POPIA & PAIA Notice
This page is maintained by HR & Labour Consulting (Pty) Ltd to explain how we collect, use and protect personal information under the Protection of Personal Information Act, 2013 (POPIA), and how to request information under the Promotion of Access to Information Act, 2000 (PAIA).
POPIA notice
HR & Labour Consulting is the responsible party for the personal information we process in the course of providing HR, labour-law and software services to our clients and their employees.
Information we collect
Identifying details (name, ID number, contact details), employment information (role, payroll, leave, performance), training and qualification records, CCMA and disciplinary records, and any information you submit through our website or Employee Central platform.
Why we process it
- To deliver consulting, advisory and dispute-resolution services contracted by our clients.
- To operate the Employee Central HR platform on behalf of employer clients.
- To meet statutory obligations (Employment Equity, Skills Development, BCEA, LRA, SARS, SETA, CCMA).
- To communicate with you about enquiries, engagements and service updates.
Your rights under POPIA
- Request confirmation of, and access to, the personal information we hold about you.
- Request correction or deletion of personal information that is inaccurate or no longer required.
- Object to processing, where lawful grounds exist.
- Lodge a complaint with the Information Regulator (inforegulator.org.za).
To exercise any of these rights, email the Information Officer at cindy@hrlabourconsulting.com or submit the PAIA request form below.
Where your data lives
We deliberately use a small set of vetted service providers (operators, in POPIA terms) so we always know where personal information is stored and who has access to it.
Hosts this website and the Employee Central application, including the encrypted database that stores HR records. Data is held on secure cloud infrastructure with access restricted to authenticated administrators and protected by row-level security policies. Backups and transport (HTTPS/TLS) are encrypted.
Sends transactional and notification email on our behalf (enquiries, account messages, reminders). Brevo stores recipient email addresses and message metadata under its own GDPR-aligned policies. We do not share personal information with Brevo beyond what is needed to deliver the message.
- Encryption in transit (HTTPS/TLS) and at rest on the database.
- Role-based access — staff only see what their role requires.
- Multi-factor authentication on administrator accounts.
- Automated daily backups with restricted restore access.
- Retention limited to what each engagement and statutory obligation requires.
- Operator agreements in place with both Lovable and Brevo.
This describes our current operational controls; it is not an independent certification.
PAIA Manual
Prepared in terms of section 51 of the Promotion of Access to Information Act, 2000.
1. Particulars of the private body
- Name: HR & Labour Consulting (Pty) Ltd
- Information Officer: Cindy Ruddeck
- Email: cindy@hrlabourconsulting.com
- Telephone: 063 777 4457
- Offices: Silverlakes, Pretoria · Umhlanga, Durban
2. Guide on how to use PAIA
The Information Regulator has published a Guide in terms of section 10 of PAIA explaining how to use the Act. The Guide is available in all official languages from the Regulator at inforegulator.org.za or on request from the Information Officer.
3. Categories of records held
- Company records: registration, financial, tax and statutory records.
- Client records: engagement letters, advice notes, CCMA files, EE plans, training records.
- Employee records of clients processed via Employee Central (contracts, leave, performance, payroll inputs).
- Employee records of HR & Labour Consulting staff.
- Records held under other legislation: Companies Act, Income Tax Act, Labour Relations Act, Basic Conditions of Employment Act, Employment Equity Act, Skills Development Act, POPIA.
4. How to request a record
A request for access must be made on the prescribed PAIA Form 2 (below). Submit the completed form to the Information Officer by email. We will respond within 30 days as required by section 56 of PAIA. Where access is granted, prescribed access and reproduction fees may be payable.
5. Grounds for refusal
Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, including mandatory protection of third-party personal information (s 63), commercial information (s 64), confidential information (s 65), safety of individuals and property (s 66), and privileged records (s 67).
PAIA Request Form (Form 2)
Complete this form to request access to a record. Email the completed form to cindy@hrlabourconsulting.com, or print and deliver it to one of our offices.
A request fee and access fee may be payable in accordance with the regulations made under section 92 of PAIA. The Information Officer will notify you of any fees due before processing the request.