Privacy Policy

Who we are

The responsible party

Pro HR Solutions (Pty) Ltd is the responsible party for the personal information described here. You can reach us at info@prohrsolutions.co.za or +27 75 921 8713. Any privacy question, request or complaint can be sent to the same address, marked for the attention of the Information Officer.

What we collect

Information you give us

• Enquiries: your name, company, email address, phone number and whatever you write in the message.
• Clients: the contact and billing details we need to quote, invoice and support you.
• HR work: employee information your business shares with us so we can do the work you have asked for, such as contracts, disciplinary matters, payroll support or CCMA representation. This can include employment history, disciplinary records and, where the matter requires it, sensitive information such as health or trade union membership.
• Website use: basic technical information such as your IP address, browser and the pages you view, collected by our hosting to keep the site secure and working.

Why we use it

Our purposes

• To answer your enquiry and give you a quote.
• To provide the HR, payroll and labour services you have engaged us for.
• To send quotes, invoices, statements, appointment confirmations and service updates, by email and by WhatsApp on the number you gave us.
• To keep proper records, meet our legal and tax duties, and defend or pursue a claim if one arises.
• Occasionally to tell you about our services. You can opt out at any time, and every marketing message tells you how.

We process this information because you asked us to, because we have a contract with you, because the law requires it, or because we have a legitimate interest in running our business properly. Where consent is needed, we ask for it and you may withdraw it.

WhatsApp and email

Messages we send

If you give us your mobile number, we may contact you on WhatsApp about your account, your quotes and invoices, appointments and the work in progress. These messages are sent through the WhatsApp Business Platform, which is operated by Meta, so the message content passes through Meta's systems in the same way any WhatsApp message does. You can stop them at any time by replying STOP, and we will keep a record of that request so it is honoured. Email works the same way: every marketing email carries an unsubscribe link.

Who else sees it

Sharing

We do not sell personal information. We share it only where it is needed:

• With service providers who host our website, CRM, email and messaging, under agreements that require them to protect it.
• With bargaining councils, the CCMA, attorneys or other parties where the matter you have engaged us on requires it.
• Where a law, court order or regulator requires disclosure.

Some of these providers store data outside South Africa. Where that happens, we use providers that are subject to laws or contractual terms giving protection comparable to POPIA.

How long we keep it

Retention

We keep client and employment records for as long as the relationship lasts and afterwards for the periods South African law requires, generally five years for tax and employment records. Enquiries that do not become work are deleted once they are no longer needed.

Keeping it safe

Security

Our website and client systems use encrypted connections, access is limited to the people who need it, and accounts are password protected. No system is perfect, so if a breach affects your information we will notify you and the Information Regulator as POPIA requires.

Your rights

What you can ask for

• A copy of the personal information we hold about you.
• Correction or deletion of information that is wrong, out of date or no longer needed.
• An objection to processing, or the withdrawal of a consent you gave.
• To be taken off our marketing lists, including WhatsApp.

Write to info@prohrsolutions.co.za and we will respond as quickly as we reasonably can. If you are not satisfied, you may complain to the Information Regulator (South Africa) at complaints.IR@justice.gov.za.

Changes

Updates to this policy

We update this page when our services or the law change. The date at the top shows when it was last revised.