POPIA — POPIA Standard / Guideline: Guidelines to Develop a Code of Conduct (source: https://inforegulator.org.za/wp-content/uploads/2020/07/InfoRegSA-Guidelines-DevelopCodeOfConduct-22Feb2021.pdf)
Address: Braampark Forum 3, 3rd
Floor
33 Hoofd St, Braampark Office Park
P.O. Box 31533
Braamfontein, Johannesburg, 2017
Tel: 010 023 5200
Fax: 0865003351
INFORMATION REGULATOR
PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013)
The Information Regulator advises as follows:
1.The Guideline to Develop Codes of Conduct in terms of Section 65 of the Protection of
Personal Information Act, 2013 (No.4 of 2013) will be published in two official languages in
the Government Gazette. It will be effective as at the 1 March 2021.
2. The Guideline to Develop Codes of Conduct that will be published in the Government
Gazette is also available on our website to enable relevant bodies to begin developing their
Codes.
3. Codes will only be received by the Regulator for consideration after the publication in the
Government Gazette.
4. A notice will appear in the Government Gazette proclaiming the commencement of the
Regulations issued in terms of Section 112(2) of the Protection of Personal Information Act,
2013 (Act No. 4 of 2013) as follows:
a) Regulation 4 will be effective on 1 May 2021;
b) Regulation 5 will be effective on 1 March 2021 and
c) the residual Regulations will be effective on 1 July 2021.
Adv.P.Tlakula
Chairperson
By order of the Chairperson of the Information Regulator
GUIDELINES TO DEVELOP CODES OF CONDUCT
Issued under the Protection of Personal Information Act 4
of 2013 (POPIA)
Table of Contents
PART 1 – INTRODUCTION: THE LEGISLATIVE FRAMEWORK ............................ 4
1 Purpose of POPIA and the need for a code of conduct ................................. 4
2 Objectives of the guidelines ............................................................................ 5
3 Definitions ......................................................................................................... 5
4 Who should use these guidelines ................................................................... 7
5 Purpose of these guidelines ............................................................................ 7
6 Reasons for developing a code of conduct .................................................... 8
7 Criteria for developing a code of conduct ...................................................... 9
8 Understanding of POPIA .................................................................................. 9
9 Administrative mechanisms ............................................................................ 9
10 Resource requirements .................................................................................. 10
11 Notice of intention to develop a code of conduct ........................................ 10
12 Code of conduct requirements under POPIA ............................................... 10
PART 2 – ISSUING OF A CODE OF CONDUCT BY THE INFORMATION
REGULATOR (Regulator) ...................................................................................... 11
13 General principles applicable to issuing of a code of conduct................... 11
14 Other matters that may be included in a code of conduct .......................... 12
15 Drafting style ................................................................................................... 12
16 Process for issuing of code of conduct ........................................................ 12
17 Openness and transparency .......................................................................... 14
18 Notice of consideration for a code of conduct ............................................. 14
19 Notification ...................................................................................................... 15
20 Register for approved codes of conduct ...................................................... 15
PART 3 – CODE GOVERNANCE ........................................................................... 16
21 Governance arrangements ............................................................................. 16
22 Bodies bound by a code of conduct ............................................................. 16
23 Identifying relevant bodies bound by a code of conduct ............................ 16
24 Monitoring compliance with a code of conduct ........................................... 16
25 Reporting on compliance with a code of conduct ....................................... 17
PART 4 – COMPLAINTS HANDLING ..................................................................... 18
26 Purpose of a complaints handling procedure .............................................. 18
27 Who may submit a complaint......................................................................... 19
28 The complaints process ................................................................................. 19
29 Responsibilities of the Independent Adjudicator ......................................... 20
PART 5 – REVIEWING, VARYING AND REVOCATION OF AN APPROVED CODE
OF CONDUCT ......................................................................................................... 20
30 Review of the operation of an approved code of conduct .......................... 20
31 Variations to an approved code of conduct.................................................. 21
32 The form and manner of the application to vary an approved code of
conduct ............................................................................................................ 22
33 Revocation of an approved code of conduct................................................ 22
34 The form and manner of the application to revoke an approved code of
conduct ............................................................................................................ 23
35 Review.............................................................................................................. 23
PART 1 – INTRODUCTION: THE LEGISLATIVE FRAMEWORK
1 Purpose of POPIA and the need for a code of conduct
1.1 The purpose of POPIA is, amongst others, to give effect to the constitutional right
to privacy by safeguarding personal information when processed by a
responsible party.
