Introduction
Moonstone Information Refinery (Pty) Ltd is committed to protecting your
privacy and ensuring your personal information is collected and used in an
appropriately, lawfully and transparent manner. Moonstone Information
Refinery (Pty) Ltd subscribes to the terms outlined in the Protection of
Personal Information Act ("the POPI Act") and any other legislation
relating to data privacy and confidentiality the company is subject to.
The content of this document includes:
1. Moonstone Information Refinery (Pty) Ltd.'s role
2. Personal information we record and process
3. Service Providers
4. Retention of data
5. How your personal information is used
6. Who will receive your personal information and why
7. Security of personal information
8. Your rights
9. More information
10. Changes to our Privacy Policy
The objective of this document is to provide you with an understanding of
how your personal information is managed as well as your rights in terms of
the POPI Act. Please read this document carefully before providing personal
information.
Moonstone Information Refinery (Pty) Ltd, or any division of The Moonstone
Group of Companies, may from time to time include links on our websites or
social media platforms of other organisations. Moonstone Information
Refinery (Pty) Ltd has no control over how they store and process data, and
we advise you to check their privacy policy before providing personal
information through these links.
1. Moonstone Information Refinery (Pty) Ltd.'s role
The Financial Sector Conduct Authority is responsible for the Regulatory
Examinations in terms of the Determination of Fit and Proper Requirements
and in terms of section 6 of the Act, delegate these functions to Moonstone
Information Refinery (Pty) Ltd, "Exam Body", to assist with the setting,
conducting, managing and recording of the regulatory examination in
accordance with this determination. The Exam Body has an authorisation
agreement with the FSCA as detailed in BN 154 of 2008.
Our role is the implementation, management, administration and
recordkeeping of the Regulatory Examinations, and provide the Authority of
data and feedback reports on an ongoing basis in relation to items
specified in the authorisation agreement.
When you register or request any of these Regulatory Services, Moonstone
Information Refinery (Pty) Ltd will process your personal information in
order to give effect to the obligations and responsibilities contained in
the service level agreement which you have signed and / or the terms and
conditions which you have accepted. Moonstone Information Refinery (Pty)
Ltd will also process your personal information to discharge its
responsibilities as appointed Exam Body by the Financial Services Conduct
Authority (FSCA).
2. Personal information we record and process
Candidates' personal information required for registration with regards to
Regulatory Examinations
Personal information is collected directly from you through the completion
of an application and registration form, or, where applicable, through the
completion of bulk registration forms by your employer. These forms are
available in both electronic and paper formats. The bulk registration sheet
is only available in electronic format. We may request personal information
in subsequent communications to check your identity in order to fulfil
legislative obligations. We may also collect information about you from
other sources such as external third parties and from cookies on our
website.
This personal information about you will include:
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Your name and personal information to identify you
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Address, telephone numbers and e-mail address
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Bank statements forwarded to MIR Finance department for supporting
& validation purposes (refunds)
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Where relevant, the following additional personal information:
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Work/Study Permits
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Marriage certificates
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Divorce Decree
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Death certificates
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Where relevant, your employment details
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Where relevant, your health information to arrange for special
needs
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Medical certificates/reports
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Where relevant, your race to report same to the relevant regulatory
or governmental authorities in terms of our authorisation agreement with
the FSCA.
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Data provided through you corresponding with us
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Any updates to personal information provided to us by yourself or,
where relevant, your employer
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Your IP address, information about your visit to our websites, your device information and how you use our websites
3. Service Providers
We will hold information in relation to the persons engaged in providing
services to Moonstone Information Refinery (Pty) Ltd which could include
organisational data, service-related data and any other information
relevant to the performance of the services / relationship.
4. Retention of data
We will retain your personal information only as long as is necessary for
the purpose for which it was collected, or for any period as prescribed by
legislation. The disposal of personal information is done in a secure
manner once no longer required to be held.
5. How your personal information is used
We can only use your personal information for its intended use and
complying with contractual and regulatory responsibilities. Personal
information is used to perform the following functions:
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Perform our contractual obligations in the administration of
contracts;
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Perform our contractual obligations in relation to any service
contracts; and
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Any legislative, reporting and legal responsibilities.
