Privacy Policy

Privacy Policy

E Centive Proprietary Limited (E Centive)


1          DEFINITIONS

In this Policy (as defined below), unless the context requires otherwise, the following capitalised terms shall have the meanings given to them

1.1             "Active Processing" means instances where E Centive has directly been provided with the Personal Information/Personal Data of Data Subjects, such as when Data Subjects submit an enquiry in respect of our Services, or when Data Subjects provide Personal Information/Personal Data to E Centive pursuant to concluding any commercial agreement(s) with E Centive;

1.2             "Inactive Processing" means instances where E Centive has not actively been provided with the Personal Information/Personal Data of Data Subjects, such as when E Centive deploys Passive Processing Means to collect information from Data Subjects. These Passive Processing Means allow E Centive to Process certain kinds of Non-personally Identifiable Information which can perhaps not be linked to Data Subjects;

1.3             "Anonymisation" means the Processing of Personal Information/Personal Data in such a manner that the Personal Information/Personal Data can no longer be attributed to Data Subjects without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the Personal Information/Personal Data are not attributed to Data Subjects;

1.4             "Applicable Laws" means any laws applicable to Personal Data and Personal Information and includes any statute, regulation, notice, policy, directive, ruling or subordinate legislation; the common law; any binding court order, judgement or ruling; any applicable industry code, policy or standard enforceable by law; or any applicable direction, policy or order that is given by any regulator, competent authority or organ of state or statutory industry body;

1.5             "Biometrics" means a technique of personal identification that is based on physical, physiological or behavioural characterisation including blood typing, fingerprinting, DNA analysis, retinal scanning and voice recognition;

1.6             "Child" means any natural person under the age of 18 years;

1.7             "Competent Person" means anyone who is legally competent to consent to any action or decision being taken by any matter concerning a child, for example a parent or legal guardian;

1.8             "Controller" means E Centive, in circumstances where it Processes Personal Data (as defined in Article 4 of the GDPR);

1.9             "Consent" means any voluntary, specific and informed expression of will in terms of which permission is given for the Processing of Personal Information;

1.10          "Cookies" means small text files that store Non-personally Identifiable Information/Data about Data Subjects, either temporarily in connection with a Data Subjects Internet Protocol (IP) address (known as a temporary or session cookie, and deleted once a Data Subject closes their browser window) or more permanently on the hard drive of a Data Subjects device (known as a permanent or persistent cookie). E Centive Website(s) or Mobile Application(s) may from time to time use session cookies so that Data Subjects do not have to fill in the same information from page to page within our Website(s) or Mobile Application(s). If Data Subjects elect not to receive cookies, they may be able to view some, but not all, of the content on our Website(s) or Mobile Application(s);

1.11          "Customer(s)" means any natural person(s), or juristic person(s), who have concluded an agreement with E Centive in terms of which such Customer procures the Products or Services provided by E Centive ;

1.12          "Data Subject" means E Centives Customer(s) or any Third Party in respect of whom E Centive Processes Personal Information/Personal Data;

1.13          "Data Processing Infrastructure" means any and all systems, networks, servers, workstations, laptops, mobile devices, web applications, mobile applications, cloud storages, websites owned, controlled or operated by E Centive;

1.14          E Centive Group Company means any company forming part of the group of companies to which the E Centive is a part or a company or entity affiliated to E Centive;

1.15          "Embedded Scripts" means, programming code that is designed to collect information about a Data Subjects interactions with the relevant Website(s) or Mobile Application(s). It is temporarily downloaded onto a Data Subjects device from our web server or a Third-Party Operator. This program is active only while a Data Subject is connected to the relevant Website(s) or Mobile Application(s) and is deleted or deactivated thereafter;

1.16          "Electronic Means" means, in relation to the Processing of any Personal Information/Personal Data, the use of any Website(s), Mobile Application(s), electronic mail (email), text, voice, sound or image messages by E Centive;

1.17          "Non-Electronic Means" means, in relation to the Processing of any Personal Information/Personal Data, the use of traditional means of Processing, such as hard copy documents, traditional filing systems deployed for the storage and retention of Personal Information/Personal Data and face-to-face personal engagements with Data Subjects;