1.2 POPIA applies to the processing of personal information:
1.2.1 entered in a record by or for a responsible party by making use of
automated or non-automated means provided that when the recorded
personal information is processed by non-automated means, it forms
part of a filing system or is intended to form part thereof; and
1.2.2 where the responsible party is:
1.2.2.1 domiciled in the Republic; or
1.2.2.2 not domiciled in the Republic but makes use of automated
and non-automated means in the Republic unless those
means are used only to forward personal information through
the Republic.
1.3 Chapter 3 of POPIA regulates the processing of personal information by or for a
responsible party through compliance with the eight (8) conditions for the lawful
processing of personal information, the processing of special personal
information and the processing of personal information of children.
1.4 POPIA empowers the Regulator to:
1.4.1 issue, from time to time, codes of conduct, amend and revoke codes;
1.4.2 make guidelines that would assist bodies to develop or to apply codes;
1.4.3 approve codes; and
1.4.4 consider afresh, upon application the determinations by adjudicators
under approved codes.
1.5 The purpose of a code is to establish a voluntarily accountability tool and to
promote transparency for relevant bodies on how personal information should be
processed. A code does not replace the relevant provisions in POPIA but
operates in support of the requirements in POPIA. A code cannot limit a data
subject’s right to privacy, which can only be done as provided for in POPIA.
1.6 The relevant bodies bound by an issued code of conduct must refrain from
performing an act or engaging in a practice that breaches the code. A breach of
an issued code is deemed to be a breach of the conditions for the lawful
processing of personal information referred to in Chapter 3 and shall be dealt
with in terms of Chapter 10 of POPIA.
1.7 A code should limit itself to the provisions which outline the specific obligations
of relevant bodies bound by a code. A code should comply with all the conditions
for the lawful processing of personal information or meet the functional equivalent
standard of lawful processing of personal information. A code must also include,
but is not limited to, governance and administrative provisions in these guidelines
as applicable to specific relevant bodies.
1.8 In deciding whether to issue a code, the Regulator will consider whether a code
meets the requirements set out in Chapter 7 of POPIA and the requirements set
out in these guidelines.
1.9 The guidelines encourage different sectors to develop codes within an
established framework and harmonise the code with POPIA.
2 Objectives of the guidelines
2.1 The objective of these guidelines is to serve as an explanatory aid to Chapter 7
of POPIA.
2.2 These guidelines will further serve as a practical guide that outlines minimum
criteria and provides a framework to ensure that codes are evaluated in a
standard manner. This will foster transparency relating to requirements and
processes that will enable the approval of codes.
3 Definitions
Any term used in these guidelines would bear the same meaning as in POPIA unless
the contrary is indicated in these guidelines.
