MEI­HUIZEN FREIGHT (PTY) LTD MAN­U­AL IN TERMS OF THE PRO­TEC­TION OF PER­SON­AL INFOR­MA­TION ACT, NO 4 OF 2013 (POPIA)

Mei­huizen Freight (Pty) Ltd T/A
Mei­huizen International

MAN­U­AL & UNDER­TAK­ING in terms of The Pro­tec­tion of Per­son­al Infor­ma­tion Act, 2013
No. 4 of 2013 (the "ACT")

June 2021

INDEX

1. Intro­duc­tion to Mei­huizen Freight (Pty) Ltd trad­ing as Mei­huizen International
2. Com­pa­ny Con­tact Details
3. The ACT
4. Applic­a­ble Legislation
5. What is Per­son­al Information?
6. What is the Pur­pose of the Col­lec­tion, Use and Dis­clo­sure of Personal
   Information?
7. What is “Respon­si­ble Par­ty” and “Data subject”?
8. What is “Pro­cess­ing”?
9. How will Mei­huizen Col­lect Per­son­al Information?
10. Con­sent and Per­mis­sion to Process Per­son­al Information
11. Rights regard­ing the pro­cess­ing of Per­son­al Information
12. Per­son­al Infor­ma­tion Retention
13. Secu­ri­ty Mea­sures in Place
14. Access to Manual

1. INTRO­DUC­TION

Mei­huizen Freight (Pty) Ltd trad­ing as Mei­huizen Inter­na­tion­al (Mei­huizen), was formed in 1984 and con­ducts busi­ness as a logis­tics sup­ply chain agent, Ships Agent and Export Pro­cure­ment Agent, Com­pa­ny Reg­is­tra­tion Num­ber: 1983/007382/07

2. COM­PA­NY CON­TACT DETAILS

Per­sons designated/duly autho­rised persons:

Direc­tors

Peter Mei­huizen (Man­ag­ing Director)
Ger­ald Hage­mann, Mark Kilbride.

Chief Infor­ma­tion Officer
Colleen Jooste
Email Address: colleenj@meihuizen.co.za

Deputy Infor­ma­tion Offi­cer
Ger­ald Hagemann
Email Address: geraldh@meihuizen.co.za

Postal Address: P.O. Box 5492, Cape Town, 8000
Street Address: 6th Floor, 5 St Georges, St Georges Mall, Cape Town, 8001
Tele­phone Num­ber: 021 440 5400
Fax Num­ber: 021 421 5563

3. THE ACT

3.1 The ACT aims to give effect to the con­sti­tu­tion­al right to pri­va­cy by reg­u­lat­ing the right to pri­va­cy against that of access to per­son­al infor­ma­tion. The ACT requires that per­son­al infor­ma­tion per­tain­ing to indi­vid­u­als be processed law­ful­ly and in a rea­son­able man­ner that does not infringe on the right to pri­va­cy. This man­u­al sets out how per­son­al infor­ma­tion will be col­lect­ed, used and pro­tect­ed by Mei­huizen as required by the ACT.

3.2 The use of the word “the indi­vid­ual” for the pur­pos­es of this doc­u­ment shall be a ref­er­ence to any indi­vid­ual and/or juris­tic per­son com­mu­ni­cat­ing with Mei­huizen and/or con­clud­ing any agree­ment, Cus­tomer Appli­ca­tion form, Ship­ping Instruc­tion, employ­ees and/or poten­tial employ­ees, sup­pli­ers of Mei­huizen or any indi­vid­ual as defined in our Stan­dard Terms and Con­di­tions as a Client or Cus­tomer or indi­vid­ual that uses our web­site in accor­dance with our Terms of Use Pol­i­cy. The Stan­dard Terms and Con­di­tions and Terms of Use Pol­i­cy can be locat­ed on the Mei­huizen web­site www.meihuizenint.com.

