Collection
We collect personal information relating to all data subjects (to include Students, Alumni, Donors, Board Members, Tutors, Academic Partners, Service Providers and OLH volunteer and permanent staff, and in some cases family members and other potential beneficiaries, and from employers of students where applicable. In some cases, we will collect personal information directly from the data subjects (or from the responsible adult, in the case of children).
We use your personal information:
• To accept, advise and support OLH students
• Communicate effectively with OLH Alumni who wish to remain in contact, potential and current Donors, Board Members, Tutors who provide learning support to students, Staff members, Volunteer staff, Academic Partners, and Service Providers
• To comply with applicable legislation
Without your personal information, we would not be able to fulfil the commitment OLH has towards is students, staff, and all partners.
Your consent
We collect personal information directly from you, and therefore ask for your consent and explain why we need the personal information and what we will do with it.
Third parties, and disclosure of information
We rely on certain third parties to provide services to OLH. When we do this, this means they will hold and process your personal information. We require that they agree to our privacy principles and practices or apply at least equivalent standards of their own to ensure that your personal information is accurate, kept safe, and only used for legitimate OLH related purposes.
The most important of these service providers are:
• Domain and email services provider
• OLH accounting services processing payroll
• Consultancy providing HR staff related services
• Other professional advisors such as lawyers, accountants, insurance, student wellbeing counsellors
We will not disclose your personal information to external organisations that are not OLH related parties, unless you give us your consent, unless we are required to do so by law, or if it is necessary to protect your rights and interests as a data subject of OLH.
Transfer across borders
Sometimes we, or our service providers, will store and process your personal information in other countries. When this happens, we, or our service providers, will ensure that the party which is storing and processing the personal information is legally or contractually required to conform to standards regarding the security and privacy of personal information that are substantially the same as those that apply in South Africa.
Securing your personal information
Our security systems and processes, and those of our service providers, are designed to prevent loss, unauthorised destruction, damage and/or access to your personal information by unauthorised third parties.
Access to your personal information
As an OLH data subject, you may: (a) ask us to give you a description of your personal information that we hold; and (b) ask us to correct or update your personal information. (Please see the OLH Manual in terms of the Promotion of Access to Information Act for more details on this – this Manual is available at www.overstrandhub.org or from the OLH Information Officer, whose details are given at the end of this document.)
We may, if allowed by law, charge a fee for this.
Our use of technology to follow your use of our website
While you are using our website or mobile application, we automatically process certain personal information, such as visits to our website. We use this information to find out which areas of our website people visit most and to monitor the use of our website. This helps us to add more value to our services to Fund members. This information is gathered in such a way that we do not get personal information about any individual or their online behaviour on other websites and no information collected in this way is ever made available to third parties.
Cookies
We may use cookie technology on our website. A cookie is a small text file that is saved on your Internet browser when you use our website. The cookie is sent to our computer each time you visit our website. Cookies make it easier for us to give you a better experience online.
Types of cookies used on our website:
Session cookies: These cookies are temporary and only exist while you browse our website. As soon as you close your browser or move to a different website, they are removed. They allow our website to link your actions during a browser session.
Persistent cookies: These are permanent cookies that are stored on your device until they reach a set expiry date or until you delete them. They remember your preferences or actions across our site (or in some cases across different websites). We may use them for various reasons, such as remembering your preferences and choices when using our site, or to display only relevant advertising messages to you.
First-party cookies: These cookies are owned and created by us.
Third-party cookies: These cookies are owned and created by another company that provides a service to us, such as social media sharing, website analytics or content remarketing.
How to disable cookies
You can stop your browser from accepting cookies by changing the settings on your web browser. Be aware that restricting cookies may impact the functionality of our website. We recommend that you allow cookies. On most browsers, cookies are enabled by default. Explore the settings and options on your browser to disable or enable them, or visit https://www.aboutcookies.org for detailed information about managing cookies on various browsers.
Links to other websites
Our website and mobile application may have links to or from other websites. Although we try to link only to websites that also have high privacy standards, we are not responsible for their security, privacy practices or content. We recommend that you always read the privacy and security statements on these websites.
Retention of correspondence
If you communicate with us by e-mail or in writing, we, and our administrator (and other parties with whom you communicate directly, such as your Tutor or the relevant Course Coordinator) may retain a copy or record of the correspondence, where allowed by law, to protect your rights and interests in the event that a dispute arises.
Recording of voice calls
We, and our service providers, communicate with you through different methods and channels. If allowed by law, our administrator (and other parties with whom you communicate directly, such as your Tutor or the relevant Course Coordinator) may record and monitor voice calls to make sure that they comply with their, and our, legal and regulatory responsibilities and internal policies, and to protect your rights and interests if a dispute arises. Where we or our service providers do so, you will be advised at the outset that the call will be recorded
Your rights
We will take note of your rights under applicable privacy and data protection laws, especially your right to object, on reasonable grounds, to certain types of processing.
Right to change this privacy statement
We may change this privacy statement. We will publish all changes on our website. The latest version of our privacy statement will replace all earlier versions, unless it says differently.
Queries and complaints
If you have any queries or complaints about privacy, please contact the Fund’s Information Officer:
Information Officer – Mrs Annelie Mojzis
OLH’s registered postal / street address – 65 Main Road, Hermanus, 7200
Information Officer Telephone – +27 63 226 0090 / +27 28 312 4109
Information Officer E-mail – annelie@overstrandhub.org
Website – www.overstrandhub.org
If you are unhappy with the OLH response and want to make a formal complaint about the way in which the Fund has handled your personal information (or if you want to learn more about your rights under South Africa’s Protection of Personal Information Act 2013), you can contact the Information Regulator, an independent regulatory authority established under South Africa’s Protection of
Personal Information Act (POPIA).
The Information Regulator (South Africa)
JD House
27 Stiemens Street
Braamfontein, Johannesburg
Website: www.justice.gov.za/inforeg/
E-mail: complaints.IR@justice.gov.za or inforeg@justice.gov.za
Date published: March 2022
Overstrand Learning Hub
