How JHG Personnel Practitioners collects, uses and protects your personal information
Last updated: 01 September 2026 | Effective date: 10 September 2026
1. Introduction
1.1 JHG Personnel Practitioners (“JHG“, “we“, “us” or “our“) provides labour, payroll, human resources and compliance services to organisations in South Africa. Handling personal information is at the heart of what we do, and we take that responsibility seriously.
1.2 This Privacy Policy explains how we collect, use, share, store and protect personal information, and what rights you have. It is written to comply with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and should be read together with our Website Terms and Conditions and our PAIA Manual.
1.3 By using our website (www.jhg.co.za), contacting us, applying for a position, or engaging our services, you acknowledge that your personal information will be processed as described in this policy.
2. Who we are
For the purposes of POPIA, JHG is the responsible party for personal information that we decide how and why to process. Our details are:
| Name | Joubert Hendrikse Group (Pty) Ltd |
| Registration number | 1994/006844/07 |
| Physical address | 120 Edward Street, Edward IV Building, 1st Floor, Bellville, 7530, Western Cape, South Africa |
| Telephone | +27 21 919 7635 |
| hello@jhg.co.za | |
| Website | www.jhg.co.za |
3. Important terms
In this policy, the following terms have the meanings given to them in POPIA:
- Personal information means information relating to an identifiable, living natural person and, where applicable, an identifiable existing juristic person (such as a company).
- Processing means any operation involving personal information, including collecting, recording, storing, updating, using, sharing, and deleting it.
- Data subject means the person to whom the personal information relates.
- Responsible party means the party that determines the purpose and means of processing.
- Operator means a party that processes personal information on behalf of a responsible party under a contract or mandate.
- Special personal information includes information about religious or philosophical beliefs, race or ethnic origin, trade union membership, political persuasion, health or sex life, biometric information, and criminal behaviour.
4. Whose personal information we process
This policy applies to the personal information of:
- visitors to our website and people who contact us through our website, email, telephone or social media;
- our clients and prospective clients, and the representatives and contact persons of those organisations;
- employees of our clients, whose information we process when delivering payroll, labour relations, HR and compliance services;
- job seekers and candidates who submit their CVs or apply for positions through us;
- our suppliers, service providers and their representatives.
5. What personal information we collect
Depending on your relationship with us, we may collect the following:
5.1 Identity and contact information
Name and surname, title, identity or passport number, date of birth, gender, nationality, physical and postal address, email address, telephone and mobile numbers, and job title.
5.2 Business and client information
Company name and registration details, VAT and tax reference numbers, B-BBEE information, billing details, and correspondence and service records.
5.3 Employment and payroll information
Employee numbers, employment contracts, job descriptions, remuneration and benefits, income tax reference numbers, UIF and Compensation Fund information, bank account details, leave and attendance records, medical aid and retirement fund details, disciplinary and grievance records, and performance records.
5.4 Candidate and recruitment information
CVs, qualifications, employment history, references, and, only with your consent where required, the results of background, credit, qualification and criminal record checks.
5.5 Website and technical information
IP address, browser type, device information, pages visited, time spent on pages, and information collected through cookies and similar technologies (see section 15).
5.6 Special personal information
In the course of our labour and payroll services, we may need to process special personal information, such as health information (for example, medical certificates for sick leave or incapacity matters), trade union membership (for union subscriptions and labour relations), race (for employment equity and B-BBEE reporting), and criminal behaviour (for pre-employment checks or disciplinary matters). We only do so where POPIA permits it, for example with your consent, where it is necessary to meet a legal obligation, or to establish, exercise or defend a right or obligation in law.
5.7 Children’s personal information
Our website and services are not directed at children. We only process a child’s personal information where it is necessary for payroll or benefits administration (for example, dependants on a medical aid) and where POPIA permits it, such as with the consent of a competent person or to comply with the law.
