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PRIVACY NOTICE

PRIVACY NOTICE
Protection of Personal Information Act, 4 of 2013 (POPIA)
Effective date: 5 November 2026
Last updated: 5 November 2026

1. INTRODUCTION
Rixaka Financial Services (Pty) Ltd ("Rixaka", "we", "us" or "our") recognises the importance of protecting your personal information and respecting your right to privacy.
We understand that sharing personal information requires trust. We are committed to collecting, processing, storing and protecting your personal information in a lawful, fair and responsible manner, in accordance with the Protection of Personal Information Act, 4 of 2013 ("POPIA"), and other applicable South African legislation.
This Privacy Notice explains what personal information we collect, why we collect it, how we use it, who we may share it with, how we protect it and what rights you have in relation to your personal information.
By interacting with Rixaka, visiting our website, making an enquiry, applying for a policy or using our financial services, you acknowledge that you have had an opportunity to read this Privacy Notice.
We encourage you to read this Notice carefully. If you have any questions, concerns or believe that your personal information is being processed incorrectly or for a purpose other than that for which it was collected, you may contact our Information Officer using the details provided below.

2. ABOUT RIXAKA FINANCIAL SERVICES
Rixaka Financial Services (Pty) Ltd is an authorised Financial Services Provider (FSP), registered with the Financial Sector Conduct Authority (FSCA) under FSP number 55584.
We provide financial services in the following product categories:

  • Category 1 – Long-term Insurance: Subcategory A.

  • Category 1 – Long-term Insurance: Category B1.

  • Category 1 – Long-term Insurance: Subcategory B1-A.

Our services include providing financial advice and intermediary services in relation to applicable long-term insurance products, assisting clients with policy applications, facilitating policy administration and providing ongoing client support.
Our company details:

  • Registered Name: Rixaka Financial Services (Pty) Ltd

  • FSP Number: 55584

  • Physical Address: Stand No. 6, Rixaka Complex, Section D2, Giyani, 0826

  • Contact Number: 086 174 9252

  • Website: www.rixaka.co.za


3. INFORMATION OFFICER
In accordance with POPIA, Rixaka has designated an Information Officer responsible for overseeing the organisation's compliance with applicable data protection requirements.
Our Information Officer is responsible for handling privacy-related enquiries, personal information requests, objections and complaints.
Information Officer's Contact Details:

You may contact the Information Officer if you wish to:

  • Enquire about how your personal information is processed.

  • Request access to personal information held by Rixaka.

  • Request the correction or updating of your personal information.

  • Object to the processing of your personal information.

  • Request the deletion or destruction of personal information where legally permissible.

  • Raise a concern or lodge a privacy-related complaint.


4. WHOSE PERSONAL INFORMATION DO WE COLLECT?
In conducting our business and providing financial services, we may collect and process personal information relating to various categories of data subjects, including:

  • Prospective clients who enquire about our products and services.

  • Existing clients and policyholders.

  • Individuals who submit insurance applications, whether or not a policy is ultimately concluded.

  • Dependants registered under policies.

  • Beneficiaries nominated to receive policy benefits.

  • Individuals submitting or involved in insurance claims.

  • Family members or representatives who interact with us in relation to funeral arrangements or policy benefits, where applicable.

  • Employees and prospective employees.

  • Service providers, contractors and business partners.

  • Representatives, agents and other individuals acting on behalf of clients.

  • Individuals who visit our offices or interact with us through our website, telephone, email or other communication platforms.

We only collect personal information that is reasonably necessary for our business activities, contractual obligations and lawful purposes.

5. HOW DO WE COLLECT YOUR PERSONAL INFORMATION?
We may collect your personal information directly from you or, where legally permissible, indirectly from other sources.
Information may be collected through:

  • Completion of physical or electronic insurance application forms.

  • Policy registration and onboarding processes.

  • Client consultations and financial advice engagements.

  • Website enquiries and online forms.

  • Requests for quotations or callbacks.