3.3 There­fore the ACT pro­tects the per­son­al infor­ma­tion (PI) of both indi­vid­u­als and juris­tic per­sons by fol­low­ing 8 con­di­tions and/or prin­ci­ples that a busi­ness should fol­low: (1) Account­abil­i­ty (who takes respon­si­bil­i­ty), (2) Pro­cess­ing lim­i­ta­tion (when you can use PI), (3) Pur­pose spec­i­fi­ca­tion (accept­able rea­sons to process PI), (4) Fur­ther pro­cess­ing (using the PI again for anoth­er rea­son), (5) Infor­ma­tion qual­i­ty (mak­ing sure the PI is of a good qual­i­ty), (6) Open­ness (let­ting peo­ple know what PI you have about them), (7) Secu­ri­ty (both dig­i­tal and phys­i­cal secu­ri­ty of PI) and (8) Data sub­ject par­tic­i­pa­tion (let­ting peo­ple access and cor­rect their PI)

4. APPLIC­A­BLE LEG­IS­LA­TION (*includ­ing but not lim­it­ed to)

No Ref Act

1. No 25 of 2002 Elec­tron­ic Com­mu­ni­ca­tions and Trans­ac­tions Act
2. No 2 of 2000 Pro­mo­tion of Access of Infor­ma­tion Act
3. No 68 of 2008 Con­sumer Pro­tec­tion Act
4. No 4 of 2013 Pro­tec­tion of Per­son­al Infor­ma­tion Act

5. WHAT IS PER­SON­AL INFORMATION?

The per­son­al infor­ma­tion that Mei­huizen requires from indi­vid­u­als relates to names and/or sur­names, birth dates, race, gen­der, sex, preg­nan­cy, mar­i­tal sta­tus, nation­al and social ori­gin, colour, age, phys­i­cal and men­tal health, well-being, dis­abil­i­ty, reli­gion, lan­guage, employ­ment his­to­ry, reg­is­tra­tion num­bers, iden­ti­ty num­bers, con­tact num­bers, email address, phys­i­cal address, pass­port num­bers, demo­graph­ic infor­ma­tion, SARS VAT num­ber, SARS Cus­toms num­ber, ship­ping infor­ma­tion, finan­cial infor­ma­tion includ­ing bank­ing details, infor­ma­tion required to com­plete “Trans­port Doc­u­ments” as defined by our Stan­dard Terms and Con­di­tions and infor­ma­tion pro­vid­ed by the indi­vid­ual in the Appli­ca­tion to Com­mence Busi­ness Form, cor­re­spon­dence sent by the per­son that is implic­it­ly or explic­it­ly of a pri­vate or con­fi­den­tial nature or fur­ther cor­re­spon­dence that would reveal the con­tents of the orig­i­nal cor­re­spon­dence, the views or opin­ions of anoth­er indi­vid­ual about the per­son, and oth­er infor­ma­tion which may be defined as “per­son­al infor­ma­tion” or “spe­cial per­son­al infor­ma­tion” by the ACT. In sum­ma­ry the infor­ma­tion that Mei­huizen would require to main­tain our com­mer­cial rela­tion­ship with you in an effec­tive and effi­cient manner.

6. WHAT IS THE PUR­POSE OF THE COL­LEC­TION, USE AND DIS­CLO­SURE OF
PER­SON­AL INFOMATION?

Mei­huizen is legal­ly oblig­at­ed to col­lect, use and dis­close per­son­al infor­ma­tion for the purposes
of:

• Employ­ing and recruit­ing appro­pri­ate employees;
• Facil­i­tate com­mu­ni­ca­tion and arrange­ments with regards to gen­er­al meet­ings with poten­tial and/or Mei­huizen customers;
• Col­lect the min­i­mum amount of infor­ma­tion required to estab­lish the scope of work that needs to be com­plet­ed, ser­vice offer­ing required, and/or com­mer­cial rela­tion­ship required;
• Facil­i­tate the process of com­ple­tion of our Appli­ca­tion to Com­mence Busi­ness Form;
• Pro­vid­ing you with our ser­vices and prod­ucts accord­ing to agreed terms and as per your request, hence for the pur­pose of allow­ing the com­mer­cial terms to be exe­cut­ed between par­ties in line with our Stan­dard Terms and Con­di­tions to enable you to have a good cus­tomer experience;
• For car­ry­ing out the spe­cif­ic trans­ac­tions, ship­ping instruc­tions and main­tain­ing our con­trac­tu­al and busi­ness rela­tion­ship with our cus­tomers, appoint­ed agents, reg­u­la­to­ry author­i­ties, sup­pli­ers dur­ing the deliv­ery and exe­cu­tion of our com­mer­cial engagement;
• The facil­i­tat­ing of our com­mu­ni­ca­tion with you to ensure busi­ness con­ti­nu­ity, includ­ing pro­vid­ing you with nec­es­sary infor­ma­tion, doc­u­men­ta­tion, ref­er­ences and rec­om­men­da­tions about our ser­vices and products;
• Improv­ing the secu­ri­ty and func­tion­ing of our web­site, net­work and ERP sys­tem to ensure that you receive an excel­lent user expe­ri­ence, whilst our net­works and infor­ma­tion are secure.
• Pro­vid­ing you with tai­lored newslet­ters and/or noti­fi­ca­tions, includ­ing rel­e­vant mate­r­i­al to help you stay up to date with our ser­vices, prod­ucts and industry.
• Oper­at­ing and man­ag­ing our busi­ness oper­a­tions to ensure the prop­er func­tion­ing of our ser­vice offering.
• Com­ple­tion, sub­mis­sion, liai­son and dis­tri­b­u­tion of “trans­port doc­u­ments” in accor­dance with our Stan­dard terms and Con­di­tions to reg­u­la­tor author­i­ties, ship­ping lines, SARS Cus­toms, Clear­ing and For­ward­ing Agents, appoint­ed third par­ties, sup­pli­ers, banks, stor­age providers and any oth­er par­ty that requires the ‘trans­port doc­u­ment’ for us to ful­fill the require­ment set out in our com­mer­cial engage­ment with you.

