Privacy Policy
Updated: 31 August 2023
This Privacy Notice provides information on the collection, use, sharing and processing of personal information by MoveMy Proprietary Limited and its regional offices, whose details are set out on this, (“MoveMy”) in connection with your use of MoveMy platforms and social media pages that link to this Privacy Notice, your interactions with MoveMy, whether in person or online, and your use of MoveMy’s platforms and services. This Privacy Notice also explains the choices you have in relation to these processing activities.
This Privacy Notice does not apply to non-MoveMy websites, services, products, applications or social networks (“non-MoveMy offerings”) that you may link to or connect with when interacting on MoveMy websites. Use of non-MoveMy offerings may lead to parties other than MoveMy processing your personal information. MoveMy does not have any control over non-MoveMy offerings and you should review the privacy policies of these parties before using the non-MoveMy offerings.
1.1 In this Privacy Policy:
1.1.1 “you” is a reference to any person, including a natural person, a company, a body corporate, an association, a joint venture, a partnership, a trust and any entity capable of suing and being sued, who visit and/or use MoveMy websites or social media pages, attendees at MoveMy events, customers and prospective customers and their representatives, suppliers and channel partners and their representatives and MoveMy’s employees;
1.1.2 “personal information” means information that relates to an identified or identifiable person such as a name, identification number, location data or online identifier;
1.1.3 “process” means any operation or set of operations that is performed on personal information, including the use of, recording, copying, compiling, collecting, collating, structuring, processing, mining, storing, erasing, altering, disclosing by transmission, disseminating and/or transferring such personal information;
1.1.4 “MoveMy offerings” means any one or more of MoveMy’s products, services, MoveMy Partner Program, social media pages, non-marketing related newsletters, case studies, blogs, education services and materials, webinars, events and MoveMy websites and the services, tools, content and features made available through the MoveMy websites; and
1.1.5 the interpretation of general words shall not be restricted by being followed by words including a particular class of acts, matters or things or by being followed by particular examples.
Personal Information according to POPIA, means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including, but not limited to –
2.1 Information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language, and birth of the person;
2.2 Information relating to the education or the medical, financial, criminal, or employment history of the person;
2.3 Any identifying number, symbol, e-mail address, telephone number, location information, online identifier, or other particular assignment to the person;
2.4 The biometric information of the person;
2.5 The personal opinions, views, or preferences of the person;
2.6 Correspondence sent by the person that would reveal the contents of the original correspondence;
2.7 The views or opinions of another individual about the person; and
2.8 The name of the person if it appears with other personal information relating to the person or if the disclosure of the name itself would reveal information about the person.
3.1 If you do not agree with this Privacy Policy, please do not access or use MoveMy offerings or interact with any other aspect of MoveMy’s business.
3.2 MoveMy may change this Privacy Policy from time to time. If there is an important change, MoveMy will inform you about such change in an appropriate way, such as a pop-up notice or a statement of the changes on this website. Your continued interaction with and use of MoveMy offerings will constitute your consent to the current version of this Privacy Policy.
3.3 You may at any time withdraw a consent granted under this Privacy Policy. Please refer to clause 11 below.
4.1 MoveMy may collect information directly from you, including:
4.1.1 your name, physical address, email address, telephone numbers and/or your identification number and, in the case of a natural person, your company’s name, your company’s identification number, your job title, your business telephone number and/or email address, such as when you submit an enquiry to MoveMy, when you contract with MoveMy for a MoveMy offering or when you create an online account or profile to access MoveMy offerings;
4.1.2 your payment information if you purchase or subscribe for MoveMy offerings that are provided by way of MoveMy websites or if MoveMy needs to process a payment to you. However in most instances when you pay MoveMy for a MoveMy offering by way of a MoveMy website, your payment information will be transferred directly from you to the third party service provider that processes the payment without MoveMy having access to your payment information;
4.1.3 your financial information for vetting purposes if you apply to become a channel partner and, if you are a channel partner, for purposes of assessing your performance and determining your grading and benefits;
4.1.4 your company logo for display on MoveMy websites as recognition of the relationship that exists between you and MoveMy, whether as a customer, a channel partner or a supplier;
4.1.5 the passwords and log-in details that you have created to access your account with MoveMy in respect of the MoveMy offerings; and/or
4.1.6 your opinions relating to MoveMy offerings received from surveys.
