PRIVACY POLICY
1. Introduction
Greater Kokstad Municipality ("the Municipality", "we", "us" or "our") respects the privacy of all persons who access or use the Municipality's website, online services and electronic communication platforms.
The Municipality is committed to protecting personal information and processing such information lawfully, reasonably and transparently in accordance with the Protection of Personal Information Act, 4 of 2013 ("POPIA"), the Promotion of Access to Information Act, 2 of 2000 ("PAIA"), and other applicable South African legislation.
This Privacy Policy explains how personal information may be collected, used, stored, protected and disclosed when you visit or interact with the Greater Kokstad Municipality website at kokstad.gov.za.
By using this website or submitting information through the website, you acknowledge the practices described in this Privacy Policy.
2. Scope of this Privacy Policy
This Privacy Policy applies to personal information processed through the Municipality's website and related online services, including information submitted through:
- Online contact and enquiry forms;
- Complaint or service-request forms;
- Application and registration forms;
- Public participation platforms;
- Tender, quotation or supplier-related forms where applicable;
- Newsletter or communication subscription facilities;
- Employment or vacancy applications where applicable;
- Online municipal service platforms linked to the website;
- Email communications initiated through the website; and
- Website analytics, server logs and security monitoring systems.
Additional privacy notices may be provided where specific municipal services require the collection of additional personal information.
3. What is Personal Information?
For purposes of this Privacy Policy, "personal information" has the meaning given to it under POPIA and includes information relating to an identifiable natural or juristic person.
Depending on how you interact with the Municipality, information collected may include:
- Full name and surname;
- Identity number or other identification information where legitimately required;
- Residential, postal or business address;
- Email address;
- Telephone or mobile number;
- Municipal account or reference numbers;
- Company or organisation details;
- Information submitted in enquiries, complaints or service requests;
- Employment-related information submitted when applying for vacancies;
- Supplier or tender-related information;
- Internet Protocol (IP) address;
- Browser and device information;
- Website usage information;
- Date and time of website access;
- Documents voluntarily uploaded or submitted to the Municipality; and
- Any other information voluntarily supplied through the website.
The Municipality will endeavour to collect only information that is reasonably necessary for a legitimate municipal or administrative purpose.
4. How We Collect Personal Information
The Municipality may collect personal information in several ways.
4.1 Information provided directly by you
Personal information may be collected when you:
- Complete an online form;
- Submit an enquiry or complaint;
- Request information;
- Apply for a municipal service;
- Register for a municipal programme or event;
- Submit comments as part of a public participation process;
- Apply for employment;
- Submit supplier, quotation or tender information;
- Subscribe to municipal communications; or
- Contact the Municipality electronically.
4.2 Information collected automatically
When you visit kokstad.gov.za, certain technical information may automatically be recorded by the Municipality's web server, hosting infrastructure or security systems.
This may include:
- Your IP address;
- Browser type;
- Device type;
- Operating system;
- Pages visited;
- Date and time of access;
- Referring website;
- Website errors;
- Download activity; and
- Security-related information.
This information may be used for website administration, performance monitoring, cybersecurity, troubleshooting and statistical reporting.
5. Purpose for Processing Personal Information
The Municipality may process personal information for legitimate municipal and administrative purposes, including:
- Providing municipal services;
- Responding to enquiries, complaints and service requests;
- Communicating with residents, businesses and other stakeholders;
- Processing applications and requests submitted to the Municipality;
- Facilitating public participation;
- Administering supplier and procurement processes;
- Processing employment applications;
- Providing access to municipal information and documentation;
- Maintaining municipal records;
- Meeting statutory and regulatory obligations;
- Improving the Municipality's website and online services;
- Producing anonymous website usage statistics;
- Detecting and preventing cybersecurity threats, fraud and misuse;
- Investigating technical or security incidents;
- Maintaining website availability and performance;
- Protecting municipal information systems; and
- Complying with legal obligations imposed on the Municipality.
Personal information will not knowingly be used for purposes that are materially incompatible with the purpose for which it was originally collected unless permitted or required by law.
6. Lawful Processing of Personal Information
The Municipality processes personal information where there is an appropriate legal basis to do so.
