1. About Huis Janri

Huis Janri is a non-profit residential care facility situated in Gezina, Pretoria. We provide accommodation, frail-care services, nursing support, personal care and related services to elderly residents.

For purposes of POPIA, Huis Janri is the responsible party in respect of personal information where we determine how and why that information is processed.

2. What is personal information?

Personal information is information relating to an identifiable living person and, where applicable, an identifiable existing juristic person, such as a company, organisation or other legal entity.

Personal information may include:

• Names, surnames, initials, titles and identity numbers;
• Passport, visa, asylum or work-permit information;
• Date of birth, age, gender, marital status and nationality;
• Residential, postal and email addresses;
• Telephone and mobile numbers;
• Financial, banking, payment and debit-order information;
• Employment, education, qualification and work-history information;
• Medical-aid and insurance information;
• Photographs, video footage, voice recordings and CCTV footage;
• Online identifiers, website usage information, device details and IP addresses;
• Correspondence, complaints, enquiries, opinions and preferences; and
• Other information that identifies a person or can reasonably be linked to that person.

3. Special personal information

Because Huis Janri provides residential, nursing, frail-care and personal-care services, we may need to process special personal information relating to residents, employees and other persons.

Special personal information may include:

• Physical or mental health information;
• Medical history, diagnoses and treatment information;
• Medication and prescription records;
• Frailty, mobility, disability and cognitive-health information;
• Dietary requirements, allergies and food-related restrictions;
• Religious or philosophical beliefs relevant to care or personal preferences;
• Race or ethnic origin where required by employment or other legislation;
• Biometric information where applicable;
• Trade-union membership where applicable;
• Lawfully obtained criminal-history information; and
• Information relating to injuries, incidents, falls, hospital admissions or emergency treatment.

We process special personal information only where permitted by law, where it is necessary to provide appropriate care, where consent has been provided, where it is necessary to protect a legitimate interest, or where another lawful justification applies.

4. Whose personal information do we collect?

We may collect and process personal information relating to:

• Current and prospective residents;
• Family members, next of kin, guardians, curators and authorised representatives;
• Persons responsible for residents’ accounts or financial arrangements;
• Employees, temporary employees, care workers and job applicants;
• Volunteers, donors and supporters;
• Visitors to Huis Janri;
• Healthcare practitioners, pharmacies, hospitals, laboratories and medical schemes;
• Suppliers, contractors and service providers;
• Government departments, regulators and statutory bodies;
• People who contact us by telephone, email, WhatsApp, social media or through our website; and
• Other persons who interact with Huis Janri.

5. How do we collect personal information?

We may collect personal information:

• Directly from the person concerned;
• From a resident’s family member, next of kin or authorised representative;
• From application, admission, consent, payment or employment forms;
• During assessments, consultations, interviews or care discussions;
• From doctors, nurses, hospitals, pharmacies, medical schemes and other healthcare providers;
• From employers, former employers, references or recruitment service providers;
• From suppliers, contractors and professional advisers;
• Through telephone calls, emails, WhatsApp messages and other correspondence;
• Through CCTV or access-control systems used at our premises;
• Through our website, contact forms, cookies and website-security systems;
• From public records or publicly available sources where permitted by law; and
• From government departments, regulators or other authorised bodies.

Where personal information is provided to us about another person, the person providing the information must be lawfully authorised to do so and must ensure that the information is accurate.

6. Why do we process personal information?

We process personal information for purposes including:

• Responding to accommodation, care and admission enquiries;
• Assessing whether Huis Janri can meet a prospective resident’s care requirements;
• Admitting and accommodating residents;
• Providing nursing, frail-care, personal-care and support services;
• Preparing, maintaining and reviewing resident care plans;
• Managing medication, treatment, dietary requirements and medical appointments;
• Contacting family members, next of kin or authorised representatives;
• Responding to medical emergencies and protecting residents’ health and safety;
• Coordinating services with doctors, hospitals, pharmacies, laboratories and medical schemes;
• Managing accounts, invoices, payments, debit orders and financial records;
• Administering contracts and accommodation agreements;
• Recruiting, employing, training and managing employees and care workers;
• Administering payroll, leave, benefits, disciplinary and employment matters;
• Conducting lawful qualification, reference, criminal-history or background checks;
• Managing visitors, access control, security and CCTV systems;
• Managing suppliers, service providers, contractors and professional advisers;
• Administering donations, fundraising activities and supporter communications;
• Responding to enquiries, complaints, requests and correspondence;
• Maintaining records required by law;
• Complying with regulatory, employment, tax, health, safety and other legal obligations;
• Protecting Huis Janri, its residents, employees, visitors and property;
• Preventing fraud, abuse, unauthorised access or unlawful conduct;
• Managing legal claims, disputes or investigations;
• Operating, securing and improving our website and information systems; and
• Carrying out other purposes reasonably related to the services we provide.

