Privacy Policy

EJD Talent Solutions - Privacy Policy
This Privacy Policy is Version 1.1 and takes effect on 25 October 2026. It replaces Version 1.0 dated 8 October 2026

1. Introduction

EJD Talent Solutions (Pty) Ltd (“EJD”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how EJD collects, uses, stores, shares and protects personal information when you:
Visit or use our website at www.ejdtalentsolutions.com;
Apply for, or enquire about, employment opportunities;
Submit a CV or other recruitment information;
Use our recruitment services;
Communicate with us; or
Receive business development or marketing communications from us.
This Policy is intended for job candidates, client representatives, prospective clients and website visitors. It is written in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law.

2. Responsible Party and Contact Details

EJD Talent Solutions (Pty) Ltd is the responsible party for the personal information described in this Policy.
Registered name: EJD Talent Solutions (Pty) Ltd
Registration number: 2025/587968/07
Registered address: 1st Floor, Bel Air Shopping Centre, Bellairs Drive, North Riding, Johannesburg, 2169, South Africa
Website: www.ejdtalentsolutions.com
Telephone: +27 (0)82 456 8555
General email: hello@ejdtalentsolutions.com
Our Information Officer is:
Name: Brandon Esterhuizen
Email: brandon@ejdtalentsolutions.com
Registered with the Information Regulator (South Africa)
Alternative legal email: legal@ejdtalentsolutions.com
Questions, requests or complaints about the handling of personal information should be sent to the Information Officer using the contact details above.

3. Categories of Data Subjects

Depending on how you interact with EJD, we may process personal information relating to:
Job candidates and prospective candidates;
Client company representatives, hiring managers and business owners;
Prospective clients contacted through business development or outreach activities;
Website visitors and users;
Suppliers, professional advisers and service providers; and
Individuals whose information is provided to us by a candidate, client or other authorised person.

4. Personal Information We Collect

We collect only personal information that is reasonably necessary for our business activities and the purposes described in this Policy.

4.1 Candidate information

This may include:
Full name and contact details;
Residential or postal address;
Identification number or other identity information;
Date of birth where relevant and lawfully required;
Curriculum vitae and CV content;
Employment history and work experience;
Qualifications, professional registrations and skills;
Salary expectations and remuneration information;
References and referee information;
Interview notes and assessment information;
Work authorisation information;
Background, qualification, reference, criminal-record, FICA or credit-verification results where relevant to a specific role and lawfully obtained;
Communications with EJD;
Information voluntarily provided in applications, forms, interviews or correspondence; and
Information required to facilitate a potential placement with a client.

4.2 Client and prospective client information

This may include:
Name, job title and contact details;
Company name and business details;
Vacancy briefs and role requirements;
Recruitment preferences and service requirements;
Correspondence and meeting records;
Information relating to hiring decisions and candidate feedback; and
Billing, invoicing and payment records.

4.3 Website and technical information

When you visit our website, we may automatically collect or receive:
Internet Protocol (“IP”) address;
Browser type and version;
Device type and operating system;
Pages visited and the time spent on those pages;
Date and time of access;
Referral URLs or the website from which you reached our website;
Approximate location information derived from technical data; and
Information collected through cookies, analytics and similar technologies.
This information is generally used in aggregated or statistical form to maintain, secure and improve our website and services.

4.4 Information received from other sources

We may receive personal information from:
Candidates or their authorised representatives;
Client companies;
Referees and previous employers;
Background-screening or verification providers;
Publicly available professional or business sources;
Recruitment platforms or business development platforms; and
Service providers operating on our behalf.
You should ensure that you are authorised to provide another person’s personal information to us.

5. Purposes of Processing

EJD may process personal information for the following purposes:
Sourcing, screening, assessing and placing candidates;
Matching candidates with suitable job opportunities;
Presenting candidate information to potential employers;
Communicating with candidates, clients and prospective clients;
Conducting interviews, reference checks and appropriate background or qualification checks;
Managing client relationships and delivering recruitment services;
Preparing quotations, agreements, invoices and other business records;
Conducting business development and lawful marketing outreach;
Maintaining recruitment, client, financial and compliance records;
Managing website operation, security, analytics and performance;
Responding to questions, requests and complaints;
Preventing fraud, misuse, unlawful activity or security incidents;
Complying with legal, tax, regulatory and professional obligations; and
Establishing, exercising or defending legal rights and claims.
EJD will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by law.

6. Lawful Basis for Processing

Depending on the circumstances, EJD processes personal information on one or more of the following lawful bases under POPIA:
Consent: where you have voluntarily given specific, informed and express consent, including through a candidate consent form, website form, CV submission or newsletter sign-up;
Performance of a contract: where processing is necessary to provide recruitment services, administer a client relationship or take steps requested before entering into an agreement;
Legal obligation: where processing is required by law, including tax, accounting, regulatory, employment or compliance requirements; and
Legitimate interests: where processing is reasonably necessary for EJD’s legitimate business interests, including managing client relationships, protecting business systems, improving services and conducting permitted business development, provided that those interests do not unfairly prejudice your rights.
Where processing is based on consent, you may withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing that took place before withdrawal and may not affect processing that EJD is otherwise entitled or required to perform by law.

