Legal

Privacy Policy & POPIA Compliance

Your privacy matters. This policy explains how EmployeePulse collects, uses, and protects your personal information in accordance with the Protection of Personal Information Act (POPIA).

Last updated: February 2026

1. Information We Collect

1.1 Website Visitors

When you visit our website, we may collect:

• IP address and browser information (for security and analytics)
• Pages visited and time spent (to improve our website)
• Referral source (to understand how visitors find us)

1.2 Contact Form Submissions

When you submit a contact form or book a demo, we collect:

• Name and contact details
• Company name and size
• Your enquiry or message

1.3 Client Organisations

When you become a EmployeePulse client, we process:

• Administrator contact information
• Employee email addresses (for survey distribution)
• Optional demographic data (department, location, tenure) for segmentation
• Billing information

1.4 Survey Respondents

When employees complete surveys:

• Survey responses are collected anonymously by default
• We do NOT link individual responses to identifiable employees
• Aggregated demographic data is used only for reporting segments with sufficient respondents (minimum 5) to protect anonymity

2. How We Use Your Information

We use collected information to:

• Provide and improve our pulse survey services
• Respond to enquiries and support requests
• Send relevant communications (with your consent)
• Generate aggregated, anonymised reports for clients
• Ensure platform security and prevent fraud
• Comply with legal obligations

3. Data Protection & Security

We implement robust security measures including:

• Encryption: All data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Role-based access limits who can view data
• Secure Hosting: Data is hosted on secure servers in South Africa
• Regular Audits: We conduct security reviews and vulnerability assessments
• Employee Training: Our team is trained on data protection best practices

4. Survey Anonymity Guarantees

Protecting survey respondent anonymity is fundamental to our service:

• Individual survey responses cannot be linked to specific employees
• Results are only shown in aggregate (groups of 5 or more respondents)
• Free-text comments are reviewed to remove identifying information before sharing
• Survey links do not contain personally identifiable tracking codes
• We never share individual response data with employers

5. Data Sharing

We do NOT sell your personal information. We may share data with:

• Client Organisations: Aggregated, anonymised survey results only
• Service Providers: Essential partners who help us deliver services (under strict data protection agreements)
• Legal Authorities: Only when required by law or to protect rights

6. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

• Access: Request a copy of your personal information we hold
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Object: Object to processing of your personal information
• Withdraw Consent: Withdraw previously given consent
• Complain: Lodge a complaint with the Information Regulator

To exercise any of these rights, contact us at privacy@EmployeePulse.co.za.

7. Data Retention

We retain personal information only as long as necessary:

• Survey Data: Retained for the duration of the client relationship plus 2 years, unless otherwise agreed
• Contact Information: Retained until you request removal or 3 years of inactivity
• Financial Records: Retained as required by South African law (typically 5 years)

8. Cookies & Tracking

Our website uses cookies for:

• Essential Cookies: Required for the website to function
• Analytics Cookies: Help us understand how visitors use our site
• Marketing Cookies: Used with your consent to show relevant content

You can manage cookie preferences through your browser settings.

9. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes by posting the new policy on our website with an updated "Last updated" date. We encourage you to review this policy periodically.

10. Contact Us

For privacy-related enquiries or to exercise your rights:

• Email: privacy@EmployeePulse.co.za
• General Contact: Contact Page