7. Our lawful basis for processing information

Huis Janri will process personal information only where a lawful basis exists. Depending on the circumstances, this may include:

• The person has consented to the processing;
• The processing is necessary to enter into or perform a contract;
• The processing is required or permitted by law;
• The processing is necessary to protect the legitimate interests of the person concerned;
• The processing is necessary to protect the legitimate interests of Huis Janri or another person;
• The processing is necessary for the proper performance of a public-law duty;
• The processing is necessary for medical treatment, resident care, health and safety or an emergency; or
• Another lawful justification recognised by POPIA applies.

Where we rely on consent, the person may withdraw that consent. Withdrawal of consent will not affect processing that took place lawfully before the consent was withdrawn.

8. Resident and healthcare information

Resident and healthcare information is treated as confidential and is accessed only by authorised persons who require it to perform their duties or provide appropriate care.

Depending on the resident’s circumstances, this information may include:

• Admission and assessment information;
• Medical history and current medical conditions;
• Medication charts and prescription information;
• Nursing and care notes;
• Care plans and frailty assessments;
• Dietary, allergy and nutritional information;
• Mobility, fall-risk and assistance requirements;
• Hospital, doctor, pharmacy and laboratory correspondence;
• Emergency-contact and next-of-kin details;
• Incident, injury and accident reports;
• Medical-aid or insurance information; and
• Records relating to a resident’s wellbeing and daily care.

Resident information may be shared with healthcare providers, emergency services, authorised family members or representatives where necessary for treatment, care, safety, payment or another lawful purpose.

9. Employment and job-application information

Huis Janri may process personal information relating to employees, temporary workers, volunteers and job applicants for recruitment and employment purposes.

This information may include:

• Identity and contact information;
• Curriculum vitae and employment history;
• Qualifications, training and professional registrations;
• References and background-check information;
• Work permits, visas or immigration documentation;
• Payroll, tax and banking information;
• Leave, attendance and performance information;
• Disciplinary and grievance records;
• Occupational health and safety information;
• Workplace injury and compensation records; and
• Information required for statutory reporting or employment-equity purposes.

10. CCTV and premises security

Huis Janri may use CCTV cameras, visitor registers, access-control measures and other security systems to protect residents, employees, visitors and property.

CCTV footage and security records may be used to investigate incidents, protect health and safety, prevent unlawful activity, resolve complaints or comply with legal obligations.

CCTV footage will not be used for purposes unrelated to safety, security, incident management or another lawful purpose.

11. Website information and cookies

When you visit our website, certain technical information may be collected automatically. This may include your IP address, browser type, device information, pages visited, referring website, date and time of access and general website-usage information.

Our website may use cookies and similar technologies to:

• Enable the website to function properly;
• Maintain website security;
• Remember user preferences;
• Understand how visitors use the website;
• Improve website content and performance; and
• Measure the effectiveness of communications or campaigns.

You may manage or disable cookies through your browser settings. Disabling certain cookies may affect the functioning of parts of the website.

12. Direct marketing and communications

Huis Janri may send service-related, administrative or operational communications where necessary.

Marketing, fundraising or promotional communications will be sent only where permitted by law. You may opt out of marketing communications at any time by using the unsubscribe option provided or by contacting info@huisjanri.co.za.

Opting out of marketing communications will not prevent Huis Janri from sending necessary communications concerning a resident, agreement, account, enquiry, donation or existing relationship.

13. When do we share personal information?

Huis Janri does not sell personal information.

We may share personal information with:

• Doctors, nurses and other healthcare practitioners;
• Hospitals, clinics, pharmacies, laboratories and emergency services;
• Medical schemes, insurers and claims administrators;
• Authorised family members, next of kin, guardians, curators or representatives;
• Accountants, auditors, legal advisers and other professional advisers;
• Banks, payment providers and debit-order service providers;
• Payroll and employee-benefit service providers;
• Information-technology, software, hosting, cloud-storage and cybersecurity providers;
• Security, maintenance, transport, catering and other operational service providers;
• Government departments, courts, law-enforcement bodies and regulators;
• The Department of Employment and Labour, SARS and other statutory bodies;
• Persons involved in the investigation or resolution of an incident, complaint or legal claim; and
• Other third parties where disclosure is authorised or required by law.

