POPIA privacy notice

Responsible Officer and H2E representative

Sarel Roets is H2E’s registered Information Officer and authorised H2E representative for this platform. Privacy requests, corrections, objections, or questions may be sent to administrator@h2e.co.za.

Information we process

• Identity and contact details: name, approved cellphone number, email, role, job title and account sign-in records.
• Operational records: project assignments, work updates, attendance, check-in/out timestamps, lunch and overtime records.
• Location and evidence: location supplied during attendance, and site evidence photos, timestamps, locations and notes when you submit them.
• Optional profile information: a profile photograph if you choose to upload one.
• Restricted records: limited sickness, absence, banking or payment details when needed for employment, payroll or operational administration. Access is limited to authorised staff.

Why we use it

We use information to manage employment and contractor relationships; allocate and manage projects; record attendance, health-and-safety and site work; administer payments and expenses; protect the platform; and meet legal, contractual, audit and reporting obligations. We collect only information that is relevant and reasonably necessary for these purposes.

Our lawful basis and your choices

Processing may be necessary for your employment or contractor arrangement, H2E’s legitimate operational interests, a legal obligation, or your consent where consent is appropriate. This acknowledgement confirms that you received the notice; it does not remove your statutory rights. You may withdraw consent for optional processing, such as an optional profile photograph, but this does not affect lawful processing already completed or processing H2E must perform for employment, operational or legal reasons.

Who may receive information

Authorised H2E administrators, project managers, finance and operational staff may access only the information needed for their role. H2E uses carefully selected service providers to operate this platform, including secure cloud hosting and database services, Google Drive for project files, and SMS or messaging providers when enabled. Some providers may process data outside South Africa; H2E will use appropriate safeguards and only share what is necessary.

Security and retention

H2E uses role-based access, password or device authentication, activity records and restricted administrative access to protect information. No system can guarantee absolute security, but suspected unauthorised access must be reported immediately. Information is retained only for as long as needed for the purposes above and for applicable employment, contractual, financial, tax, audit or legal retention requirements, then securely deleted or de-identified where appropriate.

Your POPIA rights

You may ask to access, correct or update personal information; request deletion where H2E no longer has a lawful reason to retain it; object to certain processing; or lodge a complaint. Start with the Responsible Officer at administrator@h2e.co.za. You may also complain to South Africa’s Information Regulator using its official channels.

Staff responsibilities

Use only your own account, keep your password and device biometric credentials private, verify evidence before uploading, and do not upload unnecessary personal or sensitive information about colleagues, community members or clients. Report an incorrect upload, loss of a device, suspected unauthorised access or privacy concern to the Responsible Officer promptly.