General Privacy Policy

About this Privacy Policy

This Policy sets out the types of personal information that Hallmark Professional Solutions CC (“HPS”), an authorised financial services provider (FSP 6850), may collect from you as well as how HPS processes and protects your Personal Information as required by the Protection of Personal Information Act (Act no. 4 of 2013) (“POPIA”).

HPS is a Responsible Party in respect of your Personal Information, we respect your privacy and are committed to protecting and managing your personal information responsibly.

If you have any questions regarding this Policy or your personal information, please see our contact details below. HPS may amend this Policy from time to time and it is your responsibility to ensure that you are aware of any changes that may have been made. The latest Policy will be available on our website www.hallmarkpro.co.za and should HPS make any material changes to this Policy we will notify you.

Personal Information we hold about you.

HPS may collect and process the following types of personal information about you:

Personal information as defined by the POPIA including but not limited to: Your name, addresses, contact details, date of birth, place of birth, identity/passport number, marital and spouse details, gender, residency details, education, religion, race, personal interests and views, children and other connected persons details, bank details, details about your employment, tax information and financial information.
Information of products or services that you express an interest in;
Records of correspondence from you or anyone acting on your behalf;
Records of correspondence from third-party service providers and operators who are involved in the delivery of products and services to you or to us, or in support of our service offering to you and our business;
Details on transactions you carry out with us.

Where we get your Personal Information from

HPS collects your information in the following ways:

Information that you volunteer;
Information that we access or intercept from third-party product and service providers (“operators”) in terms of a contractual relationship between yourself, ourselves and the operator or where you have implicitly or explicitly granted authority and permission;
Information provided by your employer in the case of HPS providing advisory and intermediary services to your employer;
Information about you that is freely available in the public domain such as websites and social media platforms;
Through your use or direct/indirect engagement with our website or social media/communication platforms, HPS may collect information from your browser or mobile platform in terms of your IP address, location, and pages or links that you request.

Why we need, and how we use your Personal Information

HPS needs your personal information for a legitimate reason as follows:

To provide our advice, services, and products to you, to help you take out or maintain financial products and/or carry out the transactions you requested, as well as to maintain our contractual relationship;
To assist you with queries and/or claims relating to your financial products or financial plan;
Assist in improving our service and relationship with you;
To confirm and verify your identity or to verify that you are an authorised user for security purposes, where applicable;
To verify your identity in terms of our obligations under the Financial Intelligence Centre Act, 38 of 2001, where applicable;
To comply with any laws or regulations, including law enforcement, government and tax collection agencies, treaties and code, where applicable;
For audit and record-keeping purposes.

Sharing of your Personal Information

HPS will never sell, rent or trade your personal information, however, your personal information may be disclosed or shared with third parties as follows:

Where mandated by law such as, but not limited to, the Tax authorities and Financial Intelligence Centre;
With product and service providers (“operators”) in sourcing and assessing financial products and solutions to meet your future financial needs and requirements;
With product and service providers (“operators”) in terms of maintaining your correct details in respect to your products and in line with our contractual obligations;
Service providers (information technology providers, information systems providers, auditors, tax consultants, actuaries, and other specialist consultants) in delivering our services to you.

How long do we keep your Personal Information?

HPS will hold your personal information for as long as you are a client or prospective client;
HPS is required by law to hold your information for a minimum of 5 years after our relationship is terminated but we may hold this information for a considerable period thereafter if required by law or deemed necessary for your benefit or protection.
What are your rights?
Should you believe that any of your Personal Information held by HPS is incorrect or incomplete, you have the right to request to view this information, rectify it or have it deleted (if allowed in law). Please contact HPS’s Information Officer on compliance@hallmarkpro.co.za should this be required.
In addition, if you wish to complain about how HPS has handled your Personal Information, please contact the Information Officer on compliance@hallmarkpro.co.za
Should you require further information about POPIA, please visit https://popia.co.za/
If your query relating to your Personal Information is not, in your opinion, adequately dealt with, you can contact the Information Regulator on 012 406 4818 or inforeg@justice.gov.za to file an official complaint.

Our Contact Details

Should you have any questions or require any further information, you may contact us at:

Information Officer
Wedgefield Office Park Regus Building
17 Muswell Road South
Bryanston
Gauteng
2021

E-Mail: compliance@hallmarkpro.co.za
Tel:+27(0) 11 781 028