3.1 “Annually” means calendar year which runs from the date on which the code
was issued;
3.2 ‘‘Automated means’’ for the purposes of these guidelines, means any
equipment capable of operating automatically in response to instructions given
for the purpose of processing information;
3.3 ‘‘Body’’ means public or private body as defined in POPIA;
3.4 ‘‘Code of conduct’’ means a code of conduct issued in terms of Chapter 7 of
POPIA;
3.5 ‘‘Constitution’’ means the Constitution of the Republic of South Africa, 1996;
3.6 “Data subject’’ means the person to whom personal information relates;
3.7 ‘‘Information matching programme’’ means the comparison, whether
manually or by means of any electronic or other device, of any document that
contains personal information about ten or more data subjects with one or more
documents that contain personal information of ten or more data subjects, for the
purpose of producing or verifying information that may be used for the purpose
of taking any action regarding an identifiable data subject;
3.8 ‘‘Person’’ means a natural person or a juristic person;
3.9 ‘‘Personal information’’ means information relating to an identifiable, living,
natural person, and where it is applicable, an identifiable, existing juristic person,
including, but not limited to–
(a) information relating to the race, gender, sex, pregnancy, marital status,
national, ethnic, or social origin, colour, sexual orientation, age, physical or
mental health, well-being, disability, religion, conscience, belief, culture,
language, and birth of the person;
(b) information relating to the education or the medical, financial, criminal or
employment history of the person;
(c) any identifying number, symbol, e-mail address, physical address, telephone
number, location information, online identifier, or other assignment to the
person;
(d) the biometric information of the person;
(e) the personal opinions, views, or preferences of the person;
(f) correspondence sent by the person that is implicitly or explicitly of a private or
confidential nature or further correspondence that would reveal the contents
of the original correspondence;
(g) the views or opinions of another individual about the person; and
(h) the name of the person if it appears with other personal information relating
to the person or if the disclosure of the name itself would reveal information
about the person;
3.10 ‘‘Prescribed’’ means prescribed by regulation or by a code of conduct;
3.11 ‘‘Regulator’’ means the Information Regulator established in terms of section
39 of POPIA;
3.12 ‘‘Regulations’’ means Regulations made in terms of Section 112(2) of POPIA;
3.13 ‘‘Relevant body/bodies’’ refers to any specified body or class of bodies, or any
specified industry, profession, or vocation or class of industries, professions, or
vocations that in the opinion of the Regulator which has sufficient representation;
3.14 ‘‘Relevant stakeholders’’ means stakeholders, affected stakeholders or a body
representing such stakeholders.
3.15 ‘‘Republic’’ means the Republic of South Africa; and
3.16 ‘‘Responsible party’’ means a public or private body or any other person which,
alone or in conjunction with others, determines the purpose of and means for
processing personal information.
4 Who should use these guidelines
These guidelines should be used by:
4.1 relevant bodies that are considering developing a code for approval;
4.2 stakeholders considering a proposed code developed by a relevant body;
4.3 stakeholders and relevant bodies in considering a proposed code developed on
the Regulator’s own initiative; and
4.4 the Regulator in developing a code on its own initiative.
5 Purpose of these guidelines
The primary purpose of these guidelines is to outline how all the conditions for the lawful
processing of personal information are to be applied or complied with by relevant bodies.
These guidelines:
5.1 assist relevant bodies to decide whether it is appropriate for them to develop a
code;
5.2 clarify when the Regulator will develop a code on its own initiative or when
relevant bodies may develop a code;
5.3 provide for stakeholder consultations when a code is being considered;
5.4 outline matters that need to be addressed in the issuing and registration of
approved codes;
5.5 clarify when notifications will be issued by the Regulator on the availability of a
proposed code for inspection;
5.6 outline the procedures that may be prescribed in a code for dealing with
complaints;
5.7 outline matters relating to the reviewing, amendment, or revocation of an issued
code;
5.8 apply to any specified personal information or class of personal information,
activities, industry, profession or vocation, or class of industries, professions, or
vocations that in the opinion of the Regulator has sufficient representation;
5.9 afford an opportunity to develop a framework that will support the lawful
application of POPIA in a transparent and cost-effective manner;
5.10 foster the lawful and reasonable processing of personal information in
accordance with POPIA which is beneficial to all sectors, encompassing the
needs and rights of relevant bodies and data subjects;
5.11 assist relevant bodies that process personal information to comply with POPIA;
5.12 encourage relevant bodies, when developing a code, to ensure that such code
builds trust amongst data subjects and stimulates transparent processing of
personal information; and
5.13 create the opportunity to develop best practices and ultimately attain improved
compliance with POPIA.
6 Reasons for developing a code of conduct
The reason for developing a code may include:
6.1 providing clarity on how the conditions for lawful processing of personal
information are to be applied and complied with given the features of a relevant
body;
6.2 providing a functionally equivalent means of fulfilling the obligations related to
the conditions for the lawful processing of personal information;
6.3 promoting an organisational paradigm shift in a relevant body relating to the
lawful processing of personal information;
6.4 stipulating conditions for the lawful processing of personal information for any
specified information or classes of information;
6.5 stipulating conditions for the lawful processing of personal information for any
specified activity or class of activities;
6.6 outlining rules and procedures for information matching programmes if such
programmes are used within a specific sector;
6.7 outlining how the legitimate interests of data subjects are to be protected insofar
as automated decision making affect them;
6.8 providing details regarding the expiry of a code; and
6.9 providing a procedure of dealing with complaints.
