A WATERTIGHT SOLUTION FOR POPIA COMPLIANCE

POPI is not going away, and neither will the penalties if you are found to be non-compliant.

Data Privacy is one of the most important responsibilities that municipalities are facing as we move to a digital economy.

The Protection of Personal Information Act 4 of 2013 (POPIA) has far reaching implications for municipalities. They hold vast amounts of sensitive personal data which now has to be lawfully processed and stored in compliance with the security standards as set out by the Act. Consent and privacy policies must be in place, and data systems must be structured to capture, store and disseminate relevant information, with high security measures required to retain data privacy and protect it from unlawful use.

InzaloITS offers privacy compliance training and software solutions for managing privacy policies specifically designed for South African local government entities.

OVERVIEW

For municipalities still wrestling with the challenge of complying with POPIA requirements, Inzalo’s IT infrastructure system enables best practice in all aspects of municipal management. Endorsed by National Treasury, Inzalo’s electronic management system supports optimal compliance and data governance and allows for exceptionally efficient electronic document management.

The company’s electronic document management system was designed to align with the latest national archive requirements and be fully POPIA compliant. It comes with a system security to prevent catastrophic cyber-attacks and makes it easy to file, retrieve, share, and track documents.

The benefits of the Inzalo solution can increase good governance and leadership within a municipality, and improve areas like risk management, information security, records and information management.

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HOW WE CAN HELP YOU

Our consultants can:

  • Perform a personal information impact assessment – find out what information you have and how you process it.
  • Develop a compliance framework – ensure adequate internal measures and systems for the lawful processing of personal information.
  • Develop a POPIA Policy Manual – describe how you use, store, process and share personal information.
  • Conduct internal awareness sessions – ensure that all staff are properly trained regarding the provisions of POPIA.
  • Deploy effective security and access controls – including on all devices used onsite as well as offsite (such as work-from-home scenarios).
  • Install data encryption, authentication measures and effective anti-virus and anti-malware software.
  • Back up all data in offsite locations.
  • Implement internal auditing and reporting solutions.

TOP BENEFITS

Our software offers easy collaboration, notification and reporting.

The compliance section covers data subject consent, marketing, HR, IT and security. You can add own compliance areas for specific regulation for example, Anti-Money Laundering, PCI, Own Practices.

The data mapping facility allows for an inventory of personal and sensitive information, compliance with your organisation’s privacy policy, generating privacy notices and records, enables Legitimate Interest Assessments, and stores all artifacts of data mapping.

Tailor pre-loaded governance policies to your organisation, manage privacy notices, and store documents in the document library.  Communicate policies to all stakeholders and obtain “Read and Accepted” confirmations.

Manage and confirm 3rd party and data sharing contracts and store signed contracts.

Seamlessly assess data protection processing and impact, manage screening, approvals and workflows, analyse risks, record mitigations and run reports.

Easily handle subject access requests with real time alerts and reminders, record responses, use pre-brandable and multilingual forms and manage workflow.

Promptly manage data breaches from assessing and documenting to reporting.

POPIA EMPLOYEE AWARENESS TRAINING COURSE

  • 5 hours certificate course to complete at your own pace.
  • It includes a video and assessments.
  • It was developed using advanced psycholinguistics and illustrative graphics that helps engagement and recall.
  • It has a 5-star rating for delivery, audio and video quality.
  • The course content can be reviewed for 12 months

DO YOU NEED US?

Answer YES or NO to this quick POPIA checklist:

  1. Has your POPIA compliance project charter been approved?
  2. Have you defined the duties of your Information Officer?
  3. Do your current and planned compliance meets the requirements of the POPI Act?
  4. Do you know how personal information is processed, recorded and managed?
  5. Have you developed and implemented your POPIA compliance policy?
  6. Does your website display your Cookie Policy and your Privacy Policy?
  7. Is your Promotion of Access to Information Act manual POPIA compliant?
  8. Are your processes for Personal Information management in place?
  9. Are your staff trained in their role for POPIA compliance?
  10. Do you have a plan to ensure ongoing compliance with the POPI Act?

If you got any NO’s, you still have work to do towards POPIA compliance. Inzalo can help you.

ABOUT INZALO EMS

InzaloEMS is the leading provider of integrated technology solutions, enterprise management systems and multidisciplinary professional services to municipalities, public entities and provincial government, and has been for over 40 years.

We are a proud member of the Sebata group of companies, which is listed on the JSE under the Services Sector as Sebata Group Holdings. Our services extend to more than 150 local government institutions, public utilities, and private sector entities throughout the region.

We have excellent solutions specifically designed to help municipalities fulfil their mandate to their communities.

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