4.2 MoveMy may also collect other information through your interaction with and use of MoveMy offerings, including:
4.2.1 Internet Protocol address (“IP address”) and information derived from your IP address, such as your geographic location, your company or when you access MoveMy websites;
4.2.2 information about the device that you use to access MoveMy websites, such as device type and version, mobile device identifier, browser type, operating system, the presence or use of applications or information about your preferred language;
4.2.3 information about the company that you work for, such as the name, size, location, industry or its public officers;
4.2.4 behavioural or demographic attributes, when tied to personal information that identifies you;
4.2.5 behavioural data about the internet connected device you use when interacting with MoveMy websites, such as webpages clicked, content areas visited and time spent on webpages, content downloaded, date and time of activities, how often you access MoveMy websites or the web search used to locate and navigate to a MoveMy website;
4.2.6 transactional data, including products and services that you have enquired about or ordered or are using;
4.2.7 your activities in relation to MoveMy offerings, such as the applications you have purchased through the MoveMy website, the support issues you have logged, the certification you have achieved or, in the case of a channel partner, the customers that you have sublicensed MoveMy products to;
4.2.8 your use and navigation of MoveMy websites and your use of the services, products, tools and material made available by way of MoveMy websites; and/or
4.2.9 aggregated information relating to the use of MoveMy offerings, such as which features or aspects of MoveMy offerings are used the most or the least or any errors or problems that are registered in respect of specific features or aspects of the MoveMy offerings.
4.3 In some instances, MoveMy may combine other information with personal information. If MoveMy combines other information with personal information, MoveMy will treat the combined information as personal information.
5.1 MoveMy, its affiliates and its third party service providers may collect information from a variety of sources including:
5.1.1 when you provide the information to MoveMy or its third party service providers either directly or through MoveMy websites;
5.1.2 your interaction with MoveMy, your use of MoveMy offerings and your access to and activities on or in relation to MoveMy offerings;
5.1.3 the use of technologies on MoveMy websites such as:
5.1.3.1 electronic communication protocols – when you visit MoveMy websites, MoveMy may automatically receive information from you as part of the communication connection itself, which may include the information listed in clauses 3.2.2 or 3.2.5 above, and MoveMy may also automatically receive and record information about your interaction with MoveMy websites;
5.1.3.2 cookies – are small text files sent by a web server to store information on your browser so it can later be read back from that browser. Cookies collect information such as your device ID, your IP address, behavioural data of your device usage on MoveMy websites and general usage and volume statistical information. Cookies remember log-in details and provide secure log-in, keep track of information you have provided to MoveMy, remember your task or transaction progress, analyse site usage to provide custom content, conduct analytics to optimise MoveMy website functionality, ensure the MoveMy websites look consistent and allow you to post comments. You can set your browser to alert you when a cookie is being used and accept, reject or disable the cookie. If you reject or disable a cookie, you may not be able to use certain functions or features of a MoveMy website;
5.1.3.3 tags (often called pixels) – are small blocks of code on a web page that allow MoveMy websites to do things like read and place cookies on your browser or device. MoveMy uses tags to collect information about you when you visit MoveMy websites, such as your IP address, the time that you visited the MoveMy website and the type of browser you used, and your behaviour on the MoveMy websites, such as which webpages you accessed or what information you downloaded; and/or
5.1.3.4 analytics tools – these tools may establish your location, track how you use MoveMy websites or create a profile of you. This assists MoveMy to determine which content is the most appropriate to be displayed while you visit MoveMy websites, which MoveMy offerings you are interested in and how you are using the information that is made available to you on MoveMy websites; and/or
5.1.4 other data you may have made publicly available, such as social media posts or when you ‘like’ MoveMy, share content or follow MoveMy on Twitter or data provided by third party sources, such as professional networking sites or information service providers.