7 Criteria for developing a code of conduct
In deciding to develop a code, relevant bodies should consider the following:
7.1 whether the relevant bodies that will be bound by a code meet the resource
requirements set out in par 10 below; and
7.2 whether POPIA, the Regulations or an issued code already cover the same
matters which may negate the need to develop a code.
8 Understanding of POPIA
A relevant body that is considering the development of a code must understand POPIA,
in particular the application of the conditions for the lawful processing of personal
information.
9 Administrative mechanisms
A relevant body which is considering developing a code should have adequate
administrative capacity to develop a code. This may include the establishment of a code
development committee or some other administrative mechanism to manage the
development of a code. The mechanism should include consultations with relevant
stakeholders.
10 Resource requirements
A relevant body should ensure that it has sufficient resources for the development and
implementation of a code. Resources may need to be allocated for:
10.1 investigating the need for the development for a code;
10.2 establishing an administrative mechanism responsible for developing a code;
10.3 drafting and scoping of a code;
10.4 seeking legal or professional advice;
10.5 involving stakeholders in effective consultations on the draft code;
10.6 obtaining the necessary authorisation;
10.7 establishing sufficient representation;
10.8 establishing a body to oversee the operation of a code and reporting on its
operation;
10.9 establishing a procedure for the making and dealing with complaints if any; and
10.10 maintaining information about a code on the website, including a list of relevant
bodies bound by a code.
11 Notice of intention to develop a code of conduct
11.1 A relevant body should notify the Regulator of its intention to develop a code and
keep the Regulator informed throughout the process of the development of a
code.
12 Code of conduct requirements under POPIA
12.1 POPIA sets out the minimum requirements to be included in a code and how a
code should apply.
12.2 Any failure to comply with an issued code is deemed to be a breach of the
conditions for the lawful processing of personal information.
12.3 A code should limit itself to provisions which outline the specific obligations of
relevant bodies bound by a code and any mandatory requirements under POPIA;
12.4 Any matters unrelated to the conditions for the lawful processing of personal
information should not form part of a code to be approved by the Regulator.
12.5 A code does not replace the relevant provisions of POPIA.
PART 2 – ISSUING OF A CODE OF CONDUCT BY THE INFORMATION
REGULATOR (Regulator)
The Regulator may from time to time issue a code on its own initiative or on application in the
prescribed manner and form as contained in Regulation 5 and Form 3.
13 General principles applicable to issuing of a code of conduct
13.1 A code of conduct must:
13.1.1 be in writing;
13.1.2 incorporate all the conditions for the lawful processing of personal
information or set out obligations that provide a functional equivalent of
all the obligations set out in those conditions; and
13.1.3 prescribe how the conditions for the lawful processing of personal
information are to be applied or complied with, given the features of the
sector or sectors in society in which the relevant responsible parties are
operating.
13.2 A code may apply to any one or more of the following:
13.2.1 any specified information or class of information;
13.2.2 any specified body or class of bodies;
13.2.3 any specified activity or class of activities; or
13.2.4 any specified industry, profession, or vocation or class of industries,
professions, or vocations.
13.3 A code must also specify appropriate measures:
13.3.1 for information matching programmes if such programmes are used
within a specific sector;
13.3.2 for protecting the legitimate interests of data subjects insofar as
automated decision making is concerned;
13.3.3 to provide for the review of the code by the regulator; and
13.3.4 to provide for the expiry of the code within a minimum five (5) year
period.
14 Other matters that may be included in a code of conduct
14.1 A code may:
14.1.1 provide for exemptions granted by the Regulator;
14.1.2 consider a process for dealing with complaints by all relevant bodies
bound by a code and provide for the reporting to the Regulator about
those complaints; and
14.1.3 provide for the reporting of and deal with any other matters relating to
the processing of personal information provided for in POPIA.
15 Drafting style
15.1 The Regulator and affected stakeholders must be able to easily understand and
interpret a code.
15.2 Codes should be written in plain English language that is clear and concise.
15.3 The code may be translated in any other two official languages as determined by
the relevant body.
15.4 The obligations should be set out in a code in a logical order. For example, the
conditions for the lawful processing of personal information should be aligned
with the heading of each condition and in the order in which they appear in
POPIA.
