHO WE SHARE IT WITH

Employers. We send your CV and associated information to employers in identified form — that is, with your name and identifying details, not anonymised.

We will not send your information to an employer unless we have first told you:

• who the employer is;
• the job title;
• the remuneration range;
• the working arrangements and location; and
• the reporting line,

and you have confirmed in writing that you agree to be put forward for that position, to that employer. We ask for that confirmation every time. Agreeing to this notice, or to our candidate terms, is not a substitute for it.

We require employers to keep your information confidential and to use it only for the position concerned.

Referees and verification providers. Where you have consented, we will contact the referees you nominate and the institutions needed to verify your qualifications and employment history.

Our service providers. We use third parties to run our business — [applicant tracking or recruitment software, email and file storage, website hosting, background screening providers]. They may process your information on our behalf. We put a written agreement in place with each of them requiring them to keep your information confidential and secure, and to process it only on our instructions.

Where the law requires it. We may disclose your information if we are compelled to do so by law, or where it is necessary to establish, exercise or defend a legal claim.

We will not contact your current employer, or anyone who is not a nominated referee, in a way that reveals you are looking for work, without your prior approval.

9. WHERE YOUR INFORMATION IS STORED

Our website, our forms, the CVs you send us and our email are hosted in South Africa, on infrastructure provided by Afrihost Internet Services. Your personal information does not leave the Republic in the ordinary course of our business.

Our hosting provider reserves the right to move a website between servers, including internationally, where it considers that necessary. Should that happen, we will only allow it where:

• the recipient is subject to a law, binding corporate rules or a binding agreement that gives your information a level of protection substantially similar to POPIA; or
• you have consented to the transfer; or
• the transfer is necessary to perform a contract with you, or one concluded in your interest.

We have a written agreement with each service provider that processes personal information for us, requiring them to keep it confidential and secure and to process it only on our instructions. We remain accountable for your information at all times, including if it ever leaves South Africa.

Where an employer we introduce you to is located outside South Africa, we will tell you that before we send your CV, and we will ask for your consent to that specific transfer at that point.

10. HOW LONG WE KEEP IT

We keep candidate information for five years from the date we last had substantive contact with you.

If you re-engage with us during that period — by sending us an updated CV, applying for a position, or replying substantively to us — a fresh five-year period starts from that date.

At the end of that period we delete or de-identify your information, unless the law requires or permits us to keep it for longer.

We keep referee and client contact information for as long as the business relationship continues, and for a reasonable period afterwards.

This does not limit your right to ask us to delete your information sooner. See clause 14.

11. CONTACTING YOU ABOUT OTHER OPPORTUNITIES

If you have agreed to it, we will contact you about positions other than the one you originally applied for, where we think they may suit you.

You can withdraw that agreement at any time, free of charge, by telling us in writing. Every electronic message we send you for this purpose will identify us and tell you how to stop receiving them.

Refusing, or later withdrawing, does not affect your registration with us or how we deal with you.

12. COOKIES AND WEBSITE ANALYTICS

Our website does not use analytics, advertising or tracking cookies. We do not profile visitors and we do not share visitor information with any advertising network.

We use only the cookies strictly necessary for the site and its forms to work. These cannot be switched off and do not require your consent. You can block or delete cookies through your browser settings, although parts of the site may then not work properly.

If we introduce analytics in future, we will update this notice and, where the law requires consent, ask for it before any such cookie is set.

13. AUTOMATED DECISIONS

We do not make decisions about you based solely on automated processing. A person at HIRE AND HIRE reviews every candidate, and every decision about whether to put you forward is taken by a person.

We may use automated tools, including artificial intelligence, to summarise or organise the information in your CV so that the person reviewing it can work more efficiently. These tools assist that person; they do not decide anything. The original document you sent us is always available to the person making the decision.

If you would like to know more about how we use these tools, or you want to make representations about a summary we hold, contact our Information Officer.

14. YOUR RIGHTS

You have the right to:

• be told what personal information we hold about you, and to ask for a copy of it. Confirming whether we hold information about you is free. A copy may attract a prescribed fee;
• have it corrected or deleted where it is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or was obtained unlawfully;
• object to us processing your information, on reasonable grounds;
• withdraw any consent you have given us, at any time. Withdrawing consent does not affect anything we did lawfully before you withdrew it;
• object to direct marketing, at any time and free of charge;
• complain to us, and to the Information Regulator.

If you withdraw your consent to be represented, we will not be able to put you forward to employers.

15. HOW TO EXERCISE YOUR RIGHTS

Send your request in writing to the Information Officer at admin@hireandhire.co.za, or to our registered office in clause 2.

Tell us what you are asking for and give us enough detail to identify you. We may ask you to verify your identity before we act.

We will respond within a reasonable time. Where you ask us to delete your information, we will stop the processing concerned and delete or de-identify your information within a reasonable time of receiving your request, except where the law requires or permits us to keep it, or where we need it to establish, exercise or defend a legal claim. Where that applies, we keep only what is necessary for that purpose.

Requests for access to records are dealt with in terms of our PAIA Manual, available at https://hireandhire.co.za/paia-manual.

16. IF SOMETHING GOES WRONG

If your personal information is accessed or acquired by an unauthorised person, we will notify you and the Information Regulator as soon as reasonably possible, as section 22 of POPIA requires.

17. COMPLAINTS

Please raise any complaint with our Information Officer first — we would rather fix it.

You may also complain directly to:

The Information Regulator (South Africa) Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 Telephone: 010 023 5200 | Toll free: 0800 017 160 General enquiries: enquiries@inforegulator.org.za POPIA complaints: POPIAComplaints@inforegulator.org.za PAIA complaints: PAIAComplaints@inforegulator.org.za Website: https://inforegulator.org.za

18. CHANGES TO THIS NOTICE

We may update this notice from time to time. The current version is always available at https://hireandhire.co.za/privacy, and the date it was last updated appears at the top. Where a change materially affects you, we will bring it to your attention.