  • Telephone conversations, emails and other correspondence.

  • Visits to our offices.

  • Policy administration and servicing activities.

  • Claims submissions and related processes.

  • Information provided by authorised representatives, employers or family members, where applicable.

  • Information received from insurers, product providers, regulatory bodies and other authorised third parties.

  • Cookies and similar technologies used on our website, where applicable.

Where we obtain personal information indirectly, we will take reasonable steps to ensure that such collection and subsequent processing comply with POPIA.

6. TYPES OF PERSONAL INFORMATION WE COLLECT
Depending on the nature of the services you require, we may collect and process the following categories of personal information:
6.1 Personal identification information

  • First name and surname.

  • Identity number or passport number.

  • Date of birth.

  • Gender, where relevant.

  • Nationality and residency status.

  • Marital status, where relevant.

6.2 Contact information

  • Residential and postal addresses.

  • Telephone and mobile numbers.

  • Email addresses.

  • Alternative contact details.

6.3 Financial information

  • Banking details.

  • Income and expenditure.

  • Employment and occupation details.

  • Financial circumstances.

  • Assets and liabilities.

  • Existing insurance policies and investments.

  • Premium payment information and transaction records.

6.4 Insurance and policy information

  • Policy application details.

  • Policy numbers and cover information.

  • Premium payment history.

  • Dependants and nominated beneficiaries.

  • Claims history and supporting documentation.

  • Policy changes, amendments and cancellations.

6.5 Special personal information
Where necessary and legally permissible, we may process special personal information, including:

  • Medical and health information.

  • Family and medical history.

  • Information relating to disability or health conditions.

  • Information relating to criminal behaviour or relevant criminal records, where lawfully required.

Such information may be required by insurers or product providers to assess risk, determine eligibility, conduct underwriting, administer policies or assess claims.
6.6 Employment and professional information

  • Employment history.

  • Occupation and employer details.

  • Qualifications and professional information.

  • Remuneration information, where relevant.

We will only collect information that is relevant and reasonably necessary for the purpose for which it is required.

7. WHY DO WE COLLECT AND PROCESS YOUR PERSONAL INFORMATION?
Rixaka collects, holds, uses and processes personal information for legitimate business, contractual, operational and regulatory purposes.
These purposes include:
7.1 Providing financial advice and services

  • Assessing your financial needs and circumstances.

  • Providing advice and recommendations relating to suitable financial products.

  • Determining your eligibility for insurance products.

  • Assisting with insurance applications and policy placement.

  • Facilitating access to products and services offered by insurers.

7.2 Policy administration and management

  • Issuing and administering insurance policies.

  • Maintaining and updating policyholder records.

  • Processing policy amendments and beneficiary nominations.

  • Managing premium payments and policy-related enquiries.

  • Providing ongoing policyholder support.

  • Communicating important policy information and changes.

7.3 Claims and benefits administration

  • Assisting with the submission and processing of claims.

  • Verifying policyholder and beneficiary information.

  • Facilitating the payment of applicable benefits.

  • Communicating with insurers and relevant service providers.

  • Preventing, detecting and investigating fraudulent activities.

7.4 Verification and risk assessment

  • Verifying your identity and contact details.

  • Conducting appropriate due diligence and risk assessments.

  • Performing credit reference checks where legally permissible and necessary.

  • Meeting applicable anti-money laundering and financial crime prevention obligations.

7.5 Communication and customer support

  • Responding to enquiries and requests for assistance.

  • Providing updates regarding policies and applications.

  • Sending notices relating to premiums, benefits and policy changes.

  • Informing you of products, services or developments that may be relevant to your needs, subject to applicable direct marketing requirements.

7.6 Legal and regulatory compliance

  • Complying with applicable legislation and regulatory requirements.

  • Meeting reporting and record-keeping obligations.

  • Responding to lawful requests from regulatory and governmental authorities.

  • Maintaining records for auditing and compliance purposes.

  • Protecting Rixaka's legitimate business interests and enforcing contractual rights where legally permissible.


