Privacy Policy
Introduction
HireProStaff (“HirePro“, “we”, “us” or “our”) is a hospitality staffing platform based in Cape Town, South Africa. We provide an online marketplace where hospitality professionals (the “Pros”) and businesses (the “Business Users”) connect for short‑notice assignments in restaurants, hotels, catering companies and event venues. This Privacy Policy explains how we collect, use, store and share your personal information when you visit our website at hireprostaff.co.za, use our mobile application, or engage with our services (collectively the “Platform”).
By accessing or using the Platform or by submitting any personal information to us, you signify your acceptance of this Privacy Policy and consent to the processing of your information as described herein. If you do not agree with any term of this policy, please do not use our Platform. We may change this policy from time to time. When we do, we will post the updated policy on our website, and the revised policy will apply from the effective date indicated.
Legal Basis for Processing
HirePro processes personal information in accordance with South Africa’s Protection of Personal Information Act (POPIA), Electronic Communications and Transactions Act, Consumer Protection Act, and other applicable laws. We process your personal information on one or more of the following legal bases:
Consent: When you expressly consent to the processing of your personal information. You can withdraw consent at any time.
Contractual necessity: When processing is necessary to perform or enter into a contract with you (for example, to provide a shift matching service or to process payment).
Legitimate interests: When processing is necessary for our legitimate interests or those of a third party, and those interests are not overridden by your rights. Legitimate interests include providing and improving our services, ensuring security, preventing fraud and building our business.
Legal obligations: When processing is required to comply with a legal or regulatory obligation (for example, keeping tax records or responding to lawful requests from authorities).
Under POPIA, HirePro is the responsible party in respect of your personal information. Our appointed Information Officer is responsible for overseeing compliance with POPIA and this Privacy Policy. You can find our contact details in the Contact Us section below.
Information We Collect
We collect personal information about you in several ways. This includes information you provide to us directly, information we collect automatically through your use of the Platform and information from third parties.
Information You Provide to Us
Personal identifiers: This may include your full name, identity number or passport number, date of birth and gender. We may also collect demographic information you choose to provide (such as race or ethnicity) for employment equity and diversity reporting.
Contact information: Email address, telephone number, WhatsApp number and physical address.
Professional information: Curriculum vitae (CV), qualifications, certifications, work history, references, and details of the roles you are interested in (e.g., waiter, chef, bartender, sculler). You may submit a short introductory video as part of your profile.
Business information: If you represent a business, we collect your business name, registration number, VAT number, business telephone number, business address, and details of the contact person.
Payment information: Bank account or payment card details for processing payments (for Pros) or for paying service fees (for Business Users). Payment information is processed securely by our payment service providers and is not stored in full by HirePro.
Account credentials: Username, password and other authentication information used to access the Platform. We recommend using strong passwords and keeping them confidential.
Communications: Records of correspondence when you contact us via email, phone, WhatsApp or via the Platform (including customer support inquiries, feedback, and participation in surveys or promotions).
Information We Collect Automatically
When you access or use the Platform, we automatically collect certain information about your device and usage, including:
Device and log data: Internet Protocol (IP) address, device type, browser type and version, operating system, access times, pages visited, referring URL, search terms, and crash reports. We use this information to diagnose technical problems, maintain security and understand how people use our services.
Usage data: Details of how you interact with the Platform, including clicks, scrolls, search queries, and other engagement metrics. We may link usage data with your account if you are logged in.
Location data: When you use our mobile app, we may collect precise or approximate location information determined by GPS, WiFi or cellular signals (if you permit it in your device settings). Location data helps us match Pros with nearby shifts and verify attendance. You can disable location sharing, but some features may be limited.
Cookies and similar technologies: We use cookies, web beacons, pixels, device identifiers and similar tracking technologies to collect information about your interactions with the Platform. Cookies help us remember your preferences, keep you logged in, improve navigation, measure the effectiveness of our marketing and personalise content. You can manage cookie preferences through your browser settings. For more details, see our separate Cookie Policy.
