POPIA Notice

1. Purpose of this notice

This POPIA Notice explains how SA EMS Awards (Pty) Ltd approaches personal information in accordance with the Protection of Personal Information Act 4 of 2013. It supplements our Privacy Policy.

2. Responsible party

SA EMS Awards (Pty) Ltd
Registration: 2026/686117/07
Address: 19 Avocado Grove, Avoca Hills, Durban, 4025
Privacy/POPIA contact channel: Admin@SAEMSAwards.co.za
Telephone: 076 385 8429

Requests addressed to our Information Officer or privacy function may be sent to the contact channel above. Where a prescribed form or identity verification is required by law, we may request it before acting.

3. POPIA principles we apply

Our processing is intended to follow the core POPIA conditions for lawful processing, including accountability, processing limitation, purpose specification, further-processing limitation, information quality, openness, security safeguards and data-subject participation.

4. Categories of data subjects

• nominators and members of the public;
• nominees, finalists and award recipients;
• EMS professionals, teams and organisations;
• judges, reviewers, advisers and verification participants;
• partners, sponsors, suppliers and service providers;
• media and stakeholder contacts; and
• website visitors and people who contact us.

5. Categories of personal information

• identity and contact details;
• professional, organisational and employment-related information;
• nomination, achievement and supporting-evidence information;
• correspondence and enquiry records;
• website security and technical data; and
• special personal information only where lawful, necessary and appropriately protected.

6. Special personal information and patient confidentiality

Health information is particularly sensitive. SA EMS Awards does not require nominators to submit patient medical records. Nominators should remove patient names, identification numbers and unnecessary clinical details from stories or supporting material.

7. Collection from third parties

Because nominations often concern another person, some information may be collected from a nominator, employer, colleague, institution, publicly available source, referee or verification source rather than directly from the nominee. Where required and reasonably practicable, we will provide appropriate notice or otherwise process the information in accordance with POPIA.

8. Purpose and further processing

Nomination information is primarily used for awards administration, eligibility, verification, judging, communication, governance and related recognition activities. We will not deliberately use it for an incompatible new purpose without a lawful basis.

9. Operators and service providers

We may use operators or service providers for hosting, email, web forms, security, storage, event administration and professional services. Where required, we will seek appropriate confidentiality and security commitments.

10. Security safeguards

We use reasonable safeguards appropriate to the nature of the information and risks involved. Suspected security incidents should be reported to Admin@SAEMSAwards.co.za.

11. Data-subject requests

A data subject may, subject to applicable law and verification of identity, request access, correction or deletion where applicable, or object to certain processing.

12. Complaints

We encourage privacy concerns to be raised with us first so that we can investigate. A person may also have the right to approach South Africa's Information Regulator. Current regulator contact information and prescribed forms should be obtained from the official Information Regulator website.

13. Cross-border transfers

If personal information is transferred to or processed in another country through a technology or service provider, we will take reasonable steps to handle the transfer consistently with POPIA's transborder requirements.

14. Records and retention

Retention periods depend on purpose, legal requirements, awards governance, disputes and legitimate recordkeeping needs. Information no longer required will be securely disposed of or de-identified where appropriate.

15. Official legal sources

For the legislation itself, consult the South African Government's official POPIA publication and the Information Regulator's official website. This notice is a practical explanation of our intended compliance approach and is not a substitute for the Act.