8. LEGAL BASIS FOR PROCESSING PERSONAL INFORMATION
Rixaka processes personal information in accordance with the lawful processing conditions set out in POPIA.
Depending on the circumstances, our processing may be based on:

  • Your consent, where consent is required or relied upon.

  • The necessity of processing to conclude or perform a contract with you.

  • Compliance with legal obligations imposed on Rixaka.

  • The protection of your legitimate interests or those of another person, where applicable.

  • The legitimate interests of Rixaka or a third party, provided that your rights and interests are not unjustifiably prejudiced.

We may also process certain categories of special personal information where an applicable legal justification or authorisation exists under POPIA.

9. LEGISLATION GOVERNING THE COLLECTION OF PERSONAL INFORMATION
As an authorised financial services provider, Rixaka may be required to collect and process personal information to comply with applicable legislation and regulatory obligations, including:

  • Protection of Personal Information Act, 4 of 2013.

  • Financial Advisory and Intermediary Services Act, 37 of 2002.

  • Financial Intelligence Centre Act, 38 of 2001.

  • Insurance Act, 18 of 2017.

  • Long-term Insurance Act, 52 of 1998.

  • Policyholder Protection Rules.

  • Prevention of Organised Crime Act, 121 of 1998.

  • Companies Act, 71 of 2008.

  • Skills Development Act, 97 of 1998.

  • Income Tax Act, 58 of 1962.

  • Value-Added Tax Act, 89 of 1991.

  • Labour Relations Act, 66 of 1995.

  • Unemployment Insurance Act, 63 of 2001.

  • Basic Conditions of Employment Act, 75 of 1997.

The legislation applicable to a particular processing activity will depend on the nature of the service, transaction or relationship concerned.

10. CONSEQUENCES OF NOT PROVIDING PERSONAL INFORMATION
Certain personal information is required for Rixaka to provide financial advice, facilitate insurance applications, administer policies and comply with its legal and regulatory obligations.
Where information is mandatory, failure to provide the required information may result in:

  • An inability to assess your financial needs or provide appropriate advice.

  • Delays in processing your application.

  • An inability to obtain insurance cover or complete underwriting.

  • An inability to administer or amend your policy.

  • Delays or difficulties in processing claims or paying benefits.

  • An inability to comply with applicable legal and regulatory requirements.

Where information is optional, we will endeavour to make this clear to you.

11. SHARING AND DISCLOSURE OF PERSONAL INFORMATION
Rixaka respects the confidentiality of your personal information. However, in order to provide our services and fulfil our legal obligations, it may be necessary to share relevant information with selected third parties.
We may disclose personal information to the following categories of recipients:
11.1 Insurers and product providers
Where you apply for or hold an insurance policy through Rixaka, your information may be shared with the relevant insurer or product provider for underwriting, policy administration, premium collection, claims processing and related services.
This may include:

  • Sanlam Developing Markets Limited (FSP No. 11230), where applicable.

  • Other authorised insurers or product providers with whom you have a policy or application relationship.

11.2 Regulatory and governmental authorities
We may disclose information to relevant authorities where required or authorised by law, including:

  • Financial Sector Conduct Authority (FSCA).

  • Prudential Authority.

  • Financial Intelligence Centre (FIC).

  • Information Regulator.

  • South African Revenue Service (SARS).

  • Other competent regulatory, law enforcement or governmental authorities.

11.3 Professional and compliance service providers
We may share relevant information with:

  • Our appointed Compliance Officer.

  • External auditors.

  • Legal practitioners and professional advisers.

  • Actuarial, underwriting and other specialist service providers, where applicable.

11.4 Information technology and operational service providers
We may use third-party service providers to support our operations, including:

  • Website hosting and maintenance providers.

  • IT and technical support specialists.

  • Data storage and backup providers.

  • Cybersecurity service providers.

  • Communication and email service providers.

  • Analytics and search engine providers.