7. Consent and How It Is Obtained

Consent may be obtained through:
Submission of a CV or application;
Completion and signature of EJD’s Candidate Consent Form;
Completion of a website contact or enquiry form;
Subscription to a newsletter or other marketing communication;
Written or electronic correspondence; or
Other lawful methods that clearly explain the intended processing.
Submitting a CV does not guarantee employment or placement. It authorises EJD to process the information for recruitment-related purposes, subject to applicable law and any specific choices communicated to you.
You should not provide sensitive information that is not relevant to a recruitment process.

8. Special Personal Information

EJD does not intentionally collect special personal information as a routine website activity.
A candidate may, however, voluntarily disclose special personal information where it is relevant to a particular role or recruitment process. EJD may also process special personal information where a lawful, role-related verification or screening process requires it and the processing is permitted by POPIA or another applicable law.
Examples may include information relating to criminal behaviour, health, religious or philosophical beliefs, trade-union membership or other categories protected under POPIA.
Where special personal information is processed, EJD will apply appropriate safeguards and seek express consent or rely on another lawful basis where required. Background checks, including criminal-record, credit, FICA, reference or qualification checks, will only be conducted where relevant to the role, lawfully permitted and appropriately authorised.

9. Sharing Personal Information

EJD may share personal information where reasonably necessary for the purposes described in this Policy.

9.1 Client companies

Candidate information may be shared with client companies or prospective employers for shortlisting, interviewing and placement purposes. We aim to share only information reasonably required for the relevant recruitment process.

9.2 Service providers and operators

EJD currently uses the following service providers to support its operations:
Google Workspace: (Gmail, Google Drive, Google Forms), email, document storage and CV submissions;
GiigHire: job advertising and candidate applications;
Apollo.io: Business development and prospect-management services; and
Wix: Website hosting, forms and analytics;
AI productivity tools (such as Anthropic Claude and Marblism); drafting communications and managing business contact records.
These providers may process personal information as operators or service providers on EJD’s behalf and may be subject to their own privacy, confidentiality and data-protection terms.

9.3 Other permitted disclosures

We may also disclose personal information:
To professional advisers, auditors, insurers or legal representatives;
To regulators, government authorities, courts or law-enforcement agencies where required or permitted by law;
To prevent fraud, unlawful activity or threats to a person’s safety;
In connection with a business transfer, restructuring or sale, subject to appropriate confidentiality protections; or
Where you have authorised the disclosure.
EJD does not sell, rent or trade personal information to unrelated third parties.

10. Cross-Border Transfers

Google, GiigHire, Apollo.io, Wix and the AI productivity tools listed above are cloud-based service providers that may process or store personal information on servers outside South Africa.
Where personal information is transferred across borders, EJD will do so in accordance with POPIA. Depending on the circumstances, EJD may rely on:
The recipient being subject to a legal framework that provides adequate protection;
Appropriate contractual, confidentiality or security safeguards;
Your consent, where appropriate;
The transfer being necessary to perform a contract or take steps at your request; or
Another lawful basis recognised under POPIA.
By using our website, submitting information or engaging our services, you acknowledge that cloud-based processing may involve international data transfers. EJD will take reasonable steps to ensure that personal information remains appropriately protected.

11. Information Security

EJD applies reasonable technical and organisational safeguards designed to protect personal information against:
Loss, damage or destruction;
Unauthorised access;
Unauthorised disclosure;
Unlawful processing; and
Accidental or intentional misuse.
These measures may include access controls, restricted permissions, secure storage, password protection, confidentiality obligations and appropriate administrative procedures.
No electronic transmission or storage system can be guaranteed to be completely secure. If EJD becomes aware of a security compromise that requires notification under applicable law, we will take the required steps and notify affected parties or the Information Regulator where appropriate.

12. Retention and Deletion

EJD retains personal information only for as long as reasonably necessary for the purpose for which it was collected, or for longer where required or permitted by law.
Retention periods may depend on:
The nature and purpose of the information;
Whether a candidate or client relationship remains active;
Legal, tax, accounting or regulatory requirements;
Contractual obligations;
The need to establish or defend legal claims;
Operational and record-keeping requirements; and
Whether the information is required for a future recruitment process with an appropriate lawful basis.
When personal information is no longer required, EJD will take reasonable steps to securely delete, destroy or anonymise it. Information may be retained after a deletion request where retention is required by law, necessary to establish or defend a legal claim, or otherwise permitted by POPIA.

