1. Introduction
At Mindscope Consulting, we are committed to protecting the confidentiality and privacy of our clients’ personal and psychological information. As registered professionals with the Health Professions Council of South Africa (HPCSA), we are committed to processing your personal information in a lawful, transparent, and responsible manner, in accordance with the Protection of Personal Information Act (POPIA).
2. What Information We Collect
We may collect and process the following categories of personal data:
- Full name, ID/passport number, age, gender, and contact details.
- Psychological test results, interview responses, session notes, and referral information.
- Occupational history, CV, performance feedback, and job-specific information.
- Sensitive information related to mental or emotional well-being is only disclosed where necessary and with consent.
3. Purpose of Data Collection
Your information is collected and used for:
- Psychological assessments (e.g., psychometric testing, career guidance).
- Talent and leadership development, team facilitation, and workplace interventions.
- Providing feedback to you and, with your consent, to relevant stakeholders (e.g., HR, line managers).
- Compiling reports required for recruitment, development, or organisational improvement.
- Complying with legal, regulatory, and professional standards.
4. Consent and Lawful Processing
We process personal information only when:
- You have explicitly consented to the processing.
- It is necessary for the execution of a service or agreement.
- It is required by law or ethical obligation.
- It is needed to protect a legitimate interest.
If you wish to object to the processing of your personal information, please email us at [email protected].
5. Confidentiality and Information Sharing
We uphold strict confidentiality standards. Your data will never be shared without your written consent, except:
- When there is a legal obligation to do so.
- In situations of serious risk to your or others’ safety.
- In professional supervision or consultation, your identity remains protected.
6. How We Protect Your Information
We implement the following measures to safeguard your data:
- Encrypted and password-protected electronic files.
- The company securely stores data using its cloud storage system.
- Physical files are kept in locked cabinets.
- Role-based access controls within our systems.
- Routine system updates and secure data backups.
- Banking details and card payment information are not entered or present on our website.
7. Retention of Records
Your data will be retained for a minimum of six (6) years in accordance with HPCSA regulations. After that, records may be securely destroyed unless they are required for legal or professional purposes.
8. Your Rights
In accordance with POPIA, you have the right to:
- Access and review your data.
- Request correction, update, or deletion of your data.
- Withdraw consent at any time.
- Lodge a complaint with the Information Regulator of South Africa.
Information Regulator Contact:
Email: [email protected]
Website: www.inforegulator.org.za
9. Website and Cookies
Our website may use cookies to improve your user experience. You can turn off cookies through your browser settings. No personal information is collected through cookies without your explicit consent.
10. Policy Updates
This policy may be updated from time to time. You will be notified of any substantial changes. The most recent version will always be available on our website or by request.
11. How to contact us
If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Policy Effective Date: 01 July 2025
Contact Email: [email protected]
Contact Number: +27 69 845 0843
