Applicant Privacy Notice

Incredible Ineligibles Coalition | Onboarding information | 3 October 2026

Please read this notice before completing your onboarding form. It summarises how we handle your information under our Data Protection, Information Handling and Privacy Policy IIC-POL-01. The full policy is available on request.

What we collect and why

We collect the information needed to document your case, communicate with you, assist with FOIA requests and review records you provide. This may include contact details, family relationships, case identifiers, processing dates, notices and correspondence. Records may contain sensitive information or information about children. Send only the documents requested; do not send passwords, portal login details, banking information or unrelated records.

Your choices and consent

Participation is voluntary. Mark every consent choice on the onboarding form. We respect a refusal of an optional permission; it does not automatically exclude you from unrelated support. Provide information about another adult only with appropriate authority, and information about children only where necessary and appropriately authorised. You may withdraw consent for future processing by email.

How we protect and use your information

We preserve original files in restricted storage and create redacted working copies for routine review. Access is limited to authorised people whose roles require it. Your case owner is your main contact. We use controlled Dropbox storage and approved communication systems. Approved AI tools may assist review using redacted copies by default; human reviewers must check findings against the records.

Sharing and services outside South Africa

We do not sell your information. External sharing requires your applicable permission or another documented lawful basis and Team Leader approval. Authorised advocacy summaries are de-identified and checked for identification risks. Cloud or approved tool providers may process information outside South Africa; the Coalition must check the applicable safeguards and tell you where international processing is material to your service.

How long we keep information

Active case files are kept while agreed work remains active. Closed identifiable files are reviewed at closure and at least annually; the default disposal period is 24 months after closure, unless a documented reason supports a different period. For incomplete or declined onboarding, unnecessary preliminary information is normally deleted within 30 days of closure. Protected backup copies may expire later under the provider's backup cycle.

Your privacy rights and who to contact

You may request access, correction or deletion, object to processing, withdraw consent or raise a privacy concern, subject to lawful limits. Send privacy questions, concerns or requests directly to the Team Leader / Privacy Lead at [email protected]. Use your internal case reference in the subject line once issued. You may also complain to the Information Regulator of South Africa at inforegulator.org.za.