Service providers that process personal information on behalf of Huis Janri are required to protect the information, maintain confidentiality and use it only for the authorised purpose.

14. Storage and cross-border processing

Huis Janri may use reputable cloud-based, email, communication, backup, website-hosting and productivity service providers.

Some of these service providers may store or process information on servers situated outside South Africa. Where personal information is transferred outside South Africa, Huis Janri will take reasonable steps to ensure that the transfer complies with POPIA and that appropriate safeguards are in place.

15. How do we protect personal information?

Huis Janri uses reasonable technical, physical and organisational safeguards to protect personal information against loss, misuse, unauthorised access, alteration, destruction or disclosure.

These safeguards may include:

• Access controls and password protection;
• Restricting access according to job responsibilities;
• Antivirus, firewall and security software;
• Secure backups and appropriate data-recovery measures;
• Physical security and restricted access to records;
• Confidentiality obligations for employees and service providers;
• Employee privacy and information-security training;
• Secure disposal of records and devices; and
• Reviewing and improving security measures where reasonably necessary.

No method of electronic transmission or storage is completely secure. Huis Janri nevertheless takes reasonable and appropriate measures to protect personal information.

16. How long do we keep personal information?

Huis Janri retains personal information only for as long as it is reasonably required for the purpose for which it was collected, or for as long as retention is required or permitted by law.

Retention periods may depend on:

• The nature of the information;
• The duration of the resident, employment, donor, supplier or service-provider relationship;
• Healthcare, clinical and resident-care record requirements;
• Tax, accounting, employment and regulatory requirements;
• Contractual obligations;
• Potential or existing disputes and legal claims;
• Health, safety and safeguarding requirements; and
• Operational and historical record-keeping needs.

When personal information is no longer required and Huis Janri is no longer legally authorised to retain it, it will be securely destroyed, deleted or de-identified where reasonably practicable.

17. Your rights

Subject to POPIA, PAIA and other applicable laws, you may have the right to:

• Ask whether Huis Janri holds personal information about you;
• Request access to your personal information;
• Request correction of inaccurate, incomplete, misleading or outdated information;
• Request deletion or destruction of information that Huis Janri is no longer authorised to retain;
• Object to certain processing of your personal information;
• Withdraw consent where processing is based on consent;
• Request restriction of processing in appropriate circumstances;
• Object to direct marketing;
• Ask for information concerning third parties or categories of third parties that have had access to your information; and
• Lodge a complaint with the Information Regulator.

These rights are not absolute. Huis Janri may be required or permitted to retain or continue processing certain information despite a request for deletion, objection or withdrawal of consent.

Before providing access to personal information or processing a rights request, Huis Janri may require adequate proof of identity and, where someone acts on behalf of another person, proof of that person’s authority.

18. How to submit a privacy request

Requests to access, correct, delete or object to the processing of personal information may be submitted to the Information Officer.

Please provide sufficient information for Huis Janri to identify you, understand your request and locate the relevant information.

Please do not send copies of identity documents, detailed medical records or other highly sensitive information by ordinary email unless Huis Janri has requested the information and confirmed the appropriate submission method.

19. PAIA requests and document downloads

Requests for access to records held by Huis Janri may be made in accordance with the Promotion of Access to Information Act 2 of 2000.

The Huis Janri PAIA Manual explains which records are held, how requests must be submitted, the applicable procedure and any prescribed fees.

20. Security compromises

Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, Huis Janri will investigate the incident and take the steps required by POPIA.

Where legally required, Huis Janri will notify the Information Regulator and affected persons as soon as reasonably possible, taking into account any legitimate law-enforcement or investigative requirements.

21. Third-party websites

Our website may contain links to websites operated by third parties. Huis Janri is not responsible for the privacy, security or content practices of third-party websites. Visitors should review the privacy notices of those websites before providing personal information.

22. Changes to this Privacy Notice

Huis Janri may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance, technology, services or internal practices.

The latest version will be published on this website and will show the date on which it was last updated.

23. Complaints to the Information Regulator

We encourage you to contact Huis Janri first so that we have an opportunity to investigate and address your concern.

You also have the right to lodge a complaint with the Information Regulator of South Africa if you believe that your personal information has been processed unlawfully or that Huis Janri has not properly responded to your privacy request.

24. Contact us