16 Process for issuing of code of conduct
The Regulator may issue a code of conduct after consultation with relevant stakeholders
or on application by relevant bodies. The period of consultations with relevant
stakeholders should not be less than 30 days.
16.1 Codes issued by the Regulator on own initiative
16.1.1 The Regulator may issue a code of conduct on own initiative after
consultation with relevant stakeholders.
16.1.2 The consultation with the relevant stakeholders may take the following
forms:
16.1.2.1 a notice in the Gazette that the issuing of a code is being
considered;
16.1.2.2 a draft of a code made publicly available, for example on the
Regulator’s website; or
16.1.2.3 an invitation to the public to make written submissions to the
Regulator within specified period.
16.1.2.4 the Regulator must consider any submissions made within
the specified period.
16.1.3 When conducting a consultation, the Regulator must ensure that
participation in the consultation is accessible to all affected persons.
16.1.4 Consideration will be given to the comments raised by the affected
persons and stakeholders consulted.
16.2 Codes issued by the Regulator on application by relevant bodies
The Regulator may also issue a code of conduct on application by relevant
bodies.
16.2.1 The application for the issuing of a code must be made in the form and
manner prescribed by the Regulator in the Regulations.
16.2.2 The application must amongst others be accompanied by the following
documentation:
16.2.2.1 a copy of the proposed or draft code being applied for;
16.2.2.2 submissions received during consultations;
16.2.2.3 the period that the proposed code was available for
consultation;
16.2.2.4 the relevant bodies which will be affected by the code;
16.2.2.5 the methods that were employed by the relevant body to
consult with relevant stakeholders;
16.2.2.6 a list of relevant stakeholders, relevant bodies and affected
persons who made submissions to the code;
16.2.2.7 details of the changes made to a code following consultations;
16.2.2.8 a summary of issues received through the consultation with
relevant stakeholders, relevant bodies, and affected persons;
and
16.2.2.9 reasons why a particular submission was not incorporated
into the final document.
16.2.3 A statement of consultation with the application to issue a code should
contain the following details:
16.2.3.1 a copy of the explanatory material that has been prepared in
relation to the code;
16.2.3.2 if all the requirements in these guidelines are not met,
reasons as to why those requirements have not been met or
why they are not relevant; and
16.2.3.3 any other material document or information that may be
relevant to the Regulator’s decision to issue a code.
16.2.4 The Regulator must acknowledge receipt of the application within a
reasonable time which should not exceed a period of 14 days.
16.2.5 The decision of the Regulator on the application to issue a code of
conduct must be made in a reasonable time that does not exceed 13
weeks from the date of publication of the notice in the Gazette.
17 Openness and transparency
17.1 In line with an issued code of conduct a member of a relevant body must develop
policies on how personal information is managed. This includes information
about how a data subject may complain about a breach of the conditions for the
lawful processing of personal information, and how the relevant body will deal
with such a complaint.
17.2 These policies must be made easily available on the website of a member of a
relevant body. Hard copies must be made available where necessary.
18 Notice of consideration for a code of conduct
The Regulator must:
18.1 give notice in the Gazette that the issuing of a code is being considered.
18.2 The said notice must contain a statement that:
18.2.1 the proposed code of conduct being considered and a copy thereof may
be obtained from the Regulator, and
18.2.2 written submissions on the proposed code may be submitted to the
Regulator within a period specified in the notice.
18.3 The Regulator may not issue the code of conduct unless it has considered all the
submissions made and is satisfied that all affected persons have been given a
reasonable opportunity to make submissions.
18.4 The appropriate way to bring a code to the attention of affected persons will
depend on the circumstances of each case, but may include:
18.4.1 placing a code or information about a code on the website of the
Regulator;
18.4.2 public notices in newspapers or industry publications;
18.4.3 direct engagement with relevant stakeholders and relevant bodies; or
18.4.4 consultation with relevant Regulators to assess any other legal issues
associated with a code.
19 Notification
19.1 The Regulator will notify relevant bodies of a decision to issue a code in writing.
The decision will include the date when the issuing of a code will take effect.
Upon issuing of a code the Regulator will publish an explanatory statement
outlining the reasons for approving a code.