6.1 Depending on which of the MoveMy offerings you use, how you use those offerings and any preferences you have communicated to MoveMy, MoveMy may use your personal information (unless otherwise restricted by applicable law):
6.1.1 to communicate with you and respond to your requests or enquiries which MoveMy may have received by you submitting contact forms on MoveMy websites, attending MoveMy events, sending an email to MoveMy or by visiting social media platforms;
6.1.2 to interact with you on third party social networks, such as providing a hashed user ID to third party social networks or other web offerings where this information is matched against their databases to display more relevant information to you;
6.1.3 if you choose to register with MoveMy, such as to become a channel partner or as a customer or to receive MoveMy offerings, to create and manage an account for you;
6.1.4 to engage in transactions with you and to process your transactions, such as sending you licence keys to activate your use of MoveMy’s products, activating your subscription to a service or sending you invoices;
6.1.5 to perform in terms of an agreement that you or your company have entered into with MoveMy, such as providing you with the relevant MoveMy offering, verifying your identity, taking payments and sending you necessary communications;
6.1.6 to process activities necessary to perform or provide the MoveMy offerings, such as testing and applying new products, patches and updates and resolving errors and other issues that you have reported to MoveMy;
6.1.7 to track or record your use of MoveMy offerings, such as the version of MoveMy software you are using or the webinars you have attended;
6.1.8 to communicate with you about any matters or information relating to MoveMy offerings, such as new product releases and service developments, updates, events, special offers, promotions or requirements and benefits applicable to channel partners. This information may apply specifically to you or generally to all parties using those or related MoveMy offerings. This may occasionally include information from other business partners about their products and services that can add value to MoveMy offerings;
6.1.9 to send you newsletters and notify you about blogs published on MoveMy websites;
6.1.10 to share information about your use of MoveMy offerings with your company, such as the courses that you have registered for, the certifications that you have achieved or the tools that you have downloaded;
6.1.11 to provide MoveMy online communities and moderate the activities that take place on such platforms. MoveMy websites may permit you to participate in interactive discussions, post content and engage in networking activities. Certain of your personal information, such as your name, may be visible to other participants. MoveMy does not control the content that users post to these forums. You should carefully consider whether you wish to submit personal information to these forums. Please refer to clause 11 below regarding your right to manage or remove your personal information from MoveMy online communities;
6.1.12 to help create and personalize content for you on MoveMy websites and to facilitate and improve your use of the MoveMy websites;
6.1.13 to diagnose problems in respect of MoveMy websites, to administer MoveMy websites, to keep MoveMy websites secure and to gather demographic information about the users of MoveMy websites;
6.1.14 to conduct surveys and market research in respect of various topics, such as MoveMy’s customers or channel partners or their experience of MoveMy offerings or the effectiveness of MoveMy’s marketing campaigns or learning courses, to evaluate and improve the use, function and performance of MoveMy offerings, marketing and sales campaigns and MoveMy’s customer, channel partner and supplier relationships;
6.1.15 to investigate and prevent potential fraud or illegal activities involving MoveMy’s systems and networks, to administer MoveMy’s back-up and disaster recovery plans and policies and to confirm compliance with licensing and other terms of use applicable to MoveMy offerings;
6.1.16 to comply with applicable laws and to operate MoveMy’s business, such as confirming your identity, responding to a request from a regulator, defending a legal claim, conducting internal audits and investigations or for finance and accounting, archiving and insurance purposes;
6.1.17 as MoveMy believes to be necessary or appropriate to protect you, MoveMy’s employees and affiliates and other users of MoveMy offerings, MoveMy’s physical and online operations, MoveMy’s property, MoveMy’s rights and MoveMy’s privacy and/or that of MoveMy’s affiliates, you or others; and/or
6.1.18 carry out any other purpose described to you at the time the information was collected from you.
6.2 Some of the personal information uses specified above are not mandatory and may be controlled by you by setting use preferences or electing to opt-out, however your decision to do so may affect your use of MoveMy offerings and/or MoveMy’s ability to transact with you.
