Where we refer to “process”, it means how we collect, use, store, make available, destroy, update, disclose, or otherwise deal with your personal information. As a general rule we will only process your personal information if this is required to deliver or offer a service, provide a product or carry out a transaction. We may combine your personal information and use the combined personal information for any of the purposes stated in this Privacy Policy.

In this document any reference to “we” or “us” or “our” includes Our Company and any of its subsidiaries. If you use our services, goods, products and service channels you agree that we may process your personal information as explained under this Privacy Policy. Sometimes you may provide us with consent to process your personal information. Read it carefully because it may limit your rights.

As a global organisation this Privacy Policy will apply to the processing of personal information by any member of our company globally. If we process personal information for another party under a contract or a mandate, the other party’s privacy policy will apply to the processing. We can change this Privacy Policy from time to time if the law or its business practices requires it. The version of the Privacy Policy displayed on our website will apply to your interactions with us.

What is personal information?

Personal information refers to any information that identifies you or specifically relates to you. Personal information includes, but is not limited to, the following information about you:

  • your marital status (like married, single, divorced);
  • your national origin;
  • your age;
  • your language; birth; education;
  • your financial history (like your income, third party payments made on your behalf, and the like);
  • your identifying number (like an employee number, identity number or passport number);
  • your e-mail address; physical address (like residential address, work address or your physical location); telephone number;
  • your biometric information (like fingerprints, your signature or voice);
  • your race; gender; sex; pregnancy; ethnic origin; social origin; colour; sexual orientation;
  • your physical health; mental health; well-being; disability; religion; belief; conscience; culture;
  • your medical history (like your HIV / AIDS status); criminal history; employment history;
  • your personal views, preferences and opinions;
  • your confidential correspondence; and / or
  • another’s views or opinions about you and your name also constitute your personal information.

Personal information includes special personal information, as explained below.

When will we process your personal information?

We will only process your personal information for lawful purposes relating to our business if the following applies:

  • if you have consented thereto;
  • if a person legally authorised by you, the law or a court, has consented thereto;
  • if it is necessary to conclude or perform under a contract we have with you;
  • if the law requires or permits it;
  • if it is required to protect or pursue your, our or a third party’s legitimate interest;

What is special personal information?

  • your race;
  • your ethnic origin;
  • your trade union membership;
  • your health;
  • your biometric information; and / or
  • your criminal behaviour or alleged commission of an offence.

When will we process your special personal information?

  • if you have consented to the processing;
  • if the information is being used for any Human resource or payroll requirement;
  • if the processing is needed to create, use or protect a right or obligation in law;
  • if the processing is for statistical or research purposes and all legal conditions are met;
  • if the special personal information was made public by you;
  • if the processing is required by law;
  • if racial or health information is processed for lawful and legitimate purposes as described herein.

When and from where we obtain personal information about you

We collect personal information from the following sources:

  • payroll or HR departments of our clients;
  • 3rd parties directly integrated with our software platform;
  • your use of our products, services, or service channels;
  • interactions with us such as support, calls, emails, or surveys;
  • law enforcement, regulatory, and financial institutions where permitted by law.

Reasons we need to process your personal information

  • to provide you with products, goods, and services;
  • to market our products, goods, and services to you;
  • to respond to your enquiries and complaints;
  • to comply with legal, regulatory, and compliance requirements;
  • to conduct market and behavioural research;
  • to develop, test, and improve products and services;
  • to process payments and deliver documents or notices;
  • for security, identity verification, and customer communications;
  • for insurance, assurance, or customer loyalty programs;

How we use your personal information for marketing

We will use your personal information to market products, services, and offerings by post, telephone, or electronic channels. You may opt out at any time.

When, how and with whom we share your personal information

We will only share your personal information if one or more of the following apply:

  • you have consented to it;
  • it is necessary to perform under a contract;
  • it is required by law; or
  • it is necessary to protect legitimate interests.

International transfer of information

We may transfer personal information to other countries under appropriate safeguards, including where protection is equivalent to or stronger than South African law.

Your duties and rights

You have rights to access, correct, or request deletion of your personal information, subject to legal limitations. Requests can be made to compliance@geminisolution.co.za.

How we secure your personal information

We employ technical and organisational measures consistent with international ISO security standards to protect your data, including system monitoring, access control, and secure destruction of records.

How long do we keep your personal information?

We will retain your personal information for as long as required by law, contract, or for legitimate business and statistical purposes, even after the relationship ends.

Our cookie policy

A cookie is a small piece of data stored on your device to personalise your experience. By using our website, you consent to our use of cookies for analytics, fraud prevention, and personalisation.