In general, candidate records are kept for 24 months from last contact and unsolicited CVs for 12 months. Full retention periods are set out in our PAIA/POPIA Manual.

13. Data Subject Rights

Subject to applicable legal limitations, you may have the right to:
Request access to personal information held about you;
Request correction or updating of inaccurate, misleading or incomplete information;
Request deletion, destruction or removal of personal information that EJD is no longer authorised to retain;
Object to the processing of your personal information in appropriate circumstances;
Object to direct marketing;
Withdraw consent where processing is based on consent;
Ask questions about how your information is processed; and
Lodge a complaint with the Information Regulator.
A request to delete information does not automatically require EJD to delete information that it is legally required or authorised to retain.

14. How to Exercise Your Rights

Requests should be sent to:
Information Officer: Brandon Esterhuizen
Email: brandon@ejdtalentsolutions.com
Alternative legal email: legal@ejdtalentsolutions.com
Telephone: +27 (0)82 456 8555
To protect personal information, EJD may request reasonable proof of identity before processing a request. You should provide enough information to allow us to identify you and understand the nature of your request.
Statutory requests for access to records must be made in accordance with the applicable procedure under the Promotion of Access to Information Act 2 of 2000 (“PAIA”). The prescribed PAIA forms and procedure are described in EJD’s PAIA / POPIA Manual.

15. PAIA / POPIA Manual
This Privacy Policy explains EJD’s day-to-day privacy practices. It does not replace EJD’s PAIA / POPIA Manual, which sets out the statutory procedure for requesting access to records under PAIA and related POPIA information.
The PAIA / POPIA Manual contains information about:
Records held by EJD;
The Information Officer;
The procedure for requesting access;
Applicable forms and fees;
Grounds on which access may be refused; and
Remedies available to a requester.
The PAIA / POPIA Manual is available on our website and on request from the Information Officer and is intended to be read together with this Privacy Policy.

16. Marketing Communications

EJD may send business development, recruitment or marketing communications where permitted by law.
Marketing communications may be sent by email or other electronic means and may relate to:
Recruitment services;
Employment opportunities;
EJD updates;
Business services; or
Related information that may reasonably interest you.
Every electronic marketing communication should identify EJD and provide a practical method to opt out. You may unsubscribe or object to marketing at any time by:
Using the unsubscribe link in the communication;
Replying with “unsubscribe”; or
Contacting hello@ejdtalentsolutions.com.
After receiving an opt-out request, EJD will take reasonable steps to stop sending further marketing communications, subject to lawful administrative or transactional communications that are not marketing.

17. Cookies and Similar Technologies

EJD uses cookies and similar technologies on its website to:
Support website functionality;
Remember preferences;
Understand website traffic and usage;
Improve website performance and user experience; and
Support analytics and security.
Cookies may collect information such as your IP address, browser type, device type, pages visited, access times and referral URLs.
For more information about the types of cookies used, their purposes and how to manage them, please read EJD’s separate Cookie Policy. You may also manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

18. Children’s Personal Information

EJD’s recruitment services are intended primarily for adults. We do not knowingly collect or process personal information belonging to a child without the consent of a competent person or another lawful basis permitted under POPIA.
If you believe that a child has provided personal information to EJD without appropriate authorisation, please contact the Information Officer. We will investigate and take reasonable steps to delete or otherwise lawfully manage the information where required.

19. Third-Party Websites and Links

Our website may contain links to third-party websites, platforms or services. These links are provided for convenience and do not mean that EJD endorses or controls those third parties.
EJD is not responsible for the privacy practices, security, content or policies of third-party websites. You should review the privacy policy of each third-party website before providing personal information.

20. Complaints

If you have a concern about EJD’s handling of your personal information, please contact our Information Officer first so that we can investigate and attempt to resolve the matter.
You may also lodge a complaint with the South African Information Regulator:
Information Regulator (South Africa)
Complaints: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
Website: www.inforegulator.org.za

21. Policy Updates

EJD may update this Privacy Policy from time to time to reflect changes in:
Our services or business processes;
Technology or service providers;
Applicable law or regulatory guidance;
Data-protection practices; or
Website functionality.
The latest version will be published on our website and will include the applicable version number and effective date. Where changes are material, EJD may provide additional notice where reasonably practicable.

22. Version Control

This Privacy Policy is Version 1.1 and takes effect on 25 October 2026.
It replaces and supersedes the Privacy Policy published Version 1.0 dated 8 October 2026.
The current version is published at www.ejdtalentsolutions.com/english-privacy-policy.
This policy is reviewed at least annually, and whenever there is a material change to our services, our service providers or the applicable law. Where a change is material, we will update the version number and effective date and may notify you where reasonably practicable.
For any question about this policy, or to request a previous version, contact the Information Officer: Brandon Esterhuizen, brandon@ejdtalentsolutions.com.