As a responsible party as defined by the Protection of Personal Information Act 4 of 2013 (“POPIA”), we at Anneke Whelan Attorneys (“AWA”) have prepared the following policy to protect our data subjects from suffering any loss of a breach of POPIA. Data Protection compliance is a key function at AWA where we are committed to delivering services in compliance with the applicable law and regulations, accountable to our clients and data subjects for protecting their personal data and personal data breaches.
Anneke Whelan is the Information Officer (“IO”) for AWA. For queries, contact Anneke by email at anneke@whelan.co.za or by telephone at 082 924 0500.
AWA collects the personal information of its clients as defined in terms of POPIA and, as required by the Financial Intelligence Centre Act 38 of 2001, as amended (“FICA”), e.g., the race, gender, sex and identity number, proof of address, company registration documents including shareholder registers and the race, gender, sex and identity number of its directors, trust documents including the race, gender, sex and identity number of trustees and beneficiaries.
These documents are kept in both electronic format and hard copy format at our offices situated at Themis Law Chambers, Unit 1 Roeland Square, corner Roeland Street and Drury Lane, Cape Town, 8001, Western Cape.
The hard copy format documents are stored in a lockable filing cabinet on our office premises which are monitored 24/7 by security personnel stationed at the main entrance to our offices and is further protected with an alarm system connected to a response unit.
The electronic copy format documents are stored in the cloud via Microsoft Cloud Storage software. AWA has a Microsoft 365 subscription which allows us to save documents in a personal vault. A personal vault is a protected folder within Microsoft OneDrive that can only be accessed with a two-step authentication verification. It gives us an added layer of protection for files and personal information we hold. Please see Microsoft’s Trusted Data Protection guide for further information.
We accordingly secure the integrity and confidentiality of personal information in our possession or under our control by taking appropriate, reasonably practical, and organisational measures to prevent any loss or damage to or unauthorised destruction of personal information and unlawful access to or processing of personal information.
All documents containing the personal information of our clients, suppliers, employees, etc. that we are no longer required and/or authorised to retain, is discarded into a lockable bin, which is collected by a third-party supplier who removes the bin from our premises, and attends to document destruction at its premises, and who thereafter provides us with a certificate confirming compliance with POPIA.
Should we discover an actual or suspected “security compromise” as defined in POPIA, we will immediately report such breach to our client, the Information Regulator, and notify the Legal Practice Council, accordingly.
AWA’s website – https://www.whelan.co.za/ – only uses cookies insofar as the Google Virtual Tour add-on makes use of cookies. Our website makes provision for a ‘cookie notice’ and ‘cookie policy’.
10. Google tracks the number of virtual tour views and as the Google 360° Street View Virtual Tour is built on Google Maps by using Google Analytics to track the user information. We have not subscribed to Google’s marketing service. Please see Google Analytics Tracking Code overview for more information.
For more information, feel free to contact our Information Officer, Anneke Whelan at anneke@whelan.co.za or 082 924 0500.
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