1. Introduction

Credence Screening Enterprise (Pty) Ltd (“Credence,” “we,” “us,” “our”) respects your privacy and is committed to protecting the personal information you share with us.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have in relation to it. It is written in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

This Policy applies to everyone who interacts with Credence, including clients, candidates, website visitors, employees, and partners.

If you have any questions after reading this, our contact details are at the end of this Policy.

2. Who We Are

Credence Screening Enterprise (Pty) Ltd (Company reg. No. 2025/163339/07)  is the “responsible party” for the personal information described in this Policy.

Registered address: 7 Aurora Street, Welgelegen, Parow, Cape Town, 7500 Information Officer: Marcelle Herringer Lamour, Chief Executive Officer
Deputy Information Officer: Vanessa Elizabeth Brown

Privacy contact: info@credencese.com

3. Information We Collect

We collect only the personal information necessary to provide our screening and verification services, or to operate our website. Depending on your relationship with us, this may include:

• Identification details (such as name and ID number)
• Contact details (email, phone number, address)
• Employment and education history
• Criminal record, credit, and reference verification results
• Copies of supporting documents you or your employer provide
• Basic website usage data collected automatically (see Section 6, Cookies and Analytics)

We collect this information directly from you, or from your employer/client on your behalf, or through authorised third-party sources — always with the necessary consent or legal authorisation in place.

Criminal record information

Criminal record data is treated by POPIA as special personal information, with stricter rules around how it may be processed. We only process this information where the candidate has given explicit, informed consent — captured through our Background Screening Authorisation & Consent Form — or where another lawful basis under POPIA applies.

4. Why We Use Your Information

We use your information only for legitimate, clearly defined purposes, including to:

• Conduct the background and verification checks our clients have requested
• Confirm your identity for the purposes of a check
• Communicate with you about a check, quotation, or service
• Meet our legal, contractual, and regulatory obligations
• Maintain accurate business and compliance records
• Improve and secure our website

We do not sell or rent personal information to anyone, and we do not share it with unauthorised third parties.

5. Who We Share Information With

We share personal information only where necessary to deliver our services, and only with the categories of recipients below:

• The client who commissioned the check — limited to the candidate’s name, ID, address, contact details, and the results of the background check, and only once they’ve signed up with Credence and supplied an authorised consent form
• Vetting bureaus and authorised verification databases, for identity and criminal record verification
• The South African Police Service (SAPS), where a fingerprint-based Police Clearance Certificate has specifically been requested — a distinct, separate service from our standard criminal record checks
• The South African Qualifications Authority, for qualification verification
• Credit bureaus, for credit and payment history checks, where requested

We do not share personal information with any recipient beyond what’s needed to complete the specific check requested.

Cross-border transfers: Where a client engaging our services is based outside South Africa, we may transfer candidate personal details and background check results to that client internationally, for the purpose of completing the check they’ve requested. We only do this where the necessary consent and safeguards are in place, in line with POPIA’s requirements for transferring personal information outside the country.

6. Cookies and Analytics

Our website uses cookies to help it function and to understand how visitors use the site.

We use Google Analytics (GA4) to collect anonymised, aggregated information about website visits — such as which pages are viewed and how visitors reached the site. This helps us improve the site; it does not identify you personally.

Where required, we will ask for your consent before non-essential cookies (such as analytics cookies) are set, through a cookie consent banner on your first visit. You can change your cookie preferences at any time [via [link/mechanism once cookie consent tool is in place]].

7. How Long We Keep Your Information

We keep personal information only for as long as necessary to fulfil the purpose it was collected for, or as required by law.

As a general rule, we retain records for three years, in line with the Prescription Act, unless a specific service agreement, legal obligation, or ongoing matter requires a different period. After this, information is securely deleted or de-identified.

8. How We Protect Your Information

We maintain appropriate technical and administrative safeguards to protect personal information against unauthorised access, loss, misuse, or disclosure, including:

• Hashed password protection on all system logins
• Data encryption on our database for sensitive information
• Secure email protocols
• Firewall protection on our cloud-based servers
• Anti-virus software

Access to personal information within Credence is limited to those who need it to do their jobs.

9. Your Rights Under POPIA

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or outdated information
• Request deletion of information we’re no longer authorised to hold
• Object to our processing of your information, in any reasonably practical way
• Withdraw consent, where our processing relies on your consent, without this affecting processing already carried out
• Lodge a complaint with the Information Regulator if you believe your information has been mishandled

Requests can be sent in writing to [privacy contact email]. We will respond within the timeframes required by POPIA.

Information Regulator contact details: Email: enquiries@inforegulator.org.za Website: inforegulator.org.za

10. Children’s Information

Where we are required to process information relating to a minor, we will only do so with the consent of a parent or legal guardian, as required by POPIA.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or technical changes. The version and effective date at the top of this page will always reflect the current version. We encourage you to check back periodically.

12. Contact Us

For any privacy-related questions, requests, or concerns:

Credence Screening Enterprise (Pty) Ltd 7 Aurora Street, Welgelegen, Parow, Cape Town, 7500 info@credencese.com +27 83 258 1106

For requests specifically relating to access or correction of your information, you’re welcome to contact our Deputy Information Officer, Vanessa Elizabeth Brown, directly at vanessa@credencese.com.