Welcome to our trust centre. We strive to provide software, consulting, and advisory services you can trust. Getting legal and compliance right is an important part of that. We believe that plain and understandable terms, policies or legal notices help to ensure a common understanding and are the foundation of a mutually beneficial relationship. People seldom read them, but they are important. In order to build trust, we want our policies on certain important issues to be clear and accessible to you.
These legal notices describe (and apply to) the relationship between you and us. We have drafted them with care to relate specifically to the software and services we provide.
These documents, together with any written proposal, order form or invoice, make up the written agreement or contract between us. These legal notices apply to any instruction you give us as a client and to the software and services we provide to you. When you accept our proposals, you agree to our terms.
We may add to or change these legal notices in a written proposal, addendum, order form or invoice, even if it does not mention these legal notices. Any change must be in writing and signed by us (or posted on our website) to be effective. You accept the latest version of these legal notices by instructing us or receiving software or services from us.
We strongly believe in empowerment, transformation, diversity, equity and inclusion. Our goal is to ensure that transformation is accessible and not overwhelming. We are proud to be a Level 1 B-BBEE contributor with 58% Black ownership and 33% Black Women ownership. You can request a copy of our B-BBEE certificate.
Acting with honesty and integrity is non-negotiable. We pride ourselves on ethical business practices and hold ourselves to the same high standards we help our clients achieve.
Because we provide software that our clients use to capture and manage B-BBEE and Employment Equity data, we process personal information on behalf of our clients. In this capacity, we act as an operator (or processor) for our clients. Our clients remain the responsible party as they determine the purpose and means of processing. We process personal information only on their instruction and in accordance with our agreement.
Our Terms of Service describe our obligations as an operator but we are happy to sign a separate Data Processing Agreement with our clients. If you’d like to sign a DPA with us, please ask us and we will arrange one.
Where we process personal information for our own purposes (for example, to manage our client relationships and operate our business), we act as a responsible party. Our Privacy Policy sets out how we handle your personal information in this capacity.
B-BBEE and Employment Equity compliance requires us to process information about race, gender and disability, all of which qualify as special personal information under section 26 of POPIA. The conditions for processing special personal information are stricter than for ordinary personal information. We process this information only because the B-BBEE Act and the Employment Equity Act specifically require or authorise it. We do not process it for any other purpose.
As a cloud-based platform, we use third-party service providers (sub-operators) to help us deliver our services – for example, for cloud hosting, technical support and infrastructure. Where a sub-operator processes personal information on our behalf, we ensure that they are bound by data protection obligations that are at least equivalent to our own. A list of our sub-operators is available on request.
If you have any questions about how we handle personal information or wish to exercise your rights under POPIA, please contact our Information Officer at info@bee123.co.za or see our Privacy Policy.
We know how important confidentiality is to you. The information you store and manage on our platform is sensitive. We will not disclose your confidential information to any third party without your consent, except where the law requires us to do so.
We are happy to sign a non-disclosure agreement (NDA) with you. If you want to sign an NDA, please ask us and we will prepare one for you to sign.
We take adequate and appropriate measures to secure all the information we process. As a software company that handles sensitive B-BBEE and Employment Equity data, we take information security very seriously.
Our platform is cloud-based and built on secure, modern infrastructure. Sensitive user information is encrypted when stored on our database. We use token-based authentication over SSL and implement user access controls to ensure that only authorised individuals can access your data. We keep our security measures up to date with current best practice.
We have a Security Pack that sets out in more detail how we safeguard our platform and your information. If you would like to read it, please ask us to send it to you.
We respect that the law (like PAIA) requires us to give certain people access to information in certain circumstances. You can read our PAIA Manual, which explains how to access the information we hold. You can request access to the information we hold by emailing our Information Officer at info@bee123.co.za.
We recognise that all organisations have a responsibility to be ethical in their business practices and not to engage in any activities that harm society. We have an Anti-Bribery and Corruption Policy that sets out our position on this important issue. If you would like to read it, please ask us to send it to you.
Invoice fraud is a real risk. Before you make any payment to us, please take the following steps to protect yourself.
We will never notify you of a change to our bank details by email, telephone, or a document claiming to carry a bank stamp. If you receive any such communication, treat it as fraudulent and contact your regular BEE123 contact directly to verify.
Do not rely solely on bank account details appearing on our invoices, as invoices can be intercepted and altered. In the rare event that we do change our bank details, we will only do so by giving you at least 30 days prior written notice through a secure method, signed by an authorised member of BEE123’s executive team.
Please follow any steps we provide to verify our bank details before making payment, and make sure the people in your organisation who are responsible for processing payments are aware of this warning. We are not responsible if you make a payment using the incorrect banking details.
We are committed to strong governance. We apply the principles of transparency, accountability and ethical conduct across everything we do.
We continually strive to manage both our risks and the risks of our clients. For example, we maintain appropriate insurance cover for our business. Our platform is designed to give your organisation visibility, control and confidence over your B-BBEE and EE compliance risk.
We are committed to complying with all laws, rules, codes and standards that apply to BEE123. This includes the B-BBEE Act, the Employment Equity Act, POPIA, and any other applicable legislation. We help hundreds of organisations achieve compliance every day, and we hold ourselves to the same standard.
We are always working to improve our platform and the service we provide. Your feedback helps us do that. If the BEE123 Portal is unavailable or you experience a technical issue, please contact our support team as soon as possible so we can resolve it. Our team is available during business hours (Monday to Thursday 8am to 5pm, and Friday 8am to 4pm).
If you have a complaint about our software or services, or if we have not met your expectations, we want to hear about it. Please contact your BEE123 account manager or email us at info@bee123.co.za. We will acknowledge your complaint promptly and work with you to resolve it.
If you have a suggestion or idea for how we can improve, please share it with us. We take client feedback seriously and use it to shape the development of our platform.
info@bee123.co.za
Deputy Information Officer
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