6. How we collect personal information
- Directly from you, for example when you complete a contact form, send us an email, call us, submit a CV, or sign an agreement with us.
- From our clients (employers), who provide us with employee information so that we can deliver payroll, HR and labour services on their behalf.
- From third parties, such as referees, verification agencies, credit bureaux, public registers, and government bodies, where lawful and, where required, with your consent.
- Automatically, through cookies and analytics tools when you use our website.
Where you provide us with personal information about another person (for example, an employee or a referee), you confirm that you are authorised to do so and that the person is aware that their information will be shared with us.
7. Why we process personal information
We only process personal information for specific, lawful purposes, and on one of the grounds set out in section 11 of POPIA:
| Purpose | Examples | Lawful basis |
| Delivering our services | Running payroll, preparing payslips, submitting statutory returns, managing leave, advising on labour matters, and representing clients in disciplinary or dispute processes. | Contract; legal obligation; client’s legitimate interest |
| Recruitment and placement | Assessing CVs, verifying qualifications and references, and presenting candidates to clients. | Consent; legitimate interest |
| Legal and regulatory compliance | Tax, UIF, Compensation Fund, SDL and employment equity submissions, and keeping records required by law. | Legal obligation |
| Client relationship management | Responding to enquiries, preparing quotes, invoicing, and managing our accounts. | Contract; legitimate interest |
| Marketing | Sending newsletters, legislative updates, and information about our services. | Consent; existing client relationship (s69 POPIA) |
| Website operation and security | Keeping our website functional and secure, and understanding how visitors use it. | Legitimate interest; consent for non-essential cookies |
| Protecting our rights | Establishing, exercising or defending legal claims, and preventing fraud. | Legitimate interest; legal obligation |
We will not process your personal information for a purpose that is incompatible with the purpose for which it was collected, unless POPIA allows it.
8. When we act as an operator
8.1 When a client (employer) gives us its employees’ personal information so that we can provide payroll, HR or labour services, the client is usually the responsible party and JHG acts as its operator.
8.2 In these cases, we process the information only on the client’s instructions and under a written agreement, we keep it confidential, and we apply appropriate security safeguards as required by sections 20 and 21 of POPIA.
8.3 If you are an employee of one of our clients and have questions about how your information is used, you may contact your employer directly or contact us and we will assist or refer your request to your employer.
9. Who we share personal information with
We do not sell, rent or trade personal information. We only share it where necessary, and with the following categories of recipients:
- the South African Revenue Service (SARS), the Department of Employment and Labour, the Unemployment Insurance Fund, the Compensation Fund, SETAs, and other government or regulatory bodies;
- medical aid schemes, retirement funds, insurers, and other benefit providers;
- banks and payment service providers, for salary and supplier payments;
- our clients, for example when we present a candidate or report on a payroll or labour matter;
- trusted service providers who support our business, such as IT, cloud hosting, payroll software, email, and website providers, who act as our operators and are bound by confidentiality and security obligations;
- our professional advisers, such as attorneys, auditors and insurers;
- courts, tribunals, law enforcement, or other parties where we are required or permitted by law to do so.
10. Transfers outside South Africa
10.1 Some of our service providers (for example, cloud storage or email providers) may store personal information on servers outside South Africa.
10.2 We will only transfer personal information across borders where section 72 of POPIA allows it, for example where the recipient is subject to laws, binding corporate rules or a binding agreement that provide an adequate level of protection, where you have consented, or where the transfer is necessary to perform a contract with you.
11. How we protect personal information
11.1 We take appropriate, reasonable technical and organisational measures to protect personal information against loss, damage, unauthorised access and unlawful processing, as required by section 19 of POPIA.
11.2 These measures include access controls and passwords, role-based access to payroll and HR systems, encryption where appropriate, secure backups, antivirus and firewall protection, confidentiality undertakings from staff and service providers, and secure disposal of records.