7. WHAT IS “RESPON­SI­BLE PAR­TY” AND “DATA SUBJECT”?

The ACT defines a “respon­si­ble par­ty” as the pub­lic or pri­vate body or any oth­er per­son which, alone or in con­junc­tion with oth­ers, deter­mines the pur­pose of, and means for pro­cess­ing per­son­al infor­ma­tion. In this instance Mei­huizen is the respon­si­ble party.
The ACT defines “data sub­ject” as the per­son (nat­ur­al or juris­tic per­son) to whom the per­son­al infor­ma­tion relates to. In this instance the data sub­ject is the indi­vid­ual defined above.

8. WHAT IS “PRO­CESS­ING”?

The ACT pro­vides that the term “pro­cess­ing” cov­ers any oper­a­tion or activ­i­ty, whether or not by auto­mat­ic means, con­cern­ing per­son­al infor­ma­tion, includ­ing col­lec­tion, receipt, record­ing, orga­ni­za­tion, col­la­tion, stor­age, retrieval, alter­ation, con­sul­ta­tion or use, dis­sem­i­na­tion by means of trans­mis­sion, dis­tri­b­u­tion or mak­ing avail­able in any oth­er form, or merg­ing, link­ing, restrict­ing, era­sure or destruc­tion of information.

9. HOW WILL MEI­HUIZEN COL­LECT PER­SON­AL INFORMATION?

• Direct­ly from the indi­vid­ual or rep­re­sen­ta­tive of a juris­tic person;
• From an employ­er or oth­er duly authorized/mandated rep­re­sen­ta­tive who may seek or request our services;
• From appoint­ed third par­ties of the Data sub­ject to facil­i­tate the ful­fill­ment of our com­mer­cial engagement.
• From our own records relat­ing to our pre­vi­ous sup­ply of ser­vices or respons­es to the data sub­jects request for services.
• From any reg­u­lat­ed body
• It should be not­ed that the form of col­lec­tion can be through our web­site, email cor­re­spon­dence, tele­phone con­ver­sa­tions, phys­i­cal deliv­ery, and any oth­er form of direct com­mu­ni­ca­tion with the Data sub­ject as defined in our Stan­dard Terms of Conditions.

10. CON­SENT AND PER­MIS­SION TO PROCESS PER­SON­AL INFORMATION:

• The Data sub­ject is required to give con­sent in any rea­son­able form possible;
• The Data sub­ject here­by pro­vide autho­riza­tion to Mei­huizen to col­lect, use and dis­close per­son­al infor­ma­tion for the pur­pose stat­ed above;
• The Data sub­ject under­stands that with­hold­ing of, or fail­ure to dis­close per­son­al infor­ma­tion will result in Mei­huizen being unable to per­form its func­tions and/or any ser­vices or ben­e­fits the Data sub­ject may require from Meihuizen;
• The Data sub­ject under­stands that in terms of the ACT and oth­er laws of South Africa, there are instances where express con­sent is not nec­es­sary in order to per­mit the pro­cess­ing of per­son­al infor­ma­tion, which may be relat­ed to police inves­ti­ga­tion, lit­i­ga­tion or when per­son­al infor­ma­tion is pub­licly avail­able. The Data sub­ject will not hold Mei­huizen respon­si­ble for any improp­er or unau­tho­rised use of per­son­al infor­ma­tion that is beyond its rea­son­able control.

