Privacy Policy

Last updated: 01 November 2026

1. Who we are

Optiserve Professional Services ("Optiserve", "we", "us", "our"), a division of Optiserve Security Staffing Solutions, is the "responsible party" for the personal information processed through this website (https://optiservesss.co.za). We are committed to protecting your privacy and processing your personal information lawfully, fairly and transparently in accordance with POPIA.

• Registered name: Optiserve
• Registration number: Reg. 2025/966347/07
• Physical address: Durban, KwaZulu-Natal
• Information Officer: Mzamo Mthembu
• Email: director@optiservesss.co.za
• Phone: 073 267 6756

2. The personal information we collect

We collect only the information we need for the purposes set out below.

2.1 Information you give us

• Enquiry and contact forms: your name, email address, phone number, company name and the contents of your message.
• Job applications: your name, contact details, identification information (South African ID number, or passport number and work-permit status), date of birth, gender, citizenship or residency status, work experience, qualifications, current and expected salary, notice period, your CV, and any cover note you provide.

Some of this, such as your ID number, is regarded as sensitive. We collect it only to verify eligibility to work and to screen applications against the stated minimum requirements for a role.

2.2 Information we collect automatically

• Technical data such as your IP address, browser type and device information.
• Usage data about how you interact with the site, collected through cookies (see section 10).

3. How and why we use your information

We process your personal information to:

• respond to your enquiries and provide our recruitment and workforce-intelligence services;
• receive, screen and assess job applications, including automated screening against a role's minimum requirements (for example work eligibility, experience and qualifications);
• verify identity and eligibility to work in South Africa;
• contact shortlisted candidates and manage the recruitment process;
• comply with legal and regulatory obligations; and
• maintain the security and performance of our website.

Automated screening: applications are automatically checked against the minimum requirements set for each role. An application may be declined on this basis. You may contact our Information Officer if you would like a decision reviewed.

4. Lawful basis for processing

We rely on one or more of the following grounds permitted by POPIA: your consent; the performance of, or steps toward, a contract (for example, processing your application); our legitimate interests in operating a recruitment business; and compliance with a legal obligation.

5. Consent and withdrawal

Where we rely on consent, such as when you submit a job application, you provide it by ticking the consent box on the relevant form. You may withdraw your consent at any time by contacting our Information Officer. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal, and may mean we can no longer consider your application.

6. Who we share your information with

We do not sell your personal information. We may share it with:

• Prospective employers and client organisations for whom we are recruiting, where you have applied or consented to be put forward;
• Service providers who help us operate (for example, our website hosting provider), under appropriate confidentiality and data-protection terms; and
• Authorities or third parties where required by law or to protect our legal rights.

7. How we protect your information

We maintain reasonable technical and organisational safeguards appropriate to the sensitivity of the information, including encrypted (HTTPS) transmission, restricted and authenticated access to application data, protected file storage for CVs, and secure password handling. While we take security seriously, no method of transmission or storage is completely secure.

8. How long we keep it

We keep personal information only as long as necessary for the purposes described above or as required by law. Unsuccessful application data is retained for 12 months in case suitable future roles arise, after which it is securely deleted, unless you ask us to remove it sooner.

9. Cross-border transfers

Where any of our service providers process information outside South Africa, we take reasonable steps to ensure a comparable level of protection as required by POPIA.

10. Cookies

Cookies are small files stored on your device. We use:

• Strictly necessary cookies: required for the site and secure forms to function (for example, your session and your cookie-preference choice). These cannot be switched off.
• Optional analytics cookies: used only if you accept them, to help us understand how the site is used and improve it.

You can set your preference using our cookie banner, and change it at any time via the Cookie Preferences link. This site also loads fonts from Google Fonts; your browser contacts Google's servers to retrieve them. You can control or delete cookies through your browser settings.

11. Your rights under POPIA

Subject to the Act, you have the right to:

• be told what personal information of yours we hold and request access to it;
• request that we correct or delete information that is inaccurate, irrelevant, excessive or out of date;
• object to the processing of your personal information; and
• withdraw consent and lodge a complaint with the Information Regulator.

To exercise any of these rights, contact our Information Officer using the details in section 1.

12. Lodging a complaint

If you believe we have not handled your personal information lawfully, please contact us first so we can try to resolve it. You also have the right to complain to the Information Regulator:

• Information Regulator (South Africa)
• Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• General enquiries: enquiries@inforegulator.org.za
• POPIA complaints: POPIAComplaints@inforegulator.org.za
• Telephone: 010 023 5200  ·  Toll free: 0800 017 160
• Website: inforegulator.org.za

13. Children

We do not knowingly collect the personal information of children (persons under 18) without the consent of a parent or guardian. If you believe a child has provided us information without such consent, please contact us so we can remove it.

14. Changes to this policy

We may update this policy from time to time. The latest version will always appear on this page with a revised "Last updated" date.

15. Contact us

For any privacy question or to exercise your rights, contact our Information Officer at director@optiservesss.co.za or 073 267 6756.