11.3 No system is completely secure. While we work hard to protect your information, we cannot guarantee absolute security, particularly for information transmitted over the internet.
12. Security compromises
If we have reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will notify the Information Regulator and the affected data subjects (or, where we act as an operator, the relevant client) as soon as reasonably possible, in line with section 22 of POPIA.
13. How long we keep personal information
13.1 We keep personal information only for as long as we need it for the purpose it was collected, unless a longer period is required or allowed by law, by contract, or for a lawful business purpose.
13.2 Payroll, tax and employment records are generally kept for at least five years (or longer where legislation requires), in line with laws such as the Tax Administration Act, the Income Tax Act, the Unemployment Insurance Act, and applicable labour legislation.
13.3 Unsuccessful candidates’ CVs are kept for [e.g. 12 months] so that we can consider them for future opportunities, unless you ask us to delete them sooner.
13.4 When personal information is no longer needed, we will securely destroy, delete or de-identify it.
14. Direct marketing
14.1 We will only send you electronic direct marketing (such as newsletters or service updates) if you have given us consent, or if you are an existing client and the marketing relates to similar services, as permitted by section 69 of POPIA.
14.2 Every marketing message will include a simple way to unsubscribe. You may also opt out at any time by emailing hello@jhg.co.za. Opting out of marketing will not affect service-related communications.
15. Cookies and website analytics
15.1 Our website uses cookies, which are small text files stored on your device. Essential cookies are needed for the website to work properly. Analytics cookies help us understand how visitors use the website so that we can improve it.
15.2 Our website may use third-party tools such as [e.g. Google Analytics]. These providers may collect information about your use of our website in line with their own privacy policies.
15.3 You can manage or disable cookies through our cookie banner or your browser settings. Disabling some cookies may affect how the website functions.
16. Your rights
Under POPIA, you have the right to:
- be told that your personal information is being collected, and be notified if it has been accessed by an unauthorised person;
- ask whether we hold your personal information, and request access to it (subject to the Promotion of Access to Information Act 2 of 2000 (“PAIA”));
- ask us to correct, update, destroy or delete your personal information where it is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully;
- object, on reasonable grounds, to the processing of your personal information, and object at any time to processing for direct marketing;
- withdraw your consent at any time, where we rely on consent (this will not affect processing that took place before you withdrew it);
- not be subject to a decision based solely on automated processing that has legal or similarly significant consequences for you;
- lodge a complaint with the Information Regulator; and
- institute civil proceedings regarding an alleged interference with the protection of your personal information.
17. How to exercise your rights
17.1 To exercise any of your rights, please contact our Information Officer using the details in section 2. Requests to object may be made using POPIA Form 1, and requests for correction or deletion using POPIA Form 2, both of which are available from the Information Regulator’s website or from us on request.
17.2 Requests for access to records are dealt with under our PAIA Manual, which is available [on our website at www.jhg.co.za/paia-manual / at our offices]. A prescribed fee may apply to access requests.
17.3 We may need to verify your identity before responding. We will respond within a reasonable time and within any period prescribed by law.
18. Links to other websites
Our website may contain links to third-party websites, including social media platforms. We are not responsible for the privacy practices or content of those websites, and we encourage you to read their privacy policies.
19. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in the law or in our practices. The latest version will always be available on our website, with the “last updated” date shown at the top. Where changes are significant, we will take reasonable steps to let you know.
20. Contact us and complaints
If you have any questions about this policy, or concerns about how we handle your personal information, please contact us first so that we can try to resolve the matter:
| hello@jhg.co.za | |
| Telephone | +27 21 919 7635 |
| Address | 120 Edward Street, Edward IV Building, 1st Floor, Bellville, 7530 |
If you are not satisfied with our response, you may lodge a complaint with the Information Regulator:
| Information Regulator | Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 |
| Complaints email | POPIAComplaints@inforegulator.org.za |
| Telephone | 010 023 5200 |
| Website | www.inforegulator.org.za |