6.3 If you are a natural person residing in the European Union, MoveMy’s basis for processing your personal information is the following:
6.3.1 in order to communicate adequately with you and to respond to requests, MoveMy needs to process information about you and therefore MoveMy has a legitimate interest in processing this information;
6.3.2 in order to engage in transactions with customers, suppliers and partners and to process purchases and downloads of MoveMy offerings, MoveMy needs to process information about you as necessary to enter into or perform a contract with you;
6.3.3 MoveMy processes personal information for marketing and sales activities based on your consent where so indicated on MoveMy websites at the time your personal information was collected or further to MoveMy’s legitimate interest to market and promote MoveMy offerings;
6.3.4 MoveMy relies on its legitimate interest to analyse, develop, improve and optimise MoveMy offerings and to maintain the security of its websites, networks and systems;
6.3.5 in order to comply with MoveMy’s legal obligations, applicable laws and regulations, such as to comply with a subpoena or other legal process or to process an opt-out request.
7.1 MoveMy uses and shares the personal information it collects (unless otherwise restricted by applicable law):
7.1.1 globally between and amongst MoveMy Proprietary Limited and its regional offices. MoveMy employees are authorised to access personal information only to the extent necessary to serve the applicable purpose and to perform their job functions;
7.1.2 with third parties who provide services to MoveMy such as analytics, hosting websites, payment processing, marketing and promotions, event/campaign management, website management, information technology and related infrastructure provision, customer service, e-mail delivery, auditing, legal and other similar services;
7.1.3 with third parties who provide products to MoveMy which are incorporated into or used with MoveMy offerings;
7.1.4 with specific partners that offer complementary products and services;
7.1.5 with your consent, such as displaying your testimonial as a satisfied customer or partner on a MoveMy website;
7.1.6 as MoveMy in good faith believes to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence or business; (b) to comply with legal process; (c) to respond to requests from public and government authorities, including public and government authorities outside your country of residence or business, for national security and/or law enforcement purposes; (d) to enforce MoveMy’s terms and conditions; and (e) to allow MoveMy to pursue available remedies or limit the damages that MoveMy may sustain; and/or
7.1.7 with the relevant third party in the event of a reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of MoveMy’s business, assets or shares (including in connection with any bankruptcy or similar proceedings).
7.2 When MoveMy shares personal information with third parties, MoveMy requires that
your personal information is processed only to the extent that such processing is necessary and subject to terms consistent with this Privacy Policy.
7.3 MoveMy does not sell or rent your personal information to third parties for any purpose.
7.4 MoveMy may use, transfer and disclose other information, which is not personal information, that MoveMy collects for any purpose, such as statistical information about visitors to MoveMy websites, except where applicable law requires otherwise.
We will only process your personal information for lawful purposes relating to our business if the following circumstances apply:
8.1 If you share any personal information with MoveMy that relates to another person (“Data Subject”) you warrant and undertake to and in favour of MoveMy that:
8.1.1 you are in lawful possession and control of the personal information and that you have the consent of the Data Subject to allow MoveMy to process and in any other manner use such personal information for the purpose for which it was collected or made available and as contemplated in this Privacy Policy;
8.1.2 the Data Subject has consented to the Data Subject’s personal information being processed in a country that is different to the Data Subject’s country of residence or business;
8.1.3 you will promptly inform MoveMy in writing in the event that a Data Subject requests that its personal information be updated or in the event that a Data Subject withdraws the consent referred to in this clause 7.1;
8.1.4 you will be responsible for ensuring the correctness or accuracy of the Data Subject’s personal information that is processed by MoveMy.
8.2 You indemnify, defend and hold MoveMy harmless from and against any and all claims, demands, causes of action, liabilities, losses, damages, judgments, settlements, fines, penalties, awards, costs, expenses and fees (including legal costs and fees on an indemnity basis) that may be sustained, suffered or secured against or incurred by MoveMy arising out of or resulting from:
8.2.1 MoveMy’s lawful processing of a Data Subject’s personal information;
8.2.2 the personal information not being correct or accurate; or
9.1 Special personal information refers to the following categories of information:
9.2 We will process special personal information in the following instances:
10.1 The time periods for which MoveMy keeps your personal information may vary according to the use or purpose attached to the personal information. MoveMy will keep your personal information (i) only for as long as it is required to fulfil the purpose for which the personal information was collected or for which it is to be processed or (ii) until you withdraw your consent. However, where MoveMy is required by applicable law to retain your personal information longer or where your personal information is required for MoveMy to assert or defend against legal claims, MoveMy will retain your personal information until the end of the relevant retention period or until the claims in question have been settled.
