Effective Date: 15 January 2025

1. Introduction

Welcome to Onboardly, a product operated by Adaptablist (Pty) Ltd. We respect your privacy and are committed to protecting your personal information in compliance with the Protection of Personal Information Act (POPIA) of South Africa. This Privacy Policy outlines how we collect, process, store, and share your personal information when using Onboardly.

2. Definitions

For the purposes of this Privacy Policy, the following definitions apply:

• User: Any individual accessing or using Onboardly, including employees, employers, and customers.
• Employee: An individual undergoing onboarding via Onboardly who is being employed by an employer.
• Employer: An organization utilizing Onboardly to facilitate the onboarding of employees.
• Customer: The entity (typically an employer) that has entered into an agreement with Adaptablist (Pty) Ltd to use Onboardly for employee onboarding.

3. Information We Collect

Onboardly collects and processes the following types of personal information for the purpose of employee onboarding:

• Personal Identifiable Information: Name, surname, email address, contact number, ID/passport number.
• Employment Information: Job title, salary details, bank details, tax number, and proof of banking.
• Documents & Signatures: Employment contracts, identification documents, proof of residence, and other necessary onboarding materials.
• Usage Information: Device details, log data, and analytics to improve the platform.
• Custom Information: Any additional data as required by employer-specific onboarding needs, which will be collected and processed in accordance with this Privacy Policy.

4. How We Use Your Information Your personal information is used strictly for onboarding purposes, including:

• Capturing and verifying employee information.
• Facilitating the digital onboarding process and sending relevant information to the employer’s payroll software, such as PaySpace.
• Generating employment contracts and necessary documentation.
• Onboardly facilitates the onboarding process but is not responsible for ensuring compliance with company policies or legal employment requirements. Employers are responsible for their own compliance measures.
• Providing technical and customer support.

5. Data Retention Policy

• Successfully onboarded records: Deleted after 7 days once successfully integrated into PaySpace.
• Pending onboarding records: Retained for 30 days if not transferred to PaySpace, unless a longer retention period is requested by the employer.
• Post-termination: Upon termination of the agreement, all remaining data will be kept for 30 days, after which it will be permanently deleted. The customer is responsible for extracting their data within this period.

6. Data Security & Protection We implement industry-standard security measures to protect personal information, including:

• Encryption & Secure Data Transmission: Data is encrypted in transit and at rest.
• Access Control: Strict authentication measures to prevent unauthorized access.
• Infrastructure Reliability: Onboardly operates on secure cloud infrastructure with redundant data centers.
• Compliance with POPIA & Data Privacy Laws: We ensure that personal data is processed lawfully, transparently, and for a legitimate purpose.

7. Sharing of Information Onboardly does not sell or rent your personal information. However, we may share data under the following circumstances:

• With Employers: Personal information is shared with employers as part of the onboarding process.
• With PaySpace: Data is transmitted securely to PaySpace for employment record creation.
• With Service Providers: Certain third-party service providers (e.g., cloud hosting providers) may process data on our behalf, adhering to strict confidentiality agreements.
• Legal Compliance: We may disclose information if required by law or regulatory authorities.

8. Your Rights Under POPIA As per South African law, you have the following rights:

• Access & Correction: Request access to your personal data and correct inaccuracies.
• Objection & Deletion: Object to data processing or request deletion (subject to legal and contractual obligations).
• Data Portability: Request a copy of your data in a portable format.
• Withdrawal of Consent: Where consent is required, you may withdraw it at any time.

9. Third-Party Services & Links Onboardly integrates with PaySpace and may contain links to external websites. We are not responsible for the privacy practices of third-party platforms, and users should review their respective privacy policies.

10. Changes to This Policy We may update this Privacy Policy periodically. Any significant changes will be communicated via email or platform notifications. Continued use of Onboardly constitutes acceptance of the updated policy.

11. Contact Information For any questions regarding this Privacy Policy or data protection rights, contact us at:

Email: info@onboardly.co.za

Phone: +27 82 512 1338

Website: www.onboardly.co.za

By using Onboardly, you acknowledge that you have read, understood, and agreed to this Privacy Policy.