19.2 The Regulator will also notify relevant bodies of a decision not to issue a code
and the notice will include reasons for such decision.
19.3 The Regulator will publish, within 30 days of its decision to issue a code, a notice
in the Gazette that a code has been issued.
19.4 The Regulator will publish a notice within 30 days of its decision to issue a code
on its website and/or by any other means.
20 Register for approved codes of conduct
20.1 The Regulator must keep a register of approved codes. Where the Regulator
approves a variation to a code, the register will include the relevant code as
varied. The register will not include any code that the Regulator has removed
from the register.
20.2 The register, including the full content of any approved code will be made publicly
available on the website of the Regulator.
PART 3 – CODE GOVERNANCE
21 Governance arrangements
21.1 POPIA does not state how a code should be administered. However,
there are several matters regarding governance arrangements in a code to
consider when deciding whether to develop a code.
21.2 The Regulator will consider the governance arrangements in a code upon
receiving an application for registration of a code.
22 Bodies bound by a code of conduct
22.1 A code must clearly state the relevant bodies that are bound by a code, or
establish a way of identifying the relevant bodies bound by a code.
22.2 Once a code has been issued it is in force and legally binding on relevant bodies.
23 Identifying relevant bodies bound by a code of conduct
23.1 A code must identify the bodies which are bound by a code, for example by listing
the affected bodies in a code itself.
23.2 If any of the bodies are subject to more than one code, each code must list the
bodies which are bound by that code.
23.3 Failure to clearly identify bodies bound by a code, either through listing the
bodies that will be bound or by clearly describing the way in which bodies bound
by a code can be identified, may constitute a reason not to issue a code or to
remove a code from the register of approved codes.
24 Monitoring compliance with a code of conduct
24.1 The Regulator should, put mechanisms in place to monitor the effectiveness of
a code in achieving compliance.
24.2 Relevant bodies must have processes in place that outline how complaints or
enquiries from data subjects will be handled.
24.3 Relevant bodies must assess compliance with the code.
25 Reporting on compliance with a code of conduct
25.1 The relevant bodies should submit an annual report to the Regulator which
should also be made available on the relevant body’s website.
25.2 The annual report must be submitted one (1) year after a code has been issued
by the Regulator.
25.3 The report should include the following:
25.3.1 accurate, up to date and sufficient information on how a body has
monitored compliance with a code. This includes information received
in reports from bodies bound by a code and from assessments or
investigations;
25.3.2 aggregate information about systemic issues or serious or repeated
interference with the conditions for the lawful processing of personal
information that occurred during the reporting period;
25.3.3 if information regarding the effectiveness of a code in achieving
compliance has significantly changed from the last report, a description
of the change and any proposed process or practice to address the
change;
25.3.4 the number of complaints in relation to a code received annually;
25.3.5 the average time taken to resolve the complaints;
25.3.6 statistical information about the nature of the complaints;
25.3.7 statistical information about the outcomes of the complaints; and
25.3.8 information about the remedies awarded in resolving the complaint.
25.4 If the reports are not provided to the Regulator or they indicate a lack of
compliance with a code, this shall inform a decision by the Regulator to review,
vary or revoke a code.
25.5 The relevant bodies bound by a code should also report systemic issues or
serious violations of a code to the Regulator as soon as they become aware of
them.
25.6 A code of conduct may prescribe procedures for making and dealing with
complaints alleging a breach of a code.
25.7 If a code sets out procedures for making and dealing with complaints the
Regulator must be satisfied that a code meets the standards prescribed by the
Regulator and these guidelines.
PART 4 – COMPLAINTS HANDLING
26 Purpose of a complaints handling procedure
26.1 The purpose of a complaints handling procedure is to:
26.1.1 ensure that the prescribed standard procedure is complied with;
26.1.2 ensure that complainants are aware of the procedure that will be utilised
in handling complaints;
26.1.3 ensure that the procedure is fair, transparent, impartial and responsive;
26.1.4 enable the expedient resolution of complaints;
26.1.5 promote effective decision making;
26.1.6 ensure that complaints are first raised with the responsible party that
has allegedly compromised personal information.
