Email 1
Title: POPIA 1 - LICENTIA GROUP - POPIA PRIVACY NOTICE

Please add the following Details in the Header:

Previous Version Date: 29 August 2024

Effective Date: 01 May 2026

Version Number: POPIA/LFSA/002

(Digital Dropdown Governance Structure)


HEADER (Always Visible – Not Collapsible)

LICENTIA GROUP PRIVACY NOTICE
In terms of the Protection of Personal Information Act 4 of 2013 (“POPIA”)

Primary Responsible Party:
Licentia Franchise SA (Pty) Ltd
Registration Number: 2015/172514/07

Joint Responsible Parties (Provincial Entities):

    Licentia Mpu Malanga (Pty) Ltd – 2022/218545/07
    Licentia KwaZulu Natal (Pty) Ltd – 2020/054282/07
    Licentia Gau Teng (Pty) Ltd – 2021/493538/07
    Licentia Free State (Pty) Ltd – 2021/619945/07
    Licentia Limpopo (Pty) Ltd – 2022/836315/07
    Licentia North West (Pty) Ltd – 2023/574703/07

Last Updated: [Auto-Generated System Date]
Version: [System Version Number]

The Sections shall be completed and emailed to you each separately.

DROPDOWN STRUCTURE (INDEX ONLY – No Text Yet)

Each of the below will be collapsible in the digital system.

SECTION 1 – WHO WE ARE

SECTION 2 – INFORMATION OFFICERS

SECTION 3 – SERVICES COVERED BY THIS NOTICE

SECTION 4 – INFORMATION WE COLLECT

SECTION 5 – PURPOSE OF PROCESSING

SECTION 6 – FRANCHISE DATA SHARING & GOVERNANCE

SECTION 7 – DIRECT MARKETING & COMMUNICATION

SECTION 8 – DATA HOSTING & CROSS-BORDER TRANSFERS

SECTION 9 – SECURITY SAFEGUARDS

SECTION 10 – RETENTION OF INFORMATION

SECTION 11 – YOUR RIGHTS UNDER POPIA

SECTION 12 – DATA BREACH PROCEDURE

SECTION 13 – AMENDMENTS TO THIS NOTICE

 

DEVELOPER IMPLEMENTATION INSTRUCTIONS

(THIS IS CRITICAL)

Developers must implement the following, if possible. Please let me know what is possible and what is not.

 

1️⃣ DIGITAL STRUCTURE REQUIREMENTS

    Header must always remain visible.
    Each Section must be collapsible (accordion dropdown).
    Users must be able to expand one section at a time.
    “Expand All” option should be available.

 

2️⃣ CONSENT LOGGING SYSTEM (MANDATORY)

When a client ticks the consent checkbox, the system must log:

    Full name entered
    Province selected
    IP address
    Device type
    Date & time stamp
    Version number of Privacy Notice
    Checkbox text version
    Unique consent ID number

Consent logs must:

    Be exportable in CSV/PDF
    Be searchable by name or ID
    Be non-editable once stored
    Be audit-log protected

 

3️⃣ VERSION CONTROL

System must:

    Automatically update “Last Updated” date
    Store previous versions of Privacy Notice
    Link consent records to the version number accepted
    Prevent deletion of historic versions

 

4️⃣ DATA ACCESS CONTROL (FRANCHISE MODEL)

    Provincial users may only access their territorial data.
    Head Office must have master access.
    Access rights must be role-based:
        Admin
        Provincial Manager
        Compliance Officer
        Legal Department
        Developer (restricted technical)

Audit trail must log:

    Who accessed what file
    When accessed
    What was modified
    Download activity

Email 2-14
Title: This is just the POPIA act as each section as an email