Terms and conditions

Modified on Mon, 18 May 2020 at 10:35 AM

1. We are a private South African company that provides compliance training solutions and tools.

Compliance Online (‘us’ ‘our’ or ‘we’) is a South African company that provides compliance training solutions and tools to the employees of our clients to raise awareness about South African laws and other regulatory requirements relevant to the client.  Our details are:
  • Compliance Online (Pty) Ltd
  • Company registration number: 2002/026408/07
  • Registered address: 88 Main Road, Paarl, 7646, Republic of South Africa
  • Postal address: 88 Main Road, Paarl, 7646
  • Telephone: +27 21 863-0073
Email: support@complianceonline.co.za
2. What is Policy Passport and how does it work?
Policy Passport is an online document monitoring and tracking tool that allows you to monitor and track whether your employees read, understand and acknowledge your corporate policies, standard business operating and other procedures or any other document.

This is what is included:
  • Electronic alerts that notify your employees that there are documents that they need to read. 
  • Automated, weekly or monthly electronic reminders to employees to remind them of their Policy Passport obligations. 
  • Detailed electronic tracking of who opened their assigned documents and when this was done (day and time). 
  • The option to activate the electronic testing tool to test their comprehension of the document should you want to. The test is an open-book randomised test to allow readers to find the answers in the document, but they must obtain a 100% pass rate. 
  • A formal electronic acknowledgement function that requires your employees to acknowledge their acceptance and understanding of the document content and their commitment to comply with its requirements. 
  • The ability to monitor progress and draw status reports and feedback on test results at any time from a dashboard on a per policy basis or from an aggregated perspective.

Some disclaimers

We cannot guarantee that an employee has actually read and understood a document – that will depend on how well the document is written and the effort an employee is willing to make. We also do not give legal or any other advice on whether or not the particular document complies with the law or any industry standards.    

It is your responsibility to:
  • Upload your documents, and
  • provide the questions if you want to test your employees. 
3. This is a fixed term subscription to Policy Passport.
This is a 12-month subscription to Policy Passport. When your 12-month period is coming to an end, you will be asked whether you want to renew for another 12 months.

Once you have committed to a 12-month subscription, you still have the option to cancel the contract by giving us 2 months’ notice via email to support@complianceonline.co.za within the 12 month subscription period. If you have paid us in advance, you will receive a refund of any fees paid in advance. Any discounts applicable to the period for which you used Policy Passport will be forfeited and deducted from the amount owed to you should you cancel within the 12-month subscription period.

If we do not hear anything from you at the end of your 12-month subscription period, your subscription will renew automatically, but you will be able to cancel it by giving us 2 months’ notice by sending us an email to support@complianceonline.co.za. 
4. What does Policy Passport cost? 
We charge a set-up fee when you sign up for Policy Password for the first time. This fee will depend on the size and complexity of the business. From the second year of your subscription and onwards we charge an annual licence fee.  We also charge a monthly administrative fee that is fixed for the 12-month subscription period.  We will provide you with a quote for all of these fees.
5. Policy Passport platform and the content (apart from your documents) on the platform is our intellectual property. 
Policy Passport platform and the content (apart from your documents) on the platform is our intellectual property. You have just been given a licence to use it for the duration of this agreement.

We will hold you responsible

We take breaches of our intellectual property rights very seriously, because it took a great deal of skill, time and effort to develop the tool. 
This means that we will hold you responsible if you or your employees use Policy Passport for any unauthorised purpose. You are not allowed to sub-licence, copy, amend, publish or sell our intellectual property. 
6. We need your employees’ information. We will treat the information with respect. 
You must provide us with relevant, accurate and updated employee data (name, surname and either their ID or employee number, their business unit or department and email address). We use this information to enrol them on our system, to send them alerts and to ensure that their details are not duplicated on our system.

You are responsible for the accuracy of the information

You must ensure that the information you provide to us is accurate and updated when it changes. While we will alert you if we receive delivery failures, we will not verify whether your employees receive the notifications.

We will treat their personal information with respect. Please read our privacy statement for more information.

The information is also protected by the Protection of Personal Information Act. This means that, because we are processing personal information on your behalf, we will:
  • only use the information for the purposes you gave it to us, 
  • implement reasonable security measures to prevent unauthorised access, 
  • treat the information as confidential, 
  • not disclose the information to third parties unless you have authorised it or the law requires us to do this, 
  • notify you immediately if we become aware of an actual or suspected security breach. 
7. We have implemented reasonable security measures based on the sensitivity of the information we hold.

We regularly monitor our systems for possible vulnerabilities and security breaches, but no system is perfect and we cannot guarantee that we will never experience a breach of any of our physical, technical or managerial safeguards. If something should happen, we have taken steps to minimise the threat to your privacy.

We do not share detailed reports of our security assessments and audits. We do however make general security reports available of our infrastructure and service providers subject to their terms and conditions. 

We allow our clients to perform independent verification and assessments of the security measures we have in place.  All assessments and reporting are for your own account.

8. These are not the only rules that apply to you and your employees when you use Policy Passport and our website. 
In addition to these terms, you should make sure that you and your employees have read the following terms:

9. These terms may change from time to time. 
We will update these Terms and Conditions from time to time. You will be subject to that version of these Terms and Conditions that is applicable at the time you looked at this Website. Older versions of these Terms and Conditions and the dates on which they were effective are available on request.

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