10.2 At the end of the retention period, MoveMy will delete your personal information in a manner designed to ensure that it cannot be reconstructed or read.
11.1 MoveMy uses reasonable technical and organisational safeguards that are designed to protect your personal information from unauthorised or unlawful processing, accidental loss, misuse, unauthorised access, disclosure, alteration and destruction.
11.2 All transmission of data to and from MoveMy’s servers is encrypted using Secure Sockets Layer (SSL) technology.
11.3 However, despite MoveMy’s efforts, no security controls are 100% effective and MoveMy cannot guarantee the security of your personal information. In the event that your personal information is acquired, or is reasonably believed to have been acquired, by an unauthorised person and applicable law requires notification, MoveMy will give you notice promptly. MoveMy will determine the scope of the breach and investigate and restore the integrity of the data system.
11.4 It is important for you to protect against unauthorised access to your account password and to your devices.
12.1 MoveMy collects and shares information globally.
12.2 For purposes of providing the MoveMy offerings to you, MoveMy may transfer, process and store your personal information outside your country of residence or business to wherever MoveMy or its third party service providers operate. In some of these countries, such as the United States, the privacy protections and rights of authorities to access personal information may not be equivalent to those applicable to your country of residence or business. However, in such circumstances MoveMy requires that any processing of your personal information in such country will be subject to the provisions of this Privacy Policy.
13.1 You may:
13.1.1 request information from MoveMy at any time about the personal information that MoveMy processes about you;
13.1.2 request a copy of the personal information that you have provided to MoveMy. MoveMy will carefully consider your request and discuss with you how MoveMy can best fulfil it;
13.1.3 withdraw consent you have previously provided for the processing of your personal information;
13.1.4 ask MoveMy to erase or delete all or some of your personal information;
13.1.5 edit some of your personal information or request MoveMy to change, update or fix your personal information in certain cases, particularly if it is inaccurate;
13.1.6 ask MoveMy to stop using all or some of your personal information or to limit MoveMy’s use of your personal information.
Please note that these rights are not absolute and certain exemptions apply.
13.2 You can exercise some of the above rights by:
13.2.1 logging into the MoveMy offering and using settings available within the offering or updating your profile settings and modifying content that contains information about you using the options associated with that content;
13.2.2 using the unsubscribe link within promotional communications or updating
your email preferences within your profile settings;
13.2.3 adjusting your browser settings; and/or
13.2.4 contacting MoveMy via the details provided in clause 17 below.
13.3 MoveMy will accommodate your request in terms of clause 11.1 above to the extent that it does not conflict with a statutory obligation or prevailing right of MoveMy.
13.4 You acknowledge that:
13.4.1 any request in terms of clause 11.1 above may mean that you may not be able to continue using some or all of the MoveMy offerings;
13.4.2 any request in terms of clause 11.1 above will have no effect on MoveMy’s past processing of information up until MoveMy’s receipt of your request;
13.4.3 even though you may opt out of receiving marketing communications, you cannot opt out of, and will continue receiving, transactional communications from MoveMy regarding your contracted MoveMy offerings.
13.5 For natural persons who reside in the European Union, you can request that MoveMy restricts its processing of your personal information (i) if you contest the accuracy of the personal information and then for a period enabling MoveMy to verify the accuracy of your personal information; (ii) if there is no legal basis for MoveMy to process your personal information and you oppose MoveMy’s erasure of such personal information; (iii) if MoveMy no longer needs your personal information for the purposes of processing same but you claim that you require MoveMy to retain such information in order to claim or exercise legal rights or to defend against third party claims; or (iv) if you object to the processing of your personal information, for as long as it is required to review as to whether MoveMy has a prevailing interest or legal obligation in processing your personal information. If you request a copy of your personal information, to the extent that MoveMy can comply with such request, it will provide you with that information in a machine-readable form.
MoveMy websites may contain links to websites of other parties. MoveMy is not responsible for the privacy practices or the content of such other websites. Therefore, you must carefully read the privacy statements of such websites.
15.1 MoveMy’s services are focussed on serving the needs of businesses and are not directed to minors (being children below the age of 18 years). Therefore minors are not eligible to use MoveMy websites or transact with MoveMy and MoveMy requests that they do not submit any personal information to MoveMy.
