Privacy Policy

Pivacy Policy

(Updated 29 July 2025)

INTRODUCTION 

 Pro Business Consulting (Pty) Ltd (registration number 2013/061509/07) situated at 270 Waterbok Street, Ninapark, Pretoria North, 0182 (“ProBc”, “we” or “us” or “our