1.18          "GDPR" means the General Data Protection Regulation, which is a European law that governs all collection and processing of personal data from individuals inside the European Union;

1.19          "Mobile Application(s)" means any multi-device software application, whether in web-based format or device-native format, to which this Privacy Policy relates and through which Customer(s) and Third Parties gain access to E Centives Products and/or Services;

1.20          "Mobile Device Identifier" means device information if you access our Website(s) or Mobile Application(s) through mobile devices. Certain features of the relevant Website(s) or Mobile Application(s) may require collection of mobile phone numbers and we may associate that phone number with the mobile device identifiers. Additionally, some mobile phone service providers operate systems that pinpoint the physical location of devices that use their service. Depending on the provider, E Centive and/or our Third-Party Operators may receive this information. If E Centive associates any such passively collected information with the Personal Information/Personal Data of Data Subjects, we will treat the combined information as Personal Information/Personal Data as contemplated in this Policy;

1.21          "Non-personally Identifiable Information/Data" means any information/data which cannot be linked to Data Subjects, such as an internet domain name, the type of web browser used by a Data Subject, the type of operating system relied on by a Data Subject, the date and time of a Data Subjects visit to our Website(s) and Mobile Application(s), the specific pages a Data Subject may have visited, and the address of the website which a Data Subjects may have visited prior to entering or gaining access to E Centives Website(s) or Mobile Application(s);

1.22          "Operator" means a person or entity who Processes Personal Information/Data for a Responsible Party;

1.23          "Passive Processing Means " means the use of technologies to facilitate the Inactive Processing of Personal Information/Personal Data, namely the use of Cookies, Web Beacons, Embedded Scripts and/or Mobile Device Identifiers;

1.24          "Personal Data" (as defined in Article 4 of the GDPR) means any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, which in the context of E Centive shall comprise of the types of Personal Data recorded in this Policy below;

1.25          "Personal Information" shall have the same meaning as is given in section 1 of POPIA, but shall in the context of E Centive comprise of the types of Personal Information recorded in this Policy below;

1.26          "Policy" means this Data Protection and Privacy Policy;

1.27          "POPIA" means the Protection of Personal Information Act, No 4 of 2013;

1.28          "Processing" means any operation or activity or any set of operations, whether or not by automatic means, concerning Personal Information/Personal Data, including:

1.28.1             the collection, receipt, recording, organisation, collation, storage, updating or modification, retrieval, alteration, consultation or use;

1.28.2             dissemination by means of transmission, distribution or making available in any other form by electronic communications or other means; or

1.28.3             merging, linking, blocking, degradation, erasure or destruction. For the purposes of this definition, "Process" has a corresponding meaning

1.29          "Products" means any goods or items provided by E- Centive to its Customers;

1.30          "Regulator" means the Information Regulator established in terms of POPIA;

1.31          "Responsible Party" means in the context of this Policy, E Centive ;

1.32          "Services" means the various services provided by E Centive to its Customer(s);

1.33          "Special Personal Information/Data" means Personal Information/Personal Data concerning, amongst other aspects contemplated in terms of section 26 Part B of POPIA, a Data Subject's, religious beliefs, race or ethnic origin, trade union membership, political persuasion, health or sex life, biometric data, or criminal behaviour;

1.34          "Third-Party" means any network, original equipment manufacturer, Customer(s), Data Subject(s), employees, independent contractor, agent, consultant or user of E Centive Products, Services, Website or any other digital application interface;

1.35          "Unique Identifier" means any identifier that is assigned to a Data Subject and is used by the Responsible Party for the purposes of the operations of that Responsible Party and that uniquely identifies that data subject in relation to the Responsible Party;

1.36          "Website" means the website owned and operated by E Centive sourced at as well as related websites

1.37          "Web Beacons" means small graphic images called web beacons, also known as Internet tags or clear gifs,, which Web Beacons may be deployed in E-Centive s Website(s) pages and e-mail messages. Web beacons may be invisible to Data Subjects, but any electronic image inserted into a web page or e-mail can act as a Web Beacon. E Centive may use web beacons or similar technologies for a number of purposes, including, without limitation, to count the number of visitors to our Websites, Mobile Application(s), to monitor how users navigate the Website(s) or Mobile Application(s), to count how many e-mails that we have sent were actually opened or to count how many particular articles or links were actually viewed by Data Subjects in certain circumstances.