Information from Third Parties
We may receive personal information about you from third parties, including:
Background screening providers: To verify your identity, employment history, references and qualifications, subject to your prior consent and applicable law.
Payment service providers: When we facilitate payments, we receive confirmations such as transaction status and amounts. We do not store your complete payment card numbers.
References and previous employers: We may collect feedback and references from individuals you list in your application or from businesses where you have completed shifts.
Social media and single sign‑on providers: If you choose to register or log in through a third‑party service (e.g., Google, Facebook, LinkedIn), we may collect information such as your name, email address and profile picture from that service. This is subject to your privacy settings with the third‑party service.
Public sources: We may collect publicly available information about you to verify identity or business details, such as business registry records.
How We Use Your Information
We use your personal information for the following purposes, consistent with the grounds described under POPIA:
To operate and maintain the Platform: Creating and managing your account, matching Pros with available shifts, enabling communications between Pros and Business Users, and providing other Platform features.
To verify identity and qualifications: Conducting background checks, vetting professionals, ensuring that applicants are qualified and meet our safety standards.
To facilitate payments: Processing payments from Business Users to Pros, calculating service fees and managing invoicing. We use third‑party payment processors to handle transactions securely.
To provide customer support: Responding to your enquiries, resolving disputes between Pros and Business Users, and assisting you with account or technical issues.
To communicate with you: Sending booking confirmations, shift reminders, changes to your schedule, account notifications, updates to our policies and other service‑related communications.
To send marketing and promotional materials: With your consent where required, we may send newsletters, promotional offers, surveys, event invitations or special announcements. You may opt out at any time.
To improve our services: Analysing usage trends, performing research and development, conducting surveys, testing features, and enhancing the functionality, security and user experience of the Platform.
To ensure safety and prevent fraud: Detecting and preventing fraudulent activity, security breaches, abusive behaviour or other activities that could harm users or HirePro.
To comply with legal obligations: Meeting record‑keeping requirements for tax, labour and other laws; responding to lawful requests by public authorities; and defending or exercising legal claims.
For any other purpose disclosed to you at the time of collection: If we need to process your information for a new purpose that is materially different from those described above, we will obtain your consent or notify you as required by law.
Sharing and Disclosure of Information
We may share your personal information in the following circumstances:
With other users of the Platform: When you accept or post a shift, certain information is shared between Pros and Business Users. This includes names, contact details, relevant work history, ratings and references necessary for organising shifts. Pros may view basic information about the Business User posting a shift, and Business Users may view profiles of Pros who apply.
With service providers: We engage third‑party companies and individuals to perform functions on our behalf. These include payment processors, identity verification services, cloud hosting providers, data analytics firms, email distribution services, messaging platforms and marketing agencies. Service providers may have access to personal information only to the extent necessary to perform their duties and must agree to protect your information.
With professional advisors: We may share personal information with our legal counsel, accountants, auditors and other professional advisors who require access for legitimate business purposes.
With regulators and legal authorities: We may disclose personal information to government authorities, courts or law enforcement if required to comply with a legal obligation, court order, or to protect our rights, property or safety or those of others.
Business transfers: If HirePro undergoes a merger, acquisition, sale of assets or reorganisation, personal information may be transferred as part of that transaction. We will inform you of any such change in ownership or control and the choices you may have.
With your consent: We may share your personal information with other third parties when you explicitly authorise us to do so.
Cross‑Border Data Transfers
HirePro may host or process personal information on servers located outside South Africa or engage service providers in other countries. When we transfer personal information across borders, we ensure that the recipient provides an adequate level of protection or that appropriate safeguards (such as data processing agreements and standard contractual clauses) are in place to protect your privacy rights.
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and processed, including for contractual obligations, to comply with legal and regulatory requirements, to resolve disputes and to enforce our agreements. The retention period may vary depending on the type of information and the applicable legal requirements. When personal information is no longer required, we will securely delete, de‑identify or anonymise it.
Data Security
We take reasonable technical and organisational measures to protect your personal information from loss, unauthorised access, misuse, alteration or disclosure. These measures include:
Encryption: We use encryption protocols (such as TLS/SSL) to secure data transmitted between your browser or device and our servers.
