Junior Consultant @ Knotion Consulting

Introduction 

Knotion is committed to protecting your privacy and ensuring compliance with the Protection of Personal Information Act (POPIA). This privacy policy outlines how we collect, use, store, and share your personal information concerning the recruitment process. Please note that this privacy policy is a summarised version for recruitment purposes. For details on broader data processing activities or additional provisions, contact our Data Protection Officer at the details below for the full privacy policy. 

Definition of Personal Information 

We collect and process personal information, including but not limited to: 

• Identification details (e.g., full name, ID/passport number). 
• Contact information (e.g., email address, phone number, physical address). 
• Employment history, qualifications, and references. 
• Background check information where applicable. 

Purpose of Data Collection 

Your personal data is collected for the following purposes: 

• Evaluating your suitability for current or future job opportunities. 
• Communicating with you regarding your application. 
• Complying with legal and regulatory obligations. 
• Conducting reference and background checks. 

Legal Basis for Processing 

We process your personal information based on the following: 

• Your consent, as provided during the application process. 
• Our legitimate interest in conducting a fair and effective recruitment process. 
• Compliance with legal obligations. 

Methods of Data Collection 

We collect data: 

• Directly from you via the recruitment portal and uploaded documents. 
• From third parties, such as references, academic institutions, and background check providers (with your consent). 

Data Usage 

Your personal data will be used solely for recruitment purposes and related activities. If applicable, automated decision-making may be applied to shortlist candidates, with opportunities to request human review. 

Data Sharing and Disclosure 

Your information may be shared with: 

• Internal hiring managers and relevant departments. 
• External service providers for background checks or skills assessments. 
• Regulatory authorities if required by law. 
• Sage HR as the recruitment platform provider, operating under strict data processing agreements and only for the purposes specified by Knotion. 

Where applicable, candidates will be informed before their data is shared with third parties and may be asked to provide additional consent for specific activities.  

We will not sell your data to third parties. 

Data Storage and Retention 

• Personal information is stored securely on Sage HR’s platform and is accessible only to authorised personnel. 
• Data will be retained for 12 months after the recruitment process concludes unless you consent to extended retention. 
• After the retention period, Sage HR will securely delete or anonymise data in accordance with POPIA and Knotion's policies. 
• Data retention settings are configured to ensure compliance with POPIA’s data minimisation principle, and candidates will be notified when data deletion or anonymisation occurs. 
• Personal information is stored securely on our systems. 

Data Subject Rights 

Under POPIA, you have the right to: 

• Access, correct, or delete your personal data. 
• Withdraw consent for processing. 
• Requests can be made via [email protected] 
• Object to the use of your data. 
• Lodge a complaint with the Information Regulator (https://www.justice.gov.za/inforeg/).  

Security Measures  

We implement technical and organisational measures to protect your data, including: 

• Encryption of sensitive information. 
• Access controls to limit access to authorised personnel. 
• Regular system audits to identify and mitigate risks. 

Cookies and Tracking Technologies  

Our portal uses cookies to enhance functionality and improve user experience. For more information on the types of cookies used and their purposes, please refer to Sage HR Cookie Policy. By using the portal, you consent to cookies as outlined in the Cookie Policy. 

Third-Party Links  

The portal may include links to external websites. Knotion is not responsible for the privacy practices of these third-party sites. 

Policy Updates 

This privacy policy is subject to periodic updates. Changes will be communicated via the portal to ensure all users are promptly informed of updates. 

Knotion reviews this policy regularly to maintain compliance with POPIA and adapt to any changes in the law or recruitment processes. 

Contact Information 

For queries about this policy or your personal data, contact our Data Protection Officer at [email protected] 

Acknowledgement and Consent 

By submitting your application, you acknowledge that you have read, understood, and consented to this privacy policy.