2          Introduction

2.1             This Policy regulates the Processing of Personal Information/Personal Data by E Centive and sets forth the requirements with which E Centive undertakes to comply when Processing Personal Information/Personal Data pursuant to undertaking its operations and fulfilling its contractual obligations in respect of Data Subjects and Third Parties in general.

2.2             E Centive places a high premium on the privacy of every person or organisation with whom it interacts or engages with and therefore acknowledges the need to ensure that Personal Information/Personal Data is handled with a reasonable standard of care as may be expected from it. E Centive is therefore committed to ensuring that it complies with the requirements of POPIA, and also with the terms of the GDPR to the extent that the GDPR applies.

2.3             When a Data Subject or Third Party engages with E Centive, whether it be physically or via any digital, electronic interface such as E Centives Website, the Data Subject or Third Party acknowledges that they trust E Centive to Process their Personal Information/Personal Data, including the Personal Information/Personal Data of their dependents, beneficiaries, customers, members, or employees as the case may be, which further entrenches the importance of E Centives compliance with Applicable Laws in regards to the Processing of Personal Information/Personal Data.

2.4             All Data Subjects and Third Parties have the right to object to the processing of their Personal Information/Personal Data. It should be voluntary to accept the Terms and Conditions to which this Policy relates. However, E Centive does require the Data Subject or Third Partys acceptance to enable the proper use of E Centives Website and/or Services.

3          Purpose and application

3.1             The purposes of this Policy are not only to inform Data Subjects of what Personal Information/Personal Data of theirs E Centive may Process, where E Centive may have collected such Personal Information/Personal Data from (if not directly from them as the Data Subject), how E Centive Processes their Personal Information/Personal Data, but also to establish a standard by which E Centive and its employees, representatives and operators shall comply in as far as the Processing of Personal Information/Personal Data is concerned.

3.2             E Centive, in its capacity as a Responsible Party and/or Operator and/or Controller, as the case may be, shall strive to observe and comply with its obligations under POPIA and the GDPR (as may be applicable and to the extent necessary) when it Processes Personal Information/Personal Data from or in respect of any Data Subject.


4.1             Whenever any Data Subject engages with E Centive, whether it be physically or electronically, or through the use of its Services, facilities or Website E Centive will in effect be Processing the Data Subjects Personal Information/Personal Data.

4.2             It may be from time to time that E Centive has collected a Data Subjects Personal Information/Personal Data from other sources and in such instances E Centive will inform the Data Subject by virtue of any privacy notices it deploys from time to time. In the event that a Data Subject has shared their Personal Information/Personal Data with any third parties, E Centive will not be responsible for any loss suffered by the Data Subject, their dependents, beneficiaries, customers, representatives, agents or employees (as the case may be).

4.3             When a Data Subject provides E Centive with the Personal Information of any other Third Party, E Centive will process the Personal Information/Personal Data of such Third Party in line with this Policy, as well as any terms and conditions or privacy notices to which this Policy relates.

4.4             E Centive will primarily Process Personal Information/Personal Data in order to facilitate and enhance the delivery of Products and/or Services to its Customers, manage and administer its business, foster a legally compliant workplace environment, as well as safeguard the Personal Information/Personal Data relating to any Data Subjects which it in fact holds. In such an instance, the Data Subject providing E Centive with such Personal Information/Personal Data may also be required to confirm that they are a Competent Person and that they have authority to give the requisite consent to enable E Centive to process such Personal Information/Personal Data.

4.5             E Centive undertakes to process any Personal Information/Personal Data in a manner which promotes the constitutional right to privacy, retains accountability and Data Subject participation.

