Profida Application Privacy Policy

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Computer Science Software (Pty) Ltd built the PROFIDA cloud based policy administration system as a commercial application. This SERVICE is provided by Computer Science Software (Pty) Ltd and is intended for use as is. This privacy policy applies to clients and users of PROFIDA.

This page is used to inform clients and users regarding our policies with the collection, use, storage, and disclosure of Personal Information while using our Service.

If you choose to use our Service, then you agree to the collection, storage and use of information in relation to this policy. The Personal Information that we collect is used for providing and improving the Service. We will not use or share your information with anyone except as described in this Privacy Policy.

The terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, unless otherwise defined in this Privacy Policy.

While using our Service, we may require you to provide us with certain personally identifiable information, including but not limited to Your Email Address as required for sending emails via PROFIDA. The information that we request will be retained by us and used as described in this privacy policy.

Generally, we collect Personal Information in the following ways:

Upon submission of an application form or other forms/orders relating to any of our products and services;
When interacting with our support team (via telephone, face-to-face, online and emails);
While working on a support case submitted by a client or representative;
Upon submission of a request to be contacted by us;
When there is attendance and/or response based on one of our promotions or initiatives;
When recording and storing an online session, meeting or training;
When submitting Personal Information to us for any other reason.

By providing Personal Information to us, you acknowledge that the information has been collected from you directly and there is consent for us to process such information.

If we are provided with any Personal Information relating to a third party (e.g. information about a policyholder, insured, spouse, children, parents, employees), by submitting such information, you confirm that the consent of the third party to provide us with such personal information has been obtained.

We are collecting, using and disclosing Personal Information for the following purposes:

To respond to queries and requests;
To manage our administrative and business operations and comply with internal policies and procedures;
Opening or continuation of accounts/licences and establishing or providing users with the products and services subscribed to;
Facilitating the continuation or termination of user subscriptions to our products and services;
Facilitating the daily operation of the products and services (including but not limited to billing, client service, client verification, technical support, network maintenance and troubleshooting);
Facilitating third party services if purchased, obtained, administered through us (e.g. SMS);
Managing and executing the service level agreement (SLA) with users and clients;
To resolve complaints and handle requests and/or enquiries;
To prevent, detect, investigate a crime, analyse and mange commercial risks;
To monitor or record phone calls, online sessions for quality assurance, employee training and performance evaluation;
For legal purposes (including but not limited to obtaining legal advice and dispute resolution);
To conduct investigations relating to disputes, billing, suspected illegal activities or fraud;
To meet or comply with any applicable rules, laws, regulations, codes of practice or guidelines issued by any legal or regulatory bodies which are binding to you and/or us;
Administering and processing any insurance claims;
For purposes which are reasonably related to the aforementioned.

In terms of Protection of Personal Information Act (POPIA) where we are hosting your data, you are the Responsible Party relating to your data and we are the Operator. We both have respective obligations to comply with POPIA.

PROFIDA uses third party services that may collect information used to identify you, but only if you or your management have explicitly agreed to these or asked us to activate such integration.

If activated then these third party services use YOUR information as follows:

Google Mail Integration: IP address, email address;
SMS: Dedicated credentials to authenticate access, cellphone number and message text;
Bank and Collection Bureau Integrations: Dedicated credentials to authenticate access, IP Address;
Daily and monthly Insurer data upload: Dedicated credentials to authenticate access, IP Address, client, policy and claim data;
Insurer Auditing Team: Client, policy, claim data and related workflow data, email address, user name, login name, login history, birthdate, ID number, passport number;
Compliance Officers: Client, policy, claim data and related workflow data;
Astute: Dedicated credentials to authenticate access, IP Address.

If activated then WE use these third party services as follows:

Google Mail Integration: Reading your labels (activity topics), sending of emails from Profida. These emails are stored within Profida as activities. Your Google mail credentials are not stored within Profida, only specifically issued access tokens for labels and sending of emails;
SMS: Sending of SMS from Profida. These SMS messages are stored within Profida as activities;
Bank and Collection Bureau Integrations: Profida sends debit order, refund and other payment related data. This includes client's banking details, policy number and premium or refund amount. For commission and similar payments it includes the recipient name, banking details and payment amount;
Daily and monthly Insurer data upload: Profida sends data as specified above;
Insurer Auditing Team: This is a login facility, the same you are using but generally with read only access;
Compliance Officers: This is a login facility, the same you are using but generally with read only access;
Astute: The data downloaded from insurers is used to provide you with client portfolio reports and is available for other administrative tasks.

You have the choice to withdraw consent for receiving marketing or promotional materials / communication at any time.

We want to inform you that whenever you use our Service, in a case of an error in PROFIDA we collect data and information (through log and debug processes). This Log Data may include information such as your user name, device IP address, device name, operating system and version, browser type and version, the time and date of your use of the Service, and other statistics.

Cookies are files with a small amount of data that are commonly used as anonymous unique identifiers. These are sent to your browser from the PROFIDA pages that you visit and are stored on your device's internal memory and hard drive.

When using PROFIDA you accept the use of PROFIDA cookies. We do not use cookies on our website.

We may employ third-party companies and individuals due to the following reasons:

To facilitate our Service;
To provide the Service on our behalf;
To perform Service-related services; or
To assist us in analysing how our Service is used; or
As instructed or authorised by you, see above "Information Collection and Use".

We want to inform users of this Service that these third parties may have access to your Personal Information. The reason is to perform the tasks assigned to them on our behalf. However, they are obligated not to disclose or use the information for any other purpose.

We value your trust in providing us your Personal Information, thus we are striving to use commercially acceptable means of protecting it. But remember that no method of transmission over the Internet, or method of electronic storage is 100% secure and reliable, and we cannot guarantee its absolute security.

This Service may contain links to other sites. If you click on a third-party link, you will be directed to that site (e.g. Gmail, Astute and links you create within PROFIDA). Note that these external sites are not operated by us. Therefore, we strongly advise you to review the Privacy Policy of these websites. We have no control over and assume no responsibility for the content, privacy policies, or practises of any third-party sites or services.

We may update our Privacy Policy from time to time. Thus, you are advised to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately after they are posted on this page.

This Privacy Policy and use of our products and services shall be governed in all respects by the laws of South Africa.

If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us via email at support@profida.co.za or phone at +27 21 975 0215

Profida Privacy Policy

Information Collection and Use

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Changes to This Privacy Policy

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