[vc_row][vc_column width=”1/3″][vc_single_image image=”4054″ img_size=”350×300″ alignment=”center”][/vc_column][vc_column width=”1/2″][vc_custom_heading text=”Protection of Personal Information Act No. 4 of 2013″ font_container=”tag:h1|text_align:center|color:%2315ab00″ use_theme_fonts=”yes”][vc_column_text]

Some words of wisdom

You can’t lose what you don’t have – keep as little PI and SPI as possible!

Start thinking in terms of privacy in your daily life.

Try to protect the environment by minimising printing and doing as much as you can digitally.

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What is the Protection of Personal Information Act (“POPIA” or “POPI Act”)?

www.gov.za says that it aims:

A Word on Personal Information and Special Personal Information

Personal Information (“PI”) is any and all data you keep on any person or organisation. These people and organisations are called Data Subjects.

Special Personal Information (“SPI”) is any unique identifiers you keep on any person or organisation. For example, identify numbers, company/NPO registration numbers, ethnicity, religious beliefs, and more.

There is a lot more to understand about PI and SPI – it’s all in the POPIA Knowledge and Understanding Article.


Follow These Steps to POPIA Compliance

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Step 1: Understand the POPI Act

We analysed the POPI Act chapter-by-chapter, section-by-section part-by-part, even condition-by-condition and compiled an article that explains it in easier English, and terms of an educational establishment.

Read the Knowledge and Understanding of the POPI Act and the Knowledge and Understanding of the PAIA Act articles as many times as you need to until you understand it well.





Click through to get the POPIA article

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Step 2: Appoint a POPIA Team

Use for Section 1 (“POPIA Team”) in your POPIA File


Get the Job Descriptions and Appointment Letters

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Step 3: Analysis and Planning

Use for Section 2 (“Preparation and Planning”) in your POPIA File

Get the templates here

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Step 4: Children and Employees 

Use for Section 6 (“IR Authorisations and Data Subjects Rights”) in your POPIA File

For Employees: In terms of Section 27, if the data subject gives permission to process their SPI, then you do not need to apply for permission. If for any reason it is not possible to obtain permission from the employee, then:

For Children:  Even though you’ll obtain permission from the children’s parents/guardians, the Information Regulator is protecting the children and you should still apply for permission to process children’s information.

There is a special Guidance Note on the Processing of COVID-19 Information. In this case, and this case only, you do not have to obtain permission from the Data Subjects.[/vc_column_text][/vc_column][/vc_row][vc_row full_width=”stretch_row_content” equal_height=”yes”][vc_column width=”1/2″ css=”.vc_custom_1642666049238{background-color: #ed3e13 !important;}”][vc_column_text css=”.vc_custom_1646728546007{background-color: #ed3e13 !important;}”]

Step 5: PAIA Manual

Use for Section 3 (“Promotion of Access to Information”) in your POPIA File

Members can get the PAIA Manual template here

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Step 6: Policy and Procedures

Use for Section 4 (“In-house Privacy Policy”) in your POPIA File


Members can get the Privacy Policy and complaints templates here

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Step 7: Data Subject’s Rights

Use for Section 6 (“IR Authorisations and Data Subjects Rights”) in your POPIA File

Storing Consent Letters from Data Subjects: Your POPIA file may get very big if you use it to store the returned permission letters. Perhaps consider storing them digitally or on paper in a separate file.

Members can get their Consent Letters and Registers here

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Step 8: Document Management

Use for Section 7 (“Document Management”) in your POPIA File

An important aspect of the POPI Act is:

It is possible to use registers to record this information and to assist with making sure that information and documents are deleted timeously (and not kept for too long). Types of document registers are:

When managing your documents by using registers, please pay close attention to details as there is room for error. Software is available for this purpose and if you decide to buy it, try and get software that has been developed in South Africa and is aligned with our own POPI Act.