4.6             Prior to recording the purpose(s) for which E Centive may, or will, process the Personal Information/Personal Data of Data Subjects, E Centive hereby records the types of Personal Information/Personal Data of Data Subjects it may process from time to time:

4.6.1                Full names;

4.6.2                Identity numbers;

4.6.3                Registration numbers;

4.6.4                Financial information, including banking account information;

4.6.5                Statutory information;

4.6.6                Physical and postal address particulars;

4.6.7                Telephone numbers;

4.6.8                Email addresses;

4.6.9                Agent ID or salesman code

4.6.10             Support ticket query and related information

4.6.11             Biometrics;

4.6.12             Unique Identifiers.

4.7             In supplementation of the above and any information privacy notices provided to any Data Subjects from time to time pursuant to any engagement with them, E Centive may process Personal Information/Personal Data for the following purposes:

4.7.1                To provide or manage any information, Products and/or Services requested by or delivered to Data Subjects in general;

4.7.2                To establish a Data Subjects needs, wants and preferences in relation to the Products and/or Services provided by E Centive;

4.7.3                To help E Centive identify Data Subjects when they engage with E Centive;

4.7.4                To facilitate the delivery of Products and/or Services to Customers;

4.7.5                To facilitate registration for the E Centive offerings including but not limited to incentive programs

4.7.6                To facilitate E Centives operations in accordance with its offerings

4.7.7                To verify information provided by a Data Subject

4.7.8                To allocate to Customers and Data Subjects Unique Identifiers for the purpose of securely storing, retaining and recalling their Personal Information/Personal Data from time to time;

4.7.9                To maintain records of Data Subjects and specifically Customer records;

4.7.10             To maintain Third Party records;

4.7.11             To assist with investigation of fraud, sanctions breaches, breach of AML legislation, money laundering or other criminal or likewise activity;

4.7.12             For recruitment purposes;

4.7.13             For employment purposes;

4.7.14             For apprenticeship purposes;

4.7.15             For general administration purposes;

4.7.16             For legal and/or contractual purposes;

4.7.17             For health and safety purposes;

4.7.18             To monitor access, secure and manage any facilities owned or operated by E Centive regardless of location;

4.7.19             To transact with Third Parties;

4.7.20             To enable card PIN or portal password resets;

4.7.21             To attend to polls or quizzes;

4.7.22             To attend to updates to the Website which may included but are not limited to new features, business rules, workflows in the portal or pages to the portal;

4.7.23             To notify users of updates from the manufacturers or networks on products or packages;

4.7.24             To improve the quality of E Centives Services;

4.7.25             To transfer Personal Information/Personal Data to any other E Centive Group Company so as to enable the relevant E Centive Group Company to market its products and/or services to E Centive's Customer(s) or Third Partys, as well as to render specific services to E Centive Group itself which would in turn enable E-Centive to render its Services to its Customer(s);

4.7.26             To transfer Personal Information/Personal Data to Third Party service providers, network operators and original equipment manufacturers(OEMs) so as to enable E-Centive to deliver Services to its Customer(s);

4.7.27             To analyse the Personal Information/Personal Data collected for research and statistical purposes;

4.7.28             To help recover bad debts;

4.7.29             To transfer Personal Information/Personal Data across the borders of South Africa to other jurisdictions if it is required;

4.7.30             To carry out analysis and Customer profiling;

4.7.31             To identify other products and services which might be of interest to our Customers and Data Subjects in general, as well as to inform them of such products and/or services;

4.7.32             To comply with any Applicable Laws applicable to E -Centive .

4.8             When collecting Personal Information/Personal Data from a Data Subject, E Centive shall comply with the notification requirements as set out in Section 18 of POPIA, and to the extent applicable, Articles 13 and 14 of the GDPR.

4.9             E Centive will collect and Process Personal Information/Personal Data in compliance with the conditions as set out in POPIA and/or the Processing principles in the GDPR (as the case may be), to ensure that it protects the Data Subject's privacy.

4.10          E Centive will not Process the Personal Information/Personal Data of a Data Subject for any purpose other than for the purposes set forth in this Policy or in any other privacy notices which may be provided to Data Subjects from time to time, unless E Centive is permitted or required to do so in terms of Applicable Laws or otherwise by law.