26.1.7 ensure that the responsible party is afforded the opportunity to respond
to the complaint;
26.1.8 ensure that the data subject who is aggrieved by the decision of the
responsible party submits the complaint to an independent adjudicator;
and
26.1.9 ensure that the responsible party or data subject who is aggrieved by
the decision of the independent adjudicator submits the complaint to the
Regulator.
26.2 The complaint can be escalated directly to the Regulator in instances where the
complaint warrants the attention of the Regulator, including and not limited to the
following circumstances:
26.2.1 the complainant will be disadvantaged if the complaint is directed to the
responsible party directly;
26.2.2 a systemic violation of the protection of personal information has
occurred;
26.2.3 the responsible party has a history of habitual violation of the protection
of personal information;
26.2.4 complainants represent a class of individuals against the same
responsible party; or
26.2.5 the complaints arise out of similar circumstances and there is a common
issue of law or fact.
27 Who may submit a complaint?
27.1 a data subject;
27.2 a person acting on behalf of a data subject;
27.3 a competent person acting on behalf of a minor;
27.4 a relevant person appointed by a court of law to manage the affairs of a data
subject; or
27.5 a responsible party or a data subject who is aggrieved by the decision of the
independent adjudicator.
28 The complaints process
28.1 A code of conduct may prescribe procedures for making and dealing with
complaints alleging a breach of a code without limiting or restricting the
provisions of Chapter 10 of POPIA.
28.2 Once a code issued under Section 60 of POPIA is in force, failure to comply with
such a code is deemed to be a breach of the conditions for the lawful processing
of personal information referred to in Chapter 3 of POPIA and dealt with in terms
of Chapter 10 of POPIA.
28.3 If a code sets out procedures for making and dealing with complaints the
Regulator must be satisfied that the code meets the prescribed standards in line
with POPIA and the guidelines issued by the Regulator in terms of Section 65 of
POPIA.
28.4 If a code sets out procedures for making and dealing with complaints, the code
must provide for the appointment of an independent adjudicator by the relevant
body with whom the complaints may be lodged.
28.5 A code must provide for the details of the independent adjudicator.
28.6 A responsible party or data subject who is aggrieved by a determination,
including any declaration, order or direction that is included in the determination,
made by an adjudicator after having investigated a complaint relating to the
protection of personal information under an approved code of conduct, may
submit a complaint in terms of section 74(2) with the Regulator, against the
determination upon payment of a prescribed fee.
29 Responsibilities of the Independent Adjudicator
29.1 The adjudicator when exercising his/her powers must have due regard to Section
44 of POPIA.
29.2 The adjudicator must utilise a process that is impartial, accessible, flexible, and
efficient and must also observe the principles of natural justice and procedural
fairness.
29.3 The adjudicator must prepare and submit a report, in a form satisfactory to the
Regulator, within five (5) months of the end of a financial year of the Regulator
on the operation of a code during that financial year. The financial year end of
the Regulator is the 31st of March of each year.
29.4 The annual report must specify the number and nature of complaints made to an
adjudicator under a code during the relevant financial year.
29.5 The adjudicator’s determination continues to have effect unless and until the
Regulator makes a determination under Chapter 10 of POPIA relating to the
complaint or unless the Regulator determines otherwise.
PART 5 – REVIEWING, VARYING AND REVOCATION OF AN APPROVED CODE
OF CONDUCT
30 Review of the operation of an approved code of conduct
30.1 The Regulator may on its own initiative review the operation of an approved code
within a five (5) year period or as and when deemed necessary.
30.2 The review may occur when the Regulator becomes aware of, amongst others,
the following:
30.2.1 a change in industry practices, technology or expectations of affected
persons that may impact the effective operation of a code; or
30.2.2 the lack of compliance with an approved code.
30.3 The Regulator will notify the relevant body in writing of the decision to review the
code. The Regulator will undertake a consultation during the review process.
30.4 If the Regulator decides to review an approved code, the Regulator must publish
a notice of the review on its website requesting comments from affected persons.
30.5 The outcome of the review of a code may inform a decision by the Regulator to
revoke an approved code.
31 Variations to an approved code of conduct
31.1 The Regulator may approve, in writing, a variation of an approved code. A
variation may occur:
31.1.1 when a relevant body bound by the approved code applies for variation;
or
31.1.2 on the Regulator’s own initiative.
