YOUR FUND’S COMPLIANCE CHECK LIST

POPI sets out eight requirements that the Fund must adhere to when dealing with a member’s personal information. We have set out each of these requirements, looking specifically at the parties involved, who it will apply to and what is in place to REDUCE THE RISK.

Question Title

* 1. ACCOUNTABILITY

IS THE FOLLOWING IN PLACE?

  Yes No
Service Providers to the Fund has set protocols and systems in place to ensure that they comply with the requirements of the Act
Each Service Provider and the Board of Trustees has adequate Professional Indemnity and Fidelity Insurance, should a non compliance claim be lodged against the Fund.

Question Title

* 2. PROCESSING LIMITATION
IS THE FOLLOWING IN PLACE?

  Yes No
The Fund is professionally administered and has a dedicated department who are responsible for collecting and updating of member information.
Protocols are in place to ensure that a member’s permission (signature) is obtained when any update of personal information is affected on a member’s record.
The service provider responsible for the storage of member information has a state-of-the-art administration system in place, which is constantly being maintained and upgraded to avoid data loss.

Question Title

* 3. PURPOSE SPECIFICATION
IS THE FOLLOWING IN PLACE?

  Yes No
Members’ personal information is required when joining the Fund or as part of the claim process.
The member is required to declare that the details provided are correct and that no claim will be made against the Fund in the event of any loss, damage or claim from the use of the information.
Member’s personal information is treated as strictly confidential and is only accessible by the member or if written consent is provided to a third party.
Confidentiality agreements are undertaken with third party service providers to whom member data is provided in order to deliver a specified service i.e. mailing companies. These service providers are required to destroy all data provided after completion of each service.

Question Title

* 4. FURTHER PROCESSING LIMITATIONS
IS THE FOLLOWING IN PLACE?

  Yes No
Member information is only used for Fund related purposes, which include record keeping, communication and processing.
Member information is not made available to any third parties without the written consent of the member.

Question Title

* 5. INFORMATION QUALITY
IS THE FOLLOWING IN PLACE?

  Yes No
The Fund is professionally administered and has a dedicated department who are responsible for collecting and updating of member information.
Members are encouraged through regular drives to check the accuracy of the information contained on Fund records and to provide any change in personal details in writing to the Fund.

Question Title

* 6. OPENNESS / TRANSPARENCY

IS THE FOLLOWING IN PLACE?

  Yes No
Members are made aware of the purpose of the collection of information. This includes member surveys, member feedback or rating sheets used at information sessions.
The member’s signature is required as permission to affect any changes to his or her personal information.

Question Title

* 7. SECURITY SAFEGUARDS
IS THE FOLLOWING IN PLACE?

  Yes No
The service provider responsible for the storage of member information has a state-of-the-art administration system in place, which is constantly being maintained and upgraded to avoid data loss.
Stringent security checks are performed by the client services centre before a member’s personal information can be accessed.
Member information is not made available to any third parties without the written consent of the member.
Any update in personal information or requests for Fund benefit information, must be requested in writing by the member.
Members are informed within 48 hours if their information has been accessed by an unauthorised person/company.

Question Title

* 8. MEMBER PARTICIPATION
IS THE FOLLOWING IN PLACE?

  Yes No
The Fund has a dedicated client services centre which the member can contact, to confirm personal information held by the Fund.
Members are allowed to provide the Fund with updates in personal details or request that certain information is deleted from their records. The change in personal details is confirmed in writing to the member to ensure accuracy.
Members are provided with Annual Benefit Statements reflecting all personal information held by the Fund, at minimal cost (part of the running cost of the Fund)to the member.

Question Title

* 9. “MARKETING” AND COMMUNICATION

IS THE FOLLOWING IN PLACE?

  Yes No
Members are required to provide his or her consent before electronic communication is sent and have the option to “opt out”.
Sms communication is only used for notification purposes and not as a direct marketing tool.
Members are required to subscribe to the sms notification or any interactive services.
New Member Induction sessions are pre arranged by the employer and the decision lies with the member to attend or not.
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