15.2 If you believe that MoveMy has mistakenly or unintentionally collected personal information of a minor, please notify MoveMy via the contact details contained in clause 17 below so that MoveMy may immediately delete the information from MoveMy’s or its service providers’ servers and make any other corrections.
Save for information relating to your dietary preferences that you may furnish to MoveMy if you attend any functions hosted by MoveMy, as your special personal information is not required for your transactions or communications with MoveMy, you undertake not to send or share with MoveMy or publish on MoveMy online communities any sensitive or personal information (such as information related to racial or ethnic origin, political opinions, religious or other beliefs, health, genetic data, biometric data, criminal background or trade union membership). MoveMy reserves the right to remove and destroy such information.
17.1 If you have any complaints regarding MoveMy’s compliance with this Privacy Policy, you should first contact MoveMy at the details recorded in clause 17 below. MoveMy will investigate and attempt to resolve complaints and disputes regarding use and disclosure of personal information in accordance with this Privacy Policy. If your complaint is not satisfactorily resolved, you may lodge a complaint with the necessary regulatory authority.
17.2 This Privacy Policy shall be deemed to be made under the laws of the Republic of South Africa and the construction, validity, interpretation and performance of this Privacy Policy as well as any dispute related to or arising from this Privacy Policy shall be governed in all respects by the laws of the Republic of South Africa without regard to the principles of conflict of laws and specifically excluding the provisions of the United Nations Convention on the International Sale of Goods. You and MoveMy hereby submit to the exclusive jurisdiction of the courts of the Republic of South Africa.
Notwithstanding the foregoing, nothing in this Privacy Policy precludes MoveMy from taking proceedings against you in any court of competent jurisdiction nor will the taking of proceedings in any one or more jurisdiction preclude the taking of proceedings in other jurisdictions, whether concurrently or not.
We may need to share your information when we believe it is required by law, legal process or to help protect the rights and safety of you, us, or others. We attempt to notify members about legal demands for their data when appropriate in our judgment unless prohibited by law or court order or when the request is an emergency. We may dispute such demands when we believe, at our discretion, that the requests are overbroad, vague, or lack proper authority, but we do not promise to challenge every demand.
19.1 This Privacy Policy records the entire understanding and agreement between MoveMy and you with respect to the subject matter hereof. No party shall be bound by any express or implied term, representation, warranty, promise or the like not recorded in this Privacy Policy.
19.2 In the event that any provision of this Privacy Policy is or may become illegal, invalid, unlawful or unenforceable in any jurisdiction affected by this Privacy Policy, such provision as to such jurisdiction, shall be ineffective to the extent of such prohibition or unenforceability and shall be treated as not written in this Privacy Policy and severed from the balance of this Privacy Policy, without invalidating the remaining provisions of this Privacy Policy or affecting the validity or enforceability of such provision in any other jurisdiction.
19.3 MoveMy’s failure to enforce any provision of this Privacy Policy will not constitute a waiver of such provision or affect in any way MoveMy’s right to require the performance of such provision at any time in the future.
19.4 You shall not be entitled to cede or assign your rights or delegate your obligations in terms of this Privacy Policy to any third party without MoveMy’s prior written consent.
19.5 The termination of your relationship with MoveMy, for any reason, or the cessation of your use of MoveMy offerings shall not affect the provisions of this Privacy Policy as expressly provide that they will operate after any such termination or cessation or which of necessity must continue to have effect after such termination or cessation notwithstanding that the provisions themselves do not expressly provide for this.
19.6 The head notes to the paragraphs to this Privacy Policy are inserted for reference purposes only and shall not affect the interpretation of any of the provisions to which they relate.
19.7 Words importing the singular shall include the plural and vice versa, and words importing the masculine gender shall include the female and neuter genders and words importing persons shall include partnerships and corporate and unincorporated entities.
19.8 No provision in this Privacy Policy shall be construed against or interpreted to the disadvantage of MoveMy by reason of MoveMy having or being deemed to have structured, drafted or introduced such provision.
Security:
We have put in place appropriate security measures to prevent your data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal information on a business need-to-know basis, and are subject to a duty of confidentiality.