This may include circumstances where:
- Processing is necessary to comply with legislation;
- Processing is required for the Municipality to perform a public-law duty;
- Processing is necessary for the provision of municipal services;
- Processing is required for the conclusion or performance of an agreement;
- Processing protects the legitimate interests of the data subject;
- Processing is necessary to pursue the legitimate interests of the Municipality or a third party, subject to applicable law; or
- The data subject has provided consent where consent is required.
Where consent forms the basis for processing, the data subject may withdraw such consent, subject to applicable legal and contractual limitations.
7. Cookies
The Municipality's website may use cookies or similar technologies.
A cookie is a small file stored on a user's device by a website. Cookies may be used to:
- Enable essential website functionality;
- Remember user preferences;
- Improve website performance;
- Understand how visitors use the website;
- Maintain website security; and
- Generate aggregated website statistics.
Where non-essential cookies are implemented, appropriate consent mechanisms should be used where required.
Users may configure their browsers to restrict or reject cookies. However, disabling certain cookies may affect the functionality of parts of the website.
8. Website Analytics and Statistics
The Municipality may use website analytics tools to understand how the website is being used.
Information generated through analytics may include:
- Number of visitors;
- Most frequently visited pages;
- Visitor location at a general geographic level;
- Browser and device types;
- Traffic sources;
- Downloads;
- Session duration; and
- General website usage patterns.
Where possible, statistical information used for reporting purposes will be aggregated or anonymised and will not be used to directly identify individual website visitors.
9. Server Logs and Cybersecurity
For operational and cybersecurity purposes, the Municipality's website infrastructure may maintain server and system logs.
These logs may include IP addresses, access times, requested pages, error information and attempted unauthorised access.
Such information may be processed for purposes including:
- Identifying cybersecurity threats;
- Detecting unauthorised access;
- Preventing malicious activity;
- Investigating website incidents;
- Troubleshooting technical problems;
- Protecting the Municipality's infrastructure; and
- Maintaining the integrity and availability of municipal systems.
Information may be disclosed to authorised cybersecurity specialists, hosting service providers or law-enforcement authorities where reasonably necessary and legally permitted.
10. Sharing of Personal Information
The Municipality will not sell personal information collected through its website.
Personal information may, however, be shared with authorised parties where necessary for legitimate municipal operations.
These may include:
- Municipal departments and authorised employees;
- Government departments or public bodies;
- Municipal entities;
- IT support and website service providers;
- Hosting and infrastructure providers;
- Cybersecurity service providers;
- Professional advisers;
- Auditors;
- Contractors acting on behalf of the Municipality;
- Regulatory authorities;
- Law-enforcement agencies; and
- Other parties where disclosure is required or authorised by law.
Where external service providers process personal information on behalf of the Municipality, appropriate contractual and security measures should be implemented to protect such information.
11. Third-Party Websites
The Greater Kokstad Municipality website may contain links to external websites, social media platforms, government portals or other third-party services.
The Municipality does not necessarily control the privacy practices, security or content of these external websites.
Users are encouraged to review the privacy policies of third-party websites before providing personal information to them.
A link from the Municipality's website to another website does not automatically imply endorsement of that website's privacy or information-security practices.
12. Security of Personal Information
The Municipality is committed to taking appropriate and reasonable technical and organisational measures to protect personal information against:
- Loss;
- Damage;
- Unauthorised destruction;
- Unlawful access;
- Unauthorised disclosure;
- Alteration; and
- Misuse.
Measures may include, where appropriate:
- Controlled system access;
- User authentication;
- Secure hosting infrastructure;
- Firewalls;
- Malware protection;
- System monitoring;
- Security updates;
- Data backups;
- Website security controls;
- Access restrictions; and
- Incident-response procedures.
Although reasonable measures are implemented to protect information, no internet-based system can be guaranteed to be completely secure.
Users are therefore encouraged not to send highly sensitive information through ordinary website forms or unsecured email unless specifically requested through an approved municipal process.
13. Personal Information Security Compromises
Where the Municipality becomes aware of a security compromise involving personal information, the matter will be investigated and managed in accordance with applicable legislation and municipal procedures.
Where required by POPIA, affected data subjects and the Information Regulator will be notified in accordance with applicable requirements.
Appropriate steps may also be taken to contain, investigate and remediate the security incident.
14. Retention of Personal Information
Personal information will not be retained for longer than is necessary to achieve the purpose for which it was collected, except where:
- Retention is required or authorised by law;
- The Municipality reasonably requires the information for lawful purposes;
- Retention is required under a contract; or
- The data subject has consented to a longer retention period where applicable.
