HIS ASSIGNMENT (PTY) LTD
Privacy Policy
In terms of the Protection of Personal Information Act 4 of 2013 (PoPIA)
Version 1.0 | Effective Date: April 2026 | www.hisassignment.co.za
1. Introduction
HIS Assignment (Pty) Ltd (“HIS Assignment”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of all individuals with whom we interact — including clients, employees of our clients, website visitors and prospective clients.
This Privacy Policy explains how we collect, use, store, share and protect personal information in accordance with the Protection of Personal Information Act 4 of 2013 (PoPIA) and any applicable South African law.
By engaging our services or using our website at www.hisassignment.co.za, you confirm that you have read and understood this policy.
2. Who We Are — Responsible Party
The responsible party for the purposes of PoPIA is:
HIS Assignment (Pty) Ltd
Registration No: 2026/189104/07
Physical Address: 396 Elgin Street, Ferndale, Randburg, Gauteng, 2194
Email: payroll@hisassignment.co.za
Telephone: 084 709 0089
Website: www.hisassignment.co.za
Information Officer
In terms of section 55 of PoPIA, our designated Information Officer is:
Name: Nomusa Ndigi
Capacity: Information Officer
Email: payroll@hisassignment.co.za
Address: 396 Elgin Street, Ferndale, Randburg, Gauteng, 2194
Note: HIS Assignment is in the process of registering the Information Officer with the South African Information Regulator as required under section 55(1) of PoPIA. Registration will be completed as soon as practicable.
3. What Personal Information We Collect
We collect personal information that is necessary to provide our payroll BPO and consulting services. This includes, but is not limited to:
3.1 Client Business Information
- Company name, registration number and VAT number
- Contact person name, designation, email address and telephone number
- Business address and banking details (for invoice payment)
- SARS tax reference numbers and eFiling credentials (where provided)
3.2 Employee Personal Information (Processed on Behalf of Clients)
- Full name, identity number and date of birth
- Residential address and contact details
- Bank account details for payroll disbursement
- Salary, allowances, deductions, bonuses and leave balances
- Tax reference numbers (income tax)
- UIF and SDL reference information
- Employment contract terms relevant to payroll processing
3.3 Website Visitor Information
- Name, email address and company name submitted via contact or quote forms
- IP address and browser data collected automatically via cookies
- Any message or enquiry content submitted through the website
4. How We Collect Personal Information
- Directly from clients during onboarding and service delivery
- From client-authorised representatives who submit employee data to us
- Via our website contact and quote request forms
- Via email, telephone, WhatsApp and other direct communication
- From payroll platforms we operate on behalf of clients (SimplePay, Sage Payroll, PaySpace, QuickBooks Online, and other authorised platforms)
5. Why We Collect and Use Personal Information — Lawful Purpose
We process personal information only for the following lawful purposes:
- To provide payroll processing, payroll outsourcing and related services to clients
- To calculate and process employee salaries, deductions, bonuses and leave
- To meet statutory obligations — EMP201, EMP501, UIF declarations (UI-19), SDL submissions and IRP5/IT3(a) generation — as required by SARS and the Department of Labour
- To generate and distribute payslips to employees on behalf of clients
- To respond to enquiries submitted through our website or direct channels
- To issue invoices and manage client accounts
- To comply with any legal, regulatory or statutory obligation applicable to us
- To improve our services and website functionality
6. Third Parties We Share Information With
We do not sell, rent or trade personal information to any third party. We share personal information only where necessary and only with the following categories of recipients:
6.1 Statutory Authorities (Mandatory)
- South African Revenue Service (SARS) — EMP201, EMP501, IRP5/IT3(a) and related submissions
- Department of Employment and Labour — UIF declarations and UI-19 submissions
- Compensation Fund — where applicable
6.2 Payroll and Technology Platforms
We use the following platforms to process payroll on behalf of clients. Each platform is subject to its own data processing agreement and security standards:
- SimplePay (simplepay.co.za)
- Sage Payroll (sage.com/en-za)
- PaySpace (payspace.com)
- QuickBooks Online (quickbooks.intuit.com)
- Any other platform expressly authorised by the client
6.3 Banks and Payment Processors
- Banking institutions, where bank account validation or payment processing is required as part of the payroll service
We do not share personal information with any third party beyond those listed above without the explicit consent of the data subject or as required by law.
7. How We Store and Protect Personal Information
We store personal information using a combination of cloud-based storage (such as Google Drive or OneDrive) and local secure storage on company devices. The following measures are in place to protect the information we hold:
- Password-protected and access-controlled file storage
- Restricted access — only authorised staff process personal information
- Use of reputable, security-compliant cloud platforms
- Regular backups to prevent data loss
- Secure email communication for transmission of sensitive payroll data
We retain personal information only for as long as is necessary to fulfil the purpose for which it was collected, or as required by law (for example, SARS requires payroll records to be retained for a minimum of five years).
8. Your Rights as a Data Subject
In terms of PoPIA, you have the following rights in relation to your personal information held by us:
- Right of access — you may request confirmation of whether we hold your personal information and request a copy of it
- Right to correction — you may request that we correct inaccurate, incomplete or outdated information
- Right to deletion — you may request that we delete personal information we no longer have a lawful basis to retain
- Right to object — you may object to the processing of your personal information in certain circumstances
- Right to lodge a complaint — you may lodge a complaint with the Information Regulator if you believe your rights have been infringed
To exercise any of the above rights, submit a written request to:
payroll@hisassignment.co.za
Attn: Information Officer — Nomusa Ndigi
We will respond within a reasonable time, and in any event within 30 days of receiving your request.
9. Information Regulator
You have the right to lodge a complaint with the Information Regulator of South Africa if you believe your personal information rights have been violated:
The Information Regulator (South Africa)
Website: www.inforegulator.org.za
Email: inforeg@justice.gov.za
Physical: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
10. Cookies and Website Data
Our website (www.hisassignment.co.za) may use cookies and similar tracking technologies to improve user experience and analyse website traffic. Cookies may collect your IP address, browser type, pages visited and time spent on the site.
You may disable cookies in your browser settings at any time, although this may affect the functionality of certain website features.
11. Cross-Border Data Transfers
Where we use cloud-based platforms that store data on servers outside South Africa (for example, Google or Microsoft infrastructure), we ensure that such platforms provide an adequate level of data protection comparable to PoPIA standards. We will not transfer personal information cross-border unless the receiving party is subject to a data processing agreement that meets PoPIA requirements.
12. Children’s Personal Information
Our services are directed at businesses and their employees. We do not knowingly collect personal information from persons under the age of 18 years without the consent of a competent person (as defined in PoPIA).
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or business operations. The most current version will always be available on our website at www.hisassignment.co.za. Continued use of our services following any update constitutes acceptance of the revised policy.
14. Contact Us
For any privacy-related queries, requests or concerns, please contact:
HIS Assignment (Pty) Ltd — Information Officer
Nomusa Ndigi
396 Elgin Street, Ferndale, Randburg, Gauteng, 2194
Email: payroll@hisassignment.co.za
Tel: 084 709 0089
This Privacy Policy was last updated in April 2026 and will be reviewed annually or upon any material change to our data processing practices.