11.5 Employers and authorised representatives
Where applicable and legally permissible, we may share relevant information with your employer, authorised representatives or other parties involved in facilitating or administering your policy.
We take reasonable steps to ensure that third parties who process personal information on our behalf are subject to appropriate confidentiality and information security obligations.
We do not sell your personal information to third parties.
12. CROSS-BORDER TRANSFERS OF PERSONAL INFORMATION
In certain circumstances, Rixaka or its service providers may use technology, data storage facilities or other services that involve processing or storing personal information outside South Africa.
Where personal information is transferred to another country, Rixaka will take reasonable steps to ensure that the transfer complies with section 72 of POPIA.
This may include ensuring that the recipient is subject to appropriate data protection laws, binding agreements or other safeguards that provide an adequate level of protection for your personal information.

13. HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
Rixaka retains personal information only for as long as it is reasonably necessary to fulfil the purpose for which it was collected, or as required by applicable legislation, contractual obligations and regulatory requirements.
The retention period may depend on:

  • The nature of the information.

  • The purpose for which the information was collected.

  • Whether you have an active insurance policy.

  • Applicable financial services and insurance record-keeping requirements.

  • Legal, regulatory and audit obligations.

  • The need to resolve disputes or enforce contractual rights.

Once personal information is no longer required, we will take reasonable steps to securely destroy, delete or de-identify it, unless further retention is legally required or otherwise justified under POPIA.

14. HOW DO WE PROTECT YOUR PERSONAL INFORMATION?
Rixaka takes reasonable and appropriate technical and organisational measures to protect personal information against loss, unauthorised access, disclosure, misuse, alteration, destruction or other unlawful processing.
These measures may include:

  • Access controls and authorised user restrictions.

  • Secure storage and handling of records.

  • Password protection and authentication measures.

  • Appropriate electronic and physical security safeguards.

  • Confidentiality obligations for employees and service providers.

  • Regular reviews of information security practices.

  • Secure disposal of documents and electronic records.

  • Appropriate data backup and recovery procedures.

Although we take reasonable precautions to safeguard your information, no method of electronic transmission or storage can be guaranteed to be completely secure.
Where a security compromise occurs that may affect your personal information, Rixaka will take appropriate steps in accordance with POPIA, including notifying the Information Regulator and affected data subjects where required by law.

15. COOKIES AND WEBSITE TECHNOLOGIES
Our website may use cookies and similar technologies to improve website functionality, understand visitor behaviour and enhance the overall user experience.
Cookies are small text files stored on your device when you visit a website.
Depending on the website configuration, these technologies may be used to:

  • Ensure the website functions correctly.

  • Remember certain website preferences.

  • Understand how visitors interact with our website.

  • Analyse website traffic and performance.

  • Improve website content and functionality.

Some cookies may be provided by third-party services integrated into our website.
You may manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect website functionality.
Where required, Rixaka will obtain the necessary consent before placing or using non-essential cookies.

16. DIRECT MARKETING AND COMMUNICATIONS
Rixaka may use your contact information to communicate with you about existing policies, important service announcements, policy updates and products or services that may be relevant to your needs.
Where we engage in direct electronic marketing, we will comply with the applicable requirements of POPIA, including obtaining consent where required.
You may opt out of receiving direct marketing communications at any time by following the unsubscribe instructions provided in the communication or contacting our Information Officer.
Please note that opting out of marketing communications will not prevent us from sending important administrative, contractual, policy-related or legally required communications.

17. YOUR RIGHTS AS A DATA SUBJECT
Under POPIA, you have several rights regarding your personal information.
These include the right to:
17.1 Request access to your personal information
You may request confirmation of whether Rixaka holds personal information about you and request access to a description or record of such information, subject to applicable legal requirements.
17.2 Request correction or updating
You may request that inaccurate, incomplete, outdated, excessive or misleading personal information be corrected or updated.
17.3 Request deletion or destruction
You may request the deletion or destruction of personal information that Rixaka is no longer authorised or required to retain, subject to applicable legal and regulatory obligations.
17.4 Object to the processing of personal information
You may object to the processing of your personal information in circumstances provided for under POPIA.
17.5 Withdraw consent
Where Rixaka relies on your consent to process personal information, you may withdraw that consent, subject to any lawful grounds for continued processing.
17.6 Object to direct marketing
You may object to the use of your personal information for direct marketing purposes.
17.7 Lodge a complaint
You have the right to lodge a complaint with the Information Regulator if you believe that your personal information has been processed in a manner that contravenes POPIA.