11. RIGHTS REGARD­ING THE PRO­CESS­ING OF PER­SON­AL INFORMATION:

• The Data sub­ject may with­draw con­sent to the pro­cess­ing of PI at any time, and should they wish to do so, must pro­vide Mei­huizen with rea­son­able writ­ten notice to this effect. Please note that with­draw­al of con­sent is still sub­ject to the terms and con­di­tions of any agree­ment or con­tract that is in place, includ­ing our Stan­dard Terms and Con­di­tions, as well as our Terms of Use Pol­i­cy. Should the with­draw­al of con­sent result in the inter­fer­ence of legal oblig­a­tions, then such with­draw­al will only be effec­tive if Mei­huizen agrees to the same in writ­ing. Mei­huizen specif­i­cal­ly draws atten­tion to the with­draw­al of con­sent that may result in Mei­huizen being unable to pro­vide the request­ed infor­ma­tion and/or ser­vice. Fur­ther, note that the revo­ca­tion of
  con­sent is not retroac­tive, and will not affect dis­clo­sures of PI that have already been made.
• In order to with­draw con­sent, please email notice to the Chief Infor­ma­tion Offi­cer or the Deputy Infor­ma­tion Officer.
• If you pro­vide us with any PI of anoth­er per­son, you are respon­si­ble for ensur­ing that such per­son is made aware of the infor­ma­tion con­tained in this Man­u­al and that the per­son has giv­en you his/her con­sent for shar­ing the infor­ma­tion with us.
• Except for cer­tain infor­ma­tion that is required by law, your deci­sion to pro­vide any PI to us is vol­un­tary. You will there­fore not be sub­ject to adverse con­se­quences if you do not wish to pro­vide us with your PI.
• Note that most of the PI that we hold about you comes from infor­ma­tion you com­plet­ed, there­fore, please ensure that you keep your infor­ma­tion cor­rect, up to date and a copy of the infor­ma­tion you pro­vid­ed us.

12. PER­SON­AL INFOR­MA­TION RETENTION:

We will retain the PI for as long as you use our web­site, and as long as we have an ongo­ing com­mer­cial rela­tion­ship with you, and for a rea­son­able time there­after. Note that some, or all of the PI may be required in order for the web­site to func­tion prop­er­ly, and we may be required to retain cer­tain infor­ma­tion by law. We fur­ther retain the PI based on the fol­low­ing principles:

• We retain your PI as long as we have an ongo­ing com­mer­cial rela­tion­ship with you;
• We will only keep the PI for as long as need­ed to pro­vide our ser­vices and prod­ucts to you;
• We retain your PI for as long as need­ed in order to com­ply with the ACT, requirements
  from reg­u­la­to­ry bod­ies and any oth­er law with­in South Africa;
• We retain PI in the best inter­est of the Data subject.
• We will delete or anonymize your PI when it is no longer required for the pur­pos­es for which it was col­lect­ed and sub­se­quent­ly processed.

13. SECU­RI­TY MEA­SURES IN PLACE

We place great impor­tance to your right to pri­va­cy and the pro­tec­tion of your PI. We want you to feel secure that when you deal with us, your PI is in good hands and secure. There­fore, we pro­tect PI in accor­dance with the applic­a­ble data pri­va­cy laws and data poli­cies. We also have imple­ment­ed appro­pri­ate orga­ni­za­tion­al and tech­ni­cal secu­ri­ty mea­sures to safe­guard your PI against unau­tho­rized or unlaw­ful destruc­tion of or dam­age. We main­tain organizational,
phys­i­cal and tech­ni­cal secu­ri­ty arrange­ments for all the PI we hold. We have pro­to­cols, con­trols and rel­e­vant poli­cies and pro­ce­dures to main­tain these arrange­ments tak­ing into account the risk assess­ment com­plet­ed and risk asso­ci­at­ed with the cat­e­gories of PI and pro­cess­ing of PI we under­take. We store PI on servers on an ongo­ing basis and dai­ly back­ups are com­plet­ed remote­ly to safe­guard the PI. The servers as well as all oth­er hard­ware and soft­ware are
pro­tect­ed with anti-virus soft­ware, fire­walls, pass­words and reg­u­lar maintenance.

14. ACCESS TO MANUAL

This man­u­al is avail­able for inspec­tion by the gen­er­al pub­lic upon request, dur­ing office hours and free of charge, at the offices of Mei­huizen Inter­na­tion­al. The man­u­al can also be request­ed from the Chief Infor­ma­tion Offi­cer of Deputy Infor­ma­tion Offi­cer. The man­u­al is also pub­lished on Mei­huizen International’s web­site referred to above.

SIGNED AT CAPE TOWN ON THIS 30TH DAY OF JUNE 2021