MedStaff Solutions (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information responsibly, in accordance with the Protection of Personal Information Act, 2013 (POPIA). This policy explains what personal information we collect, why we collect it, how we use and protect it, and the rights you have.

1. Who We Are

MedStaff Solutions is a specialist medical recruitment business based in Brackenfell, Western Cape, South Africa, serving private healthcare practices throughout the Western Cape. For the purposes of POPIA, we are the “responsible party” for the personal information we process.

Information Officer: Linnie van Niekerk (Founder)
Email: info@med-staff-solutions.com
Telephone: 075 103 7088
Website: med-staff-solutions.com

2. The Personal Information We Collect

Depending on how you interact with us, we may collect:

• From candidates and job-seekers: name, contact details, CV, work history, qualifications, references, languages, availability, and any other information you choose to share with us.
• From medical practices and employers: practice name, discipline, contact person, contact details, and vacancy requirements.
• From website visitors: information you submit through our forms or by email, and limited technical information (such as IP address and browser type) collected automatically via cookies or analytics.

Where information you provide includes special personal information (for example, details relating to health), we process it only where necessary for recruitment purposes and with your consent.

3. How We Collect It

We collect personal information directly from you — through the forms on our website (such as our “Post a Vacancy” and candidate enquiry forms), by email, by telephone, and through referrals or introductions made with your knowledge.

4. Why We Process Your Information

• To match candidates with suitable vacancies at medical practices.
• To provide our recruitment services to practices and to contact you about opportunities or applicants.
• To respond to your enquiries and communicate with you.
• To comply with our legal and regulatory obligations.

5. Consent

We process your personal information with your consent and in order to provide the recruitment services you have requested. You may withdraw your consent at any time by contacting us, although this may affect our ability to assist you.

6. Sharing Your Information

We treat your information as confidential and share it only:

• With prospective employers (medical practices) when presenting you for a vacancy, with your knowledge and consent.
• With service providers who help us operate our business and website (such as our website host and email provider), who are required to protect your information.
• Where we are required or permitted to do so by law.

We do not sell your personal information to third parties.

7. Storage and Cross-Border Transfer

Our website is hosted on the WordPress.com platform, operated by Automattic Inc. This means some information may be stored on servers located outside South Africa. Where personal information is transferred across borders, we take reasonable steps to ensure it receives a comparable level of protection.

8. Security

We take reasonable technical and organisational measures to protect your personal information against loss, unauthorised access and misuse. This includes restricting access to information on a need-to-know basis and keeping candidate records in access-controlled areas. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. How Long We Keep It

We keep personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law. Candidate information is retained for 24 months after our last meaningful contact with you, unless you ask us to remove it sooner or you ask us to keep it on file for future opportunities.

10. Your Rights

Under POPIA you have the right to:

• Request access to the personal information we hold about you.
• Request that we correct or update inaccurate or incomplete information.
• Request that we delete or destroy your information.
• Object to the processing of your information.
• Withdraw your consent, where processing is based on consent.
• Lodge a complaint with the Information Regulator.

To exercise any of these rights, please contact us at info@med-staff-solutions.com.

11. Complaints to the Information Regulator

If you believe we have not handled your personal information lawfully, you may lodge a complaint with the Information Regulator (South Africa):

Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Email: POPIAComplaints@inforegulator.org.za
Website: inforegulator.org.za

12. Cookies

Our website may use cookies and similar technologies to help the site function and to understand how it is used. You can control or disable cookies through your browser settings, although some parts of the site may not work as intended if you do.

13. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on this page, with the “Last updated” date revised accordingly.

14. Contact Us

If you have any questions about this policy or how we handle your personal information, please contact our Information Officer, Linnie van Niekerk, at info@med-staff-solutions.com or on 075 103 7088.