6. Who will receive your personal information and why
Your personal information may be shared within the Moonstone Group of
Companies. The "Moonstone Group of Companies" within the context of this
Privacy Notice refers to Moonstone Information Refinery (Pty) Ltd.,
Moonstone Compliance (Pty) Ltd., Moonstone Business School of Excellence
(Pty) Ltd., Moonstone Software Solutions (Pty) Ltd., Moonstone Business
Solutions (Pty) Ltd. and any subsequent subsidiary or holding company of
the Moonstone Group which may be incorporated or registered after the date
on which this Privacy Notice was published. Kindly note that your personal
information is only shared between the Moonstone Group of Companies insofar
as it is necessary for Moonstone Information Refinery (Pty) Ltd to
discharge its responsibilities as stipulated in the service level agreement
and / or the terms and conditions which you have accepted.
We share your personal information with trusted third parties who are
contracted by Moonstone Information Refinery (Pty) Ltd. These third parties
may not delegate their responsibilities with any other party without the
written consent Moonstone Information Refinery (Pty) Ltd. These third
parties are contracted to perform functions on our behalf and assist us to
provide our products and/or services to you and meet legal and regulatory
obligations. These parties are limited, by law and/or by contract, in their
use of your personal information for any purpose other than to provide
services for us or to meet a regulatory obligation. The third parties could
include:
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Your employer (where applicable);
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Invigilators;
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The Moonstone Group of Companies;
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Analytics and search engine providers assisting in the improvement
and optimisation of our websites;
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Information Technology specialists assisting us with data storage,
security, processing, analytics, etc;
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Auditors of Moonstone Information Refinery (Pty) Ltd;
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Regulatory or governmental authorities.
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If you have registered for a Regulatory Examination may share your
information as part of its statutory and reporting obligations with:
· Financial Sector Conduct Authority (FSCA)
-
If you have registered for the regulatory examination and wish to
appeal a certain question Moonstone Information Refinery (Pty) Ltd share
your information as part of its authorisation agreement with:
· Financial Sector Conduct Authority (FSCA)
· Moonstone Internal Appeals Committee members
-
If you have been registered by your company / coordinator,
Moonstone Information Refinery (Pty) Ltd may share your information as part
of its statutory and reporting obligations with:
· Where relevant, your employer, where a service level agreement to
this effect has been concluded.
7. Security of personal information
The main risks of processing your personal information are that data can be
lost, stolen or misused. Your personal information could fall into the
hands of someone who may use it for fraudulent intentions or make public
information you wish to keep private. Moonstone Information Refinery (Pty)
Ltd has policies and procedures in place to secure your personal
information, which includes:
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Physical access control to our premises;
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Staff training and communication highlighting the importance of
data privacy;
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Internal policies relating to data privacy, information technology
and cyber security;
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Password protection to electronic devices and systems; and
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Firewall protection and anti-virus software.
Please note, any transmission of data over the internet has risks and
security cannot be completely guaranteed. Moonstone Information Refinery
(Pty) Ltd will make every effort to minimize the risk, but any party
transmitting or receiving data should be aware and take the necessary
security precautions. Moonstone Information Refinery (Pty) Ltd will not be
held legally liable for any personal information you reveal to a third
party. Using the internet is entirely at your own risk.
8. Your rights
You have a right to the following:
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Update incorrect or out of date personal information;
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Delete any personal information in terms of any legislation;
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Withdraw your consent where consent is required to use or process
your personal information;
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Consider any valid objections to the use or processing of your
personal information (Annexure B);
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Details of the personal information we hold about you, why and how
it is being used (Annexure A); and
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Lodge a complaint with the Information Regulator (Annexure B).
When exercising any of your rights we may request specific personal
information to verify your identity. This is to ensure we are engaging with
the rightful owner of the personal information. All requests will be
considered in terms of your rights and requirements in terms of
legislation.
9. More information
If you require more information concerning the use of your information, or
to exercise any rights in terms of this document and / or legislation,
please contact us through the following means:
Complete the Personal Information Request Form as reflected in Annexure A.
The Deputy Information Officer
The Moonstone Information Refinery (Pty) Ltd
25 Quantum Street, Techno Park, Stellenbosch, 7600
Email: Jmtosen@moonstonecompliance.co.za
Telephone: 021 883 8000
You have a right to complain to the Information Regulator if you feel your
information has been misused. For further information please refer to their
website, as reflected below. Alternatively, you can contact the Information
Regulator through the details provided below.
The Information Regulator: Adv Pansy Tlakula
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg,
2001
Email: complaints.IR@justice.gov.za
Website: https://www.justice.gov.za/inforeg/index.html
10. Changes to our Privacy Policy
From time-to-time our Privacy Policy may be changed. The latest version
will be available on our websites.