31.2 Where the Regulator decides to vary an approved code on its own initiative, the
variation cannot include provisions that deal with exemptions.
31.3 Before deciding whether to approve a variation, the Regulator may undertake a
consultation which may include:
31.3.1 making available a copy of the variation sought on the Regulator’s
website;
31.3.2 consulting any affected persons the Regulator considers appropriate for
the variation sought; and
31.3.3 publish a notice of the variation sought in the Gazette.
31.4 In deciding whether to consult regarding a variation, the Regulator may consider
the extent to which relevant bodies bound by a code and affected persons have
been afforded the opportunity to comment on the variation.
31.5 In deciding whether to approve a variation, the Regulator will consider the
matters specified in these guidelines. The decision will be informed by whether
the proposed variation effectively addresses the issues it seeks to resolve.
31.6 If the Regulator decides to vary an approved code, the Regulator must:
31.6.1 notify the relevant body of its decision including the date on which the
variation will occur;
31.6.2 publish a notice of the variation on the Regulator’s website. The
variation must be published as soon as practicably possible to ensure
that relevant bodies have sufficient time to implement same;
31.6.3 add the varied code to the register and remove the original approved
code from the register; and
31.6.4 publish a notice on the Regulator’s website and in the Gazette stating
that the original approved code has been varied.
31.7 The relevant body must publish the varied code on its website within 14 days
from the date of publication of the varied code in the Gazette.
32 The form and manner of the application to vary an approved code of conduct
32.1 An application to vary an approved code must take the form of a letter addressed
to the Regulator setting out the following:
32.1.1 the title of the approved code;
32.1.2 the name of the relevant body bound by the code that is applying for
variation;
32.1.3 the details of the proposed variation;
32.1.4 the reasons for the variation;
32.1.5 any potential consequences resulting from the variation, including the
impact on relevant bodies bound by the approved code; and
32.1.6 details of any consultation carried out with relevant bodies bound by the
approved code along with other affected stakeholders.
32.2 The application must also include:
32.2.1 a copy of the proposed variation clearly marked on the current approved
code.
32.2.2 submissions received on any consultation undertaken on the variation;
and
32.2.3 if all the requirements in these guidelines are not met, a statement
explaining why those requirements have not been met or why they are
not relevant, and any other material that may be relevant to assist the
Regulator’s decision to issue a code as varied.
33 Revocation of an approved code of conduct
33.1 The Regulator may revoke an approved code and thereafter remove from the
register. In deciding whether to revoke an approved code, the Regulator will
consider the following:
33.1.1 a change in industry practices, technology or expectations of affected
persons that may impact the effective operation of a code; or
33.1.2 the lack of compliance with an approved code.
33.2 The Regulator may revoke an approved code:
33.2.1 on application by one or more relevant bodies representing one or more
bodies bound by a code;
33.2.2 on application of any relevant body bound by a code; or
33.2.3 on the Regulator’s own initiative.
33.3 In revoking an approved code, the Regulator will undertake a consultation in a
similar process as for a variation of an approved code.
33.4 If an approved code is revoked, the Regulator must:
33.4.1 notify the relevant body that applied for the revocation of the decision to
revoke the approved code, including the date of the revocation;
33.4.2 publish a notice relating to the revocation of the approved code on the
Regulator’s website and in the Gazette; and
33.4.3 remove the approved code from the register.
34 The form and manner of the application to revoke an approved code of conduct
34.1 An application to revoke an approved code must take the form of a letter
addressed to the Regulator setting out the following:
34.1.1 the title of the relevant approved code;
34.1.2 the name of the relevant body bound by the code, or the industry
representing one or more of the relevant bodies bound by the code, that
is applying for revocation;
34.1.3 the reasons for the revocation;
34.1.4 any potential consequences resulting from the revocation, including the
impact on relevant bodies bound by the approved code;
34.1.5 details of any consultation carried out with relevant bodies bound by the
approved code along with other relevant stakeholders;
34.1.6 any submissions received during the consultation on revocation of the
code; and
34.1.7 if these submissions were not considered, the reasons thereto must be
provided.
35 Review
Any person has the right to review the decision of the Regulator to approve, vary or revoke
a code in the High Court having jurisdiction.
Prohibition or Restriction of Certain Conventional Weapons Act, 2008