18. HOW TO EXERCISE YOUR PRIVACY RIGHTS
If you wish to exercise any of the rights described in this Notice, you may submit a written request to our Information Officer.
Your request should include:

  • Your full name and surname.

  • Your contact details.

  • Sufficient information to identify the records or personal information concerned.

  • A clear description of the request.

  • Supporting information or documentation, where necessary.

We may request proof of identity to verify your identity before processing your request.
All requests will be considered in accordance with POPIA and other applicable legislation. Certain requests may be refused where a lawful ground for refusal exists.
Where a request is refused, we will communicate the applicable reasons to you, subject to legal requirements.
A reasonable fee may be charged for certain copies or services where permitted by applicable legislation.
Submit your request to:
Nomvula Matobela
Information Officer
Rixaka Financial Services (Pty) Ltd
Telephone: 086 174 9252
Email: popia.io@rixaka.co.za

19. CHILDREN'S PERSONAL INFORMATION
In providing insurance and related financial services, Rixaka may process personal information relating to minors, including children registered as dependants or beneficiaries under an insurance policy.
We recognise the additional protection required when processing children's personal information.
Such information will only be processed where a lawful justification exists under POPIA, including where the necessary consent or authorisation has been obtained from a competent person, where applicable.
We take reasonable steps to ensure that children's personal information is used only for legitimate purposes relating to policy administration, insurance cover, benefits and other lawful activities.

20. THIRD-PARTY WEBSITES AND LINKS
Our website may contain links to external websites, platforms or services operated by third parties.
These websites operate independently of Rixaka and may have their own privacy notices, policies and information-handling practices.
Rixaka is not responsible for the privacy practices or content of third-party websites. We encourage you to review the relevant privacy policies before submitting personal information to those platforms.

21. PRIVACY COMPLAINTS
Rixaka is committed to addressing privacy concerns and resolving complaints relating to the processing of personal information.
If you believe that your personal information has been mishandled, unlawfully processed, disclosed without proper authority or used for an unauthorised purpose, you may submit a complaint to our Information Officer.
We will investigate your complaint and take appropriate steps to address the matter.
Where we are unable to resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Regulator of South Africa.

22. THE INFORMATION REGULATOR
The Information Regulator is an independent body responsible for monitoring and enforcing compliance with POPIA and the Promotion of Access to Information Act (PAIA).
You may contact the Information Regulator using the following details:
Information Regulator (South Africa)

You may also visit the Information Regulator's website for information on how to lodge a complaint and access the prescribed forms.

23. CHANGES TO THIS PRIVACY NOTICE
Rixaka reserves the right to amend or update this Privacy Notice from time to time to reflect changes in legislation, regulatory requirements, business operations, technology or our information-handling practices.
Any updated version will be published on our website, together with the revised effective or updated date.
We encourage you to review this Notice periodically to remain informed about how we protect and process your personal information.

24. CONTACT US
If you have any questions about this Privacy Notice, how your personal information is processed, or wish to exercise your rights under POPIA, please contact us.
RIXAKA FINANCIAL SERVICES (PTY) LTD
Stand No. 6, Rixaka Complex, Section D2, Giyani, 0826
Telephone: 086 174 9252
Email: popia.io@rixaka.co.za
Information Officer: Nomvula Matobela
Website: www.rixaka.co.za
Your privacy matters to us. Rixaka remains committed to protecting your personal information and handling it with the care, confidentiality and responsibility it deserves.

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