4.11          E Centive may from time-to-time Process Personal Information/Personal Data by making use of automated means (without deploying any human intervention in the decision-making process) to make decisions about the Data Subject or their application. In this instance it is specifically recorded that the Data Subject may object to or query the outcomes of such a decision.


5.1             E Centive acknowledges that it may only use Personal Information/Personal Data to contact Data Subjects for purposes of direct marketing where E Centive has complied with the provisions of POPIA and GDPR (where applicable) and when it is generally permissible to do so in terms of Applicable Laws.

5.2             In the event that E Centive may lawfully direct market to a Data Subject in terms of section 69 of POPIA, E Centive will ensure that a reasonable opportunity is given to such Data Subjects to object (opt-out) to the use of their Personal Information/Personal Data for E Centive 's marketing purposes when collecting the Personal Information/Personal Data and on the occasion of each communication to the Customer for purposes of direct marketing.


6.1             E Centive will retain Personal Information/Data it has Processed, in an electronic or hardcopy file format, with a Third-Party service provider appointed for this purpose (the provisions of clause 9 below will apply in this regard).

6.2             Personal Information/Personal Data will only be retained by E Centive for as long as necessary to fulfil the legitimate purposes for which that Personal Information/Personal Data was collected in the first place and/or as permitted or required in terms of Applicable Law.

6.3             It is specifically recorded that any Data Subject has the right to object to the Processing of their Personal Information and E Centive shall retain and store the Data Subjects Personal Information/Personal Data for the purposes of dealing with such an objection or enquiry as soon and as swiftly as possible.


7.1             Where E Centive is required to collect Personal Information/Personal Data from a Data Subject by law or in order to fulfil a legitimate business purpose of E Centive and the Data Subject fails to provide such Personal Information/Personal Data, E Centive may, on notice to the Data Subject, decline to render services without any liability to the Data Subject.


8.1             E Centive will always implement appropriate, reasonable, physical, organisational, contractual and technological security measures to secure the integrity and confidentiality of Personal Information/Personal Data, including measures to protect against the loss or theft, unauthorised access, disclosure, copying, use or modification of Personal Information/Personal Data in compliance with Applicable Laws.

8.2             In further compliance with Applicable Laws, E Centive will take steps to notify the relevant Regulator(s) and/or any affected Data Subjects in the event of a security breach and will provide such notification as soon as reasonably possible after becoming aware of any such breach.

8.3             Notwithstanding any other provisions of this Policy, it should be acknowledged that the transmission of Personal Information/Personal Data, whether it be physically in person, via the internet or any other digital data transferring technology, is not completely secure. Whilst E Centive has taken all appropriate, reasonable measures contemplated in clause 8.1 above to secure the integrity and confidentiality of the Personal Information/Personal Data its Processes, in order to guard against the loss of, damage to or unauthorized destruction of Personal Information/Personal Data and unlawful access to or processing of Personal Information/Personal Data, E Centive in no way guarantees that its security system(s) are 100% secure or error-free. Therefore, E Centive does not guarantee the security or accuracy of the information (whether it be Personal Information/Personal Data or not) which it collects from any Data Subject.

8.4             Any transmission of Personal Information/Personal Data will be solely at the own risk of a Data Subject. Once E Centive has received the Personal Information/Personal Data, it will deploy and use strict procedures and security features to try to prevent unauthorised access to it. As indicated above, E Centive reiterates that it restricts access to Personal Information/Personal Data to Third Parties who have a legitimate operational reason for having access to such Personal Information/Personal Data. E Centive also maintains electronic and procedural safeguards that comply with the Applicable Laws to protect your Personal Information from any unauthorized access.

8.5             E Centive shall not be held responsible and by accepting any terms and conditions to which this Policy relates, any Data Subject agrees to indemnify and hold E Centive harmless for any security breaches which may potentially expose the Personal Information/Personal Data in E Centives possession to unauthorized access and or the unlawful processing of such Personal Information/Personal Data by any Third-Party.