Members can get their document registers here

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Step 9: Your POPIA File

[/vc_column_text][/vc_column][/vc_row][vc_row full_width=”stretch_row_content” equal_height=”yes”][vc_column width=”1/2″ css=”.vc_custom_1642666160999{background-color: #ed3e13 !important;}”][vc_column_text css=”.vc_custom_1646728951366{background-color: #ed3e13 !important;}”]Section 1: POPIA Team – Refer to Step 2 above

Section 2:  Preparation and Planning – Refer to Step 3 above

Section 3: Promotion of Access to Information (PAIA) – Refer to Step 5 above

Section 4: In-House Privacy Policy (POPIA, the GDPR and PAIA) – Refer to Step 6 above

 Section 5: Complaints – Refer to Step 6 above

Section 6: IR Authorisations and Data Subject’s Rights – Refer to Step 4 and Step 7 above

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Section 8 – Correspondence and Notices – Refer to Step 9 above

 Section 9: Guidance Notes and Forms

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Buy the POPIA File Table of Contents here

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Step 10: Welcome to POPIA Compliance!

Try and arrange for the legal representative that you usually work to the review your POPIA File

[/vc_column_text][/vc_column][/vc_row][vc_row full_width=”stretch_row_content” equal_height=”yes”][vc_column][vc_empty_space][vc_custom_heading text=”Free POPI Act Downloads” font_container=”tag:h1|text_align:center|color:%2315ab00″ use_theme_fonts=”yes”][vc_row_inner][vc_column_inner][vc_empty_space][/vc_column_inner][/vc_row_inner][/vc_column][/vc_row][vc_row equal_height=”yes” el_id=”buydocuments”][vc_column width=”1/3″ css=”.vc_custom_1643103663432{background-color: #c8ffc0 !important;}”][vc_column_text css=”.vc_custom_1646730193535{background-color: #c8ffc0 !important;}”]

IR Guidance Notes and Application Forms

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Official Information Officer Forms to be Made Available to Data Subjects

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Publications and Links 

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Official Information Regulator Forms to be Aware Of

[/vc_column_text][/vc_column][/vc_row][vc_row el_id=”buysubscription”][vc_column width=”1/6″][/vc_column][vc_column width=”4/6″][vc_row_inner css=”.vc_custom_1582724524958{border-top-width: 3px !important;border-right-width: 3px !important;border-bottom-width: 3px !important;border-left-width: 3px !important;border-left-color: #ff00ff !important;border-left-style: solid !important;border-right-color: #ff00ff !important;border-right-style: solid !important;border-top-color: #ff00ff !important;border-top-style: solid !important;border-bottom-color: #ff00ff !important;border-bottom-style: solid !important;border-radius: 3px !important;}”][vc_column_inner][vc_custom_heading text=”Gain access free to all Tools for Schools documents” font_container=”tag:h1|text_align:center” use_theme_fonts=”yes” bb_tab_container=””][vc_column_text]Purchase a full subscription and get free access hundreds of editable Word and Excel templates to manage your Early Childhood Development Centre.[/vc_column_text][vc_btn title=”Buy A Full Subscription Today” style=”gradient-custom” gradient_custom_color_1=”#ff00ff” gradient_custom_color_2=”#5adeff” shape=”square” align=”center” button_block=”true” bb_tab_container=”” link=”url:http%3A%2F%2Ftechnovation-edu.co.za%2Fmembership-account%2Fmembership-levels%2F||target:%20_blank|”][/vc_column_inner][/vc_row_inner][/vc_column][vc_column width=”1/6″][/vc_column][/vc_row][vc_row][vc_column width=”1/6″][/vc_column][vc_column width=”4/6″][vc_custom_heading text=”Otherwise, buy Individual POPI Act Templates” font_container=”tag:h1|text_align:center|color:%2315ab00″ use_theme_fonts=”yes”][vc_column_text]

Click on the template below to buy them. Perhaps consider purchasing a12-month subscription (for R1280 once-off) as it is by far the most cost-effective way to do it.


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