Access controls: Access to personal information is restricted to authorised personnel who require the information to perform their duties. All staff members receive training on data protection and confidentiality.
Secure infrastructure: We use reputable hosting and cloud service providers that implement robust security standards, including firewalls, intrusion detection systems and regular security testing.
Regular monitoring: We monitor systems for vulnerabilities and malicious activity and review our security practices regularly.
No system is completely secure. We cannot guarantee the absolute security of your personal information. You are responsible for keeping your account credentials confidential and for notifying us promptly if you suspect unauthorised use of your account.
Your Rights under POPIA
As a data subject under the Protection of Personal Information Act, you have the following rights:
Right of access: You may request confirmation whether HirePro holds personal information about you and, if so, request a copy of the information.
Right to correction or deletion: You may request correction or deletion of personal information that is inaccurate, irrelevant, excessive, out‑of‑date, incomplete, misleading or obtained unlawfully. We will take reasonable steps to comply unless we are required to retain the information for legal reasons.
Right to objection: You may object to the processing of personal information if it is not required for legitimate purposes or legitimate interests. We may decline the request if there are compelling legal grounds for processing.
Right to withdraw consent: Where processing is based on your consent, you may withdraw it at any time. This will not affect the lawfulness of processing before the withdrawal.
Right to data portability (where applicable): You may request the transfer of your personal information to another responsible party in a structured, commonly used format.
To exercise your rights, please send a written request to our Information Officer using the contact details below. We may need to verify your identity before processing your request. We will respond within the timeframes prescribed by POPIA and other applicable laws.
If you believe that HirePro has contravened your data protection rights, you may lodge a complaint with the Information Regulator of South Africa. Details are provided in the Contact Us section.
Children and Minors
Our services are intended for adults and are not directed at individuals under the age of 18. HirePro does not knowingly collect personal information from children without parental consent. If we learn that a minor has provided us with personal information without proper consent, we will delete such information as required by law. If you believe that we might have any information from or about a child under 18, please contact us immediately.
Cookies and Similar Technologies
We use cookies, pixel tags, local storage and other tracking technologies to understand how the Platform is used, improve functionality and deliver targeted advertising. Cookies are small text files stored on your device when you visit a website. They allow us to recognise your device on subsequent visits. You can manage or delete cookies through your browser settings. However, disabling cookies may impact the functionality of our services. For a detailed description of the cookies we use and your options, please refer to our Cookie Policy.
Direct Marketing
We may contact you with marketing and promotional communications about our services, offers and events. We will ask for your consent when required by law. You may opt out of receiving marketing messages at any time by following the unsubscribe instructions in our emails or contacting us at the address below. Please note that even if you opt out of marketing, we may still send you non‑promotional messages related to your account and transactions, such as shift confirmations and policy updates.
Links to Third‑Party Websites
Our Platform may contain links to websites or services operated by third parties. We do not control these third parties, and this Privacy Policy does not apply to their privacy practices. We recommend reviewing the privacy policies of any third‑party websites or services that you access. HirePro is not responsible for the content or privacy policies of third‑party websites.
Changes to This Privacy Policy
HirePro may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements or for other reasons. The updated policy will be posted on our website with an updated effective date. We encourage you to review the policy periodically. Continued use of the Platform after we post changes will signify that you accept the updated policy.
Contact Us
If you have any questions, requests or concerns about this Privacy Policy or our data practices, please contact our Information Officer. You may also contact the Information Regulator if you are dissatisfied with our handling of your personal information.
Information Officer:
Name: Daniel Nel
Email: daniel@hireprostaff.co.za
Phone: +27-84-701-6017
Information Regulator (South Africa):
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal Address: P.O. Box 31533, Braamfontein, Johannesburg, 2017
Email: inforeg@justice.gov.za
Website: justice.gov.za/inforeg
We are committed to protecting your privacy and ensuring that your personal information is treated with care and respect. Thank you for trusting HireProStaff.