9.1             E Centive may disclose Personal Information/Personal Data to Third-Party service providers and/or network operator(s) and/or original equipment manufacturers OEMs and/or its business partners and/or your employer where necessary and to achieve the purpose(s) for which the Personal Information/Personal Data was originally collected and Processed. Ecentive will enter into written agreements with such Third-Party service providers and/or network operator(s) and/or original equipment manufacturers OEMs and/or its business partners, to ensure that they comply with Applicable Laws pursuant to the Processing of Personal Information/Personal Data provided to it by E Centive from time to time.


10.1          E Centive may, under certain circumstances, transfer Personal Information/Personal Data to a jurisdiction outside of the Republic of South Africa in order to achieve the purpose(s) for which the Personal Information/Data was collected and Processed, including for Processing and storage by Third-Party service providers.

10.2          If it is required, E Centive will obtain the Data Subject's consent to transfer the Personal Information/Personal Data to such foreign jurisdiction.

10.3          The Data Subject should also take note that, where the Personal Information/Personal Data is transferred to a foreign jurisdiction, the Processing of Personal Information/Personal Data in the foreign jurisdiction may be subject to the laws of that foreign jurisdiction.


11.1          A Data Subject has the right to a copy of the Personal Information/Personal Data which is held by E Centive (subject to a few limited exemptions as provided for under Applicable Law).

11.2          The Data Subject must make a written request (which can be by email) to the Information Officer designated by E Centive from time to time and whose contact details can be sourced in E Centives PAIA Manual.

11.3          E Centive will provide the Data Subject with any such Personal Information/Personal Data to the extent required by Applicable Law and subject to and in accordance with the provisions of E Centives PAIA Manual (published in terms of section 51 of the Promotion of Access to Information Act, 2000 (PAIA), which PAIA Manual can be sourced either at E Centives premises upon request or on E Centives Website.

11.4          The Data Subject can challenge the accuracy or completeness of his/her/its Personal Information/Personal Data in E Centives records at any time in accordance with the process set out in E Centive s PAIA Manual.


12.1          E Centive will take reasonable steps to ensure that Personal Information/Personal Data that it Processes is kept updated where reasonably possible. For this purpose, E Centive shall provide Data Subjects with the opportunity to update their information at appropriate times.

12.2          E Centive may not always expressly request the Data Subject to verify and update his/her/its Personal Information/Personal Data and expects that the Data Subject will notify E Centive from time to time in writing:

12.2.1             of any updates or amendments required in respect of his/her/its Personal Information/Personal Data;

12.2.2             where the Data Subject requires E Centive to delete his/her/its Personal Information/Personal Data; or

12.2.3             where the Data Subject wishes to restrict the Processing of his/her/its Personal Information/Personal Data.


13.1          In the event that a cost is applicable, the prescribed fees to be paid for copies of the Data Subject's Personal Information/Personal Data are as referred to in its PAIA manual.

13.2          E Centive reserves the right to make amendments to this Policy from time to time.


14.1          If any Data Subject or Third Party is of the view or belief that E Centive has Processed their Personal Information/Personal Data in a manner or for a purpose which is contrary to the provisions of this Policy, the Data Subject is requested to first attempt to resolve the matter directly with E Centive, failing which the Data Subject or Third Party shall have the right to lodge a complaint with the Information Regulator, under the provisions of POPIA.

14.2          The current contact particulars of the Information Regulator are:

The Information Regulator (South Africa)


JD House 27 Stiemens Street Braamfontein Johannesburg, 2001

PO Box 31533

Braamfontein, Johannesburg, 2107 



15.1          All comments, questions, concerns or complaints regarding Personal Information/Personal Data or this Policy, should be forwarded to E Centive's Information Officer at the email address displayed on the log in page on the Website.

15.2          If a Data Subject currently receives marketing information from us via email which they would prefer not to receive in the future, the Data Subject is to please email E Centive at the email address displayed on the log in page of the Website. The subject should be UNSUBSCRIBE and the body of the email must confirm the Data Subjects South African Identity Number or Passport. This provides the information E Centive requires to unsubscribe you from Email communication.

15.3          If a Data Subject currently receives marketing information from E Centive via SMS which the Data Subject would prefer not to receive in the future, the Data Subject must please follow the Opt-out link at the bottom of the SMS or SMS Stop back to the number it received the message from.

DATE: 1 February 2023