Episodic Privacy Policy
Episodic respects your right to privacy and is committed to ensuring that your personal information is protected and kept confidential. This Privacy Policy sets out and governs how we process your personal information which you may supply to us through the use of our website or any of our sales, marketing or service channels. By “process” we mean collect, use, store, update or otherwise deal with the information.
Who We Are
Episodic is a group of entities and refers to Episodic Holdings (Pty) Ltd and all of its subsidiaries and divisions including Episodic Health (Pty) Ltd. In this policy, any reference to “we”, “us” or “our” includes any one of the businesses or entities in the group.
General
We will only process your personal information legally and in a manner allowed or required by law or to deliver a service, offer a product or carry out a transaction with you. If necessary, we will obtain your consent.
Interacting with our services, products and channels may require different levels of personal information to be disclosed by you. We welcome and will respond to any queries as to why certain information may be requested.
We respect your privacy and will always treat your personal information confidentially.
Personal Information
We define Personal Information as any information that can be used to identify you or that specifically relates to you. This includes personal information that is provided to us in the course of our business, building quotations, applying for our products, using our apps or communicating with us telephonically, by email or by other digitals channels. Different interactions with our services will require different levels of Personal Information disclosure.
The Personal Information that you may provide to us includes but is not limited to:
- your name and surname
- contact information like your phone number, email address and physical address
- identifying information like your policy number, identity or passport number and social media profiles
- date of birth, age, language, marital status and national origin
Certain of our products (like our insurance products) require deeper disclosure of personal information, at the time of application, needed to assess risk, determine price and to allow us to enter into a relationship legally. This includes, but is not limited to, the following:
- physical and mental health information including medical history
- financial status and history
- employment status
- criminal behaviour as required by law
Occasionally, we may be required to record other demographic information like race and ethnicity purely for statistical purposes.
Juristic and Related Persons
We may process personal information relating to the members of a juristic person, such as a company or trust. By members, we refer to the people related to the juristic person like directors, members and employees.
If you provide personal information of related persons to us, you assert and warrant that they are aware of and have consented to the sharing of their personal information with us. We will process the personal information of related persons as per the conditions and terms of this privacy policy.
Processing of Personal Information
We process personal information in order to:
- market and deliver services, products or goods to you
- respond to your queries
- comply with the law and regulatory requirements
- determine and comply with insurance and financial risk requirements
In all cases, we will only process your personal information if
- we have your consent to do so
- a person legally authorised to do so has consented thereto
- the law requires us to do so
- it is necessary to conduct our business with you
We will only market to you by electronic communications with your consent and you may, at any time, request us to stop sending you marketing communications.
Collection of Personal Information
We may obtain personal information:
- directly from you through the use of our websites, online applications and service channels
- through your interaction with us on our communication channels including email, telephony, chat, surveys and social media
- from public sources like the media or online social platforms where information has been made publicly available
- from third parties as per the conditions listed below
We will get your consent before collecting your personal information from 3rd parties if the law requires us to do so. Such 3rd parties include, but is not limited to:
- your spouse, partner, employer or similar joint sources
- your legal guardian or parent in the case that you are a minor
- other entities within the Episodic group
- partners we use for conducting our business like rewards programmes, insurers and underwriters, credit bureaux and verification sources
- law enforcement, fraud prevention agencies, regulatory authorities and ombudsmen
Sharing of Personal Information
Episodic will never sell nor provide personal information to third parties for independent use. We feel particularly strongly about this point and will always strive to maintain this position across all of our entities, subsidiaries and divisions. We will only ever share personal information for the legitimate purposes set out in this privacy policy.
In general, we will only share your personal information under the following conditions:
- we have your consent to do so or a person legally authorised to do so has consented thereto
- it is necessary to deliver a service, product or goods to you
- the law requires us to do so
- it is necessary to protect your or our legitimate rights, interests or property (including intellectual property)
The parties we may share personal information with include:
- your spouse, partner, employer or similar joint sources
- your legal guardian or parent in the case that you are a minor
- other entities within the Episodic group
- partners we use for conducting our business like rewards programmes, insurers and underwriters, delivery services, credit bureaux and verification sources
- law enforcement, fraud prevention agencies, regulatory authorities and ombudsmen
In all cases, parties that we share personal information with will adhere to using your information only as directed by us and have an obligation to keep your personal information secure and confidential.
Cookie Policy
A cookie is a small piece of data sent from our websites or applications to your device where it is stored. The cookie contains information that can identify you or your device but can not, by itself, be used to discover your identity. Cookies do not damage your computer, device or browser.
We may use cookies and other techniques in order to
- Recognise repeat visitors to our sites
- Track usage behaviour that will allow us to improve your experience and the functionality of the website and its content
- Manage and improve online security
- Help detect, report and prevent fraud and crime
You can disable the acceptance of cookies on your browser. If you choose to not accept cookies from our websites or applications then this may result in diminished customer experience and you may limit the functionality of our website and online services. If you choose to accept the cookie then you thereby consent to our use of personal information collected by using that cookie subject to the terms and provisions of this policy.
Security
We strive to take reasonable technical and organisational steps to protect your personal information from loss or misuse in line with industry best practices.
Our security measures include:
- securing our technology platforms and monitoring access
- encrypting data and storing records securely
- controlling access to our premises and systems
- safely destroying records and data
You must always keep your personal information, policy numbers, application login credentials and other sensitive information that you hold secret and ensure that you do not disclose it to anyone.
Duration
We keep personal information only for as long as we need it for legitimate business practices or as is required by the law.
It is important to note that we may keep personal information for a period longer than you have a business relationship with us if permitted by law. We may also keep certain information for an indefinite period for historical, statistical and research purposes but have safeguards and procedures in place (such as anonymising the data) to ensure that it can only be used for these intended purposes.
Your Duties and Rights
Whenever your personal information changes, you must inform us thereof in order for us to continue to deliver on our service or contractual obligations. If you discover that information held about you is incorrect or irrelevant, you may contact us to have that information updated or removed.
Any consent you may have given to us for the processing of your personal information may be withdrawn by you and we will safely remove and dispose of the information in question. However, even if you withdraw consent, we may continue to process your personal information if the law allows or requires it.
Updates to This Policy
Episodic may change this Privacy Policy from time to time if the law or our business practices require us to do so. We encourage you to check this Policy for changes to make sure you are familiar with the contents and to ask us about anything that may be unclear to you. We will endeavour to ensure that any major or material changes are published in a timely manner and will reasonably strive to keep you informed of such changes. We may update you of changes by email.
Contact Us
If you have any queries related to this Privacy Policy or how we treat and process your personal information you may contact us by email at info@episodic.co.za