Municipal records may also be subject to statutory records-management and archival requirements.
Once information is no longer required, it may be securely deleted, destroyed, de-identified or archived in accordance with applicable legal and municipal requirements.
15. Accuracy of Personal Information
The Municipality will take reasonable steps to ensure that personal information in its possession is complete, accurate and not misleading where reasonably necessary for the purpose for which it is processed.
Users are encouraged to notify the Municipality if information previously provided becomes inaccurate or requires updating.
16. Your Rights Under POPIA
Subject to applicable legislation, a person whose personal information is processed by the Municipality may have the right to:
- Request confirmation as to whether the Municipality holds personal information about them;
- Request access to personal information held by the Municipality;
- Request correction of inaccurate, incomplete or outdated information;
- Request deletion or destruction of information where legally permissible;
- Object to certain processing of personal information;
- Withdraw consent where processing is based on consent;
- Lodge a complaint regarding the processing of personal information; and
- Lodge a complaint with the Information Regulator.
Certain requests may be subject to restrictions provided for under POPIA, PAIA or other applicable legislation.
17. Access to Information
Requests for access to records held by Greater Kokstad Municipality may be subject to the Municipality's PAIA Manual and applicable provisions of the Promotion of Access to Information Act.
Where appropriate, users should follow the procedures contained in the Municipality's PAIA Manual when formally requesting access to municipal records.
18. Children and Minors
The Municipality does not intentionally collect personal information relating to children through the website unless such collection is necessary for a legitimate municipal service, programme or legal obligation.
Where personal information concerning children is processed, the Municipality will endeavour to ensure that it is processed in accordance with POPIA and other applicable laws.
19. Email and Electronic Communications
Communications sent to the Municipality by email or through online forms may be retained as municipal records where appropriate.
Users should be aware that ordinary email communication may not always provide end-to-end security.
Sensitive personal information should therefore only be provided where necessary and through communication channels approved by the Municipality.
20. Social Media
The Municipality may maintain official social media accounts.
Information voluntarily posted by users on public social media platforms may be visible to other users and is also subject to the privacy policies and terms of the relevant social media provider.
Users are advised not to publish sensitive personal information through public comments or posts.
21. Information Officer
In accordance with POPIA and PAIA, the Municipality has an Information Officer responsible for overseeing applicable information-access and personal-information obligations.
Privacy-related enquiries, objections, access requests or requests for correction of personal information may be directed to:
Information Officer
Greater Kokstad Municipality
Municipal Offices
Kokstad
KwaZulu-Natal
South Africa
Telephone: 0397976602
Email: gkmcommunications@kokstad.gov.za
Website: kokstad.gov.za
The Municipality should publish the current contact information of its registered Information Officer and/or Deputy Information Officer on this page.
22. Complaints to the Information Regulator
Where a person believes that the Municipality has not processed their personal information in accordance with POPIA, they may lodge a complaint with the Municipality's Information Officer.
A complaint may also be lodged with the Information Regulator (South Africa).
Information Regulator (South Africa)
Woodmead North Office Park
54 Maxwell Drive
Woodmead
Johannesburg, South Africa
Telephone: 010 023 5200
Email: enquiries@inforegulator.org.za
Users should consult the Information Regulator's official website for the latest complaint procedures and contact information.
23. Changes to this Privacy Policy
The Municipality may amend this Privacy Policy from time to time to reflect:
- Changes in legislation;
- Changes in municipal services;
- Changes in website functionality;
- Technological developments;
- Security requirements; or
- Changes in municipal information-management practices.
The revised Privacy Policy will be published on the Municipality's website with an updated revision date.
Users are encouraged to review this page periodically.
24. Contacting the Municipality
Questions concerning this Privacy Policy or the processing of personal information through the Greater Kokstad Municipality website may be directed to the Municipality through its official contact channels.
Greater Kokstad Municipality
Kokstad, KwaZulu-Natal
South Africa
Website: kokstad.gov.za
Privacy / POPIA Enquiries: gkmcommunications@kokstad.gov.za
Telephone: 0397976602
25. Acceptance
By continuing to use www.kokstad.gov.za, users acknowledge that they have had an opportunity to read and understand this Privacy Policy.
Where the Municipality requires consent for a particular type of processing, such consent will be obtained separately where necessary.
