Privacy Policy

1. Data Controller & Information Officer

The responsible party (data controller) for your personal data is AJAR Recruitment Services, acting on behalf of the Ajar Group. Our Information Officer can be contacted for any POPIA or GDPR requests:

2. Who This Policy Covers

This Privacy Policy applies to the personal information we collect across every Ajar Group division:

Where a division operates its own platform (for example, the Ajar Buying & Selling marketplace at ajarbuyandsell.co.za), that platform may issue its own privacy notice; this policy governs the data processed through the main Ajar Group website and recruitment portal.

3. Information We Collect

We collect the following categories of personal information:

• Identity Data: Full name, date of birth, nationality, ID or passport number.
• Contact Data: Email address, phone number, postal address.
• Recruitment Data: CV/resume, cover letter, work history, qualifications, certificates, skills, job preferences, LinkedIn profile.
• Identity & Supporting Documents: Passport copies, police clearance certificates, driver's licences, academic transcripts and other documents you upload.
• Verification Data: Applicant details, consent forms, and information provided for background and identity checks.
• Payment Information: Billing name, invoice details, and transaction references (card numbers are handled by our payment providers and never stored on our servers).
• Technical & Usage Data: IP address, browser type, device information, pages viewed, and analytics data.
• Communications: Messages you send us via contact forms, WhatsApp, or email.

We do not intentionally collect special category data (e.g. health, racial origin, religion) unless specifically required and with your explicit consent.

4. How We Use Your Information

• Provide, operate, and maintain our recruitment, verification, marketplace, property, delivery, and immigration services.
• Match candidates with relevant job opportunities and present profiles to employers.
• Process job applications, verification requests, and communicate status updates.
• Conduct background and identity verification checks where you have given consent.
• Process payments, issue invoices, and maintain financial records.
• Respond to your inquiries, messages, and service requests.
• Send job alerts, newsletters, and relevant opportunities (where you have consented).
• Comply with legal and regulatory obligations under POPIA, GDPR, employment, immigration, and tax laws.
• Prevent fraud, abuse, and unauthorised access.
• Improve and develop our website and services through analytics.

5. How We Protect Your Information

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include HTTPS/TLS encryption for all data in transit, role-based access controls, secure cloud storage, regular access reviews, and staff training on data protection. Access to personal information is restricted to authorised personnel who require it to perform their duties. While we take all reasonable precautions, no internet transmission is 100% secure and we cannot guarantee absolute security.

6. Document Uploads & Verification Data

When you upload documents (passports, certificates, police clearances, signed consent forms) or submit information for verification:

• Documents are stored securely and accessed only by authorised staff and trusted verification partners (such as MIE) for the purpose of conducting the checks you have authorised.
• We process verification data only with your written or electronic consent, as required by POPIA and GDPR.
• Verification results are shared with the requesting party (you or your employer) and retained only for as long as needed to complete and evidence the check.
• You may request a copy of, or correction to, any verification data we hold about you (see Section 13).

7. Recruitment Applications

When you apply for a job, upload your CV, or join a visa programme:

• Your application data (CV, contact details, documents) is used to assess your suitability and present your profile to prospective employers.
• We will inform you before sharing your application with an employer.
• Profile and assessment data may be retained to match you with future opportunities, unless you ask us to delete it.
• You may withdraw your application or request deletion of your data at any time by contacting us (see Section 16).

8. Payment Information

For programme fees, verification fees, and subscriptions, we process payments through trusted payment providers (such as Paystack, PayPal, and PayFast). We do not store full card numbers on our servers — payment card data is handled directly by these providers under their own certified security standards (PCI-DSS). We retain only billing names, invoice details, and transaction references needed for accounting, refunds, and legal compliance. Proof of payment documents you upload are stored securely and accessed only for reconciliation and verification purposes.

9. Cookies & Analytics

Our website uses cookies and similar technologies:

• Essential cookies: Required for the website to function (e.g. keeping you logged in).
• Analytics cookies: We use analytics tools to understand how visitors use our site so we can improve it. This may include Google Analytics or similar services, which collect aggregated, pseudonymous usage data.
• Preference cookies: Remember your settings, such as language choices.

We do not use tracking or advertising cookies without your explicit consent. You can control or disable cookies through your browser settings and via our cookie banner. By clicking "Accept" on our cookie banner, you consent to our use of cookies as described here.

10. Disclosure of Your Information

We may share your data with:

• Employers & Clients: When you apply for a job, your application (including CV and contact details) is shared with the relevant employer. You will be informed before this happens.
• Verification Partners: Trusted third parties (such as MIE) who conduct background and identity checks on our behalf, under data processing agreements.
• Service Providers: Processors such as email delivery (SendGrid), payment providers, and hosting services, who act under data processing agreements and may not use your data for their own purposes.
• Legal Authorities: Where required by law, court order, or to protect the rights of the Ajar Group.

We will never sell your personal data to any third party.

11. Data Retention

We retain personal information only as long as necessary:

• Active candidates: For the duration of our recruitment relationship plus up to 2 years after last contact.
• Successful placements: Up to 6 years for legal and contractual compliance.
• Unsuccessful applications: Up to 12 months, after which data is securely deleted or de-identified.
• Verification records: Retained for the period required to evidence the check and any legal limitation periods.
• Payment & invoice records: Retained for up to 6 years for tax and accounting compliance.
• General enquiries: 12 months from last contact.

You may request deletion of your data at any time by contacting us (see Section 16).

12. International Data Transfers

As an international group operating across Africa and Europe, your data may be transferred to and processed in countries outside your own, including outside the European Economic Area (EEA) and outside South Africa. Where we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission, applicable POPIA cross-border transfer requirements, or transfers to countries with an adequacy decision.

13. Your Data Protection Rights

Under POPIA and the GDPR, you have the following rights regarding your personal data:

To exercise any of these rights, contact us at info@ajarrecruitmentservices.co.uk. We will respond within 30 days.

14. POPIA Compliance (South Africa)

We process personal information in accordance with the South African Protection of Personal Information Act, 2013 (POPIA). We act as the responsible party and only process personal information for lawful, defined purposes, using the lawful bases permitted by POPIA (consent, contract, legal obligation, legitimate interests, or performance of a public duty). We maintain appropriate security safeguards, limit processing to what is necessary, and will not retain personal information longer than required. Our Information Officer is available to handle any POPIA-related requests or complaints. If you believe your rights under POPIA have been infringed, you may lodge a complaint with the Information Regulator (South Africa).

15. GDPR Compliance (European Union)

Where this policy applies to data subjects in the European Union, we process personal data in accordance with the GDPR, relying on the following legal bases:

16. Contact Us & Privacy Enquiries

For any privacy-related questions, data subject requests, consent withdrawals, or complaints:

If you are in the UK or EU and are not satisfied with our response, you have the right to complain to your local supervisory authority (for example, the Information Commissioner's Office (ICO) in the UK, or your national Data Protection Authority). In South Africa, you may complain to the Information Regulator.