This notice explains how The Field Guides Association of Southern Africa (FGASA) obtain, use, and
disclose your personal information in accordance with the requirements of the Protection of Personal
Information Act (POPIA). FGASA is committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully, and transparently.

The Information Collected
FGASA collects and processes your personal information mainly to contact you for the purposes of
understanding your requirements and delivering services accordingly. For this purpose, FGASA will
collect contact details including your name, surname, and cell/tell numbers.
FGASA collect information directly from you where you provide FGASA with your personal
details. Where possible, FGASA will inform you what information you are required to provide and what
information is optional.
Website usage information may be collected using “cookies” which allows FGASA to collect standard
internet visitor usage information.

How Your Information is Used
FGASA will use your personal information only for the purposes for which it was collected and agreed
with you. In addition, where necessary your information may be retained for legal or research purposes.
For example:
• To gather contact information.
• To confirm and verify your identity or to verify that you are an authorised user for security
• For the detection and prevention of fraud, crime, money laundering or other malpractice.
• To conduct satisfaction research or for statistical analysis.
• For audit and record keeping purposes;
• In connection with any legal proceedings.

Disclosure of information
Your personal information may be disclosed to FGASA service providers who are involved in the delivery
of products or services to you and FGASA. FGASA have agreements (PoPIA NDA SLA’s) in place to
ensure that they comply with the privacy requirements as required by PoPIA.

FGASA may also disclose your information:
• Where FGASA have a duty or a right to disclose in terms of law or court orders; and
• Where FGASA believe it is necessary to protect your and FGASA’s rights.

Information Security
FGASA are legally obliged to provide adequate protection for the personal information FGASA hold and
to stop unauthorized access and use of personal information. FGASA will, on an on-going basis, continue
to review security controls and related processes to ensure that your personal information remains

FGASA security policies and procedures cover:
• Physical security.
• Computer and network security.
• Access to personal information.
• Secure communications.
• Security in contracting out activities or functions.
• Retention and disposal of information.
• Acceptable usage of personal information.
• Governance and regulatory issues.
• Monitoring access and usage of private information.
• Investigating and reacting to security incidents.

When FGASA contract with third parties, FGASA impose appropriate security, privacy, and
confidentiality obligations on them to ensure that personal information, that FGASA remain responsible
for, is kept secure. FGASA will ensure that anyone to whom FGASA pass your personal information
agrees to treat your information with the same level of protection as FGASA are obliged to.

Your Rights: Access to information
You have the right to request a copy of the personal information FGASA hold about you. To do this,
simply contact FGASA at the numbers/addresses as provided below and specify what information you
require. FGASA will need a copy of your ID document to confirm your identity before providing details
of your personal information.

Your Rights: Correction of your information
You have the right to ask FGASA to update, correct or delete your personal information. FGASA will
require a copy of your ID document to confirm your identity before making changes to personal
information FGASA may hold about you. FGASA would appreciate it if you would keep your personal
information accurate.

Definition of personal information
According to the Act ‘‘personal information’’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person. Further to PoPIA, FGASA also includes the following items as personal information:
• All addresses including residential, postal and email addresses.
• Change of name, for which FGASA require copies of the marriage certificate or official change of
name document issued by the state department.

How to contact FGASA
If you have any queries about this notice, or you need further information about our privacy practices, or
you wish to withdraw your consent, or exercise preferences or access or correct your personal
information, please contact FGASA at: and address your email to: The Information