POPIA Section 18 Processing Notice

Vector Actuaries (Pty) Ltd
Website: www.vectoractuaries.co.za
Effective Date: 01 January 2026

Vector Actuaries (Pty) Ltd (“Vector Actuaries”, “we”, “us”, “our”) is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).
This Processing Notice explains what personal information we collect, how it is used, and your rights under POPIA.

1. Responsible Party (Data Controller)

Vector Actuaries (Pty) Ltd
Email: [email protected]
Website: www.vectoractuaries.co.za

2. Purpose of Processing

We process personal information for the following purposes:

  • Providing actuarial expert services, calculations, and reports

  • Engaging with attorneys, claimants, experts, and service providers

  • Reviewing medico-legal documents and court records

  • Administrative and billing processes

  • Compliance with legal and regulatory obligations

  • Responding to enquiries, requests, and instructions

  • Improving our services and website functionality

  • Ensuring information security and fraud prevention

Processing is conducted strictly for legitimate professional and operational reasons.

3. Categories of Personal Information Processed

Depending on the engagement, we may process:

3.1 Basic Personal Information

  • Names and surnames

  • Contact details

  • Identity numbers or passport numbers

  • Residential or business addresses

  • Employment and income information

3.2 Special / Sensitive Information

Collected only when necessary for actuarial work in personal injury or medical negligence matters:

  • Medical records, medico-legal reports, clinical summaries

  • Disability assessments

  • Earnings history and employment information

  • Financial and support dependency information

  • Court documents and legal pleadings

3.3 Website and Technical Information

  • IP address

  • Browser data

  • Device information

  • Cookies and analytics

4. Source of Information

We collect information from:

  • Attorneys instructing us

  • Clients and claimants

  • Medical and legal experts

  • Court documents and discovery bundles

  • Public records

  • Our website, forms, and communication channels

Where information is provided by third parties (e.g., attorneys), it is assumed that the necessary consents and legal permissions have been obtained.

5. Lawful Basis for Processing

We process personal information based on:

  • Contractual necessity (engagement to provide actuarial services)

  • Legal obligations (court rules, statutory duties, reporting requirements)

  • Legitimate interests (service delivery, security, administration)

  • Consent, where explicitly required

6. Recipients of Personal Information

We may share information with:

  • Attorneys and counsel involved in the matter

  • Medical and legal experts

  • Courts, mediators, arbitrators, and regulatory bodies

  • IT and data-security service providers

  • Auditors or compliance professionals

All third-party operators are required to maintain confidentiality and comply with POPIA.

7. Whether Provision of Information Is Voluntary or Mandatory

  • Some information is mandatory to allow Vector Actuaries to provide actuarial services.

  • Failure to provide required information may prevent us from accepting or completing an instruction.

  • Optional information will be clearly identified where applicable.

8. Consequences of Withholding Information

If required information is not provided:

  • We may not be able to produce actuarial calculations or expert reports

  • We may decline to accept the instruction

  • The matter may be delayed or incomplete

  • Legal and procedural requirements may not be met

9. Cross-Border Transfers

Personal information may be transferred outside South Africa only when required (e.g., collaboration with international experts).
Such transfers will comply with POPIA safeguards, ensuring the receiving party provides adequate data protection.

10. Security Measures

We implement reasonable and appropriate organisational and technical security measures including:

  • Encrypted storage and secure servers

  • Access controls and confidentiality protocols

  • Regular backups

  • Cybersecurity monitoring and threat mitigation

  • Secure document exchange practices

11. Retention of Information

Information is retained for:

  • The duration of the matter

  • Additional periods required by law, regulation, or professional standards

  • Internal record-keeping and audit purposes

Thereafter, information is securely deleted, destroyed, or anonymised.

12. Your Rights Under POPIA

You have the right to:

  • Request access to your personal information

  • Request correction, deletion, or updating

  • Object to processing (subject to legal allowances)

  • Withdraw consent (where applicable)

  • Lodge a complaint with the Information Regulator

Information Regulator (South Africa)
Email: [email protected]
Website: www.justice.gov.za/inforeg/

13. How to Exercise Your Rights

Requests can be submitted to:

Email: [email protected]
Subject Line: POPIA Request – Vector Actuaries

We may require proof of identity to process requests.

14. Changes to This Notice

We may amend this Processing Notice from time to time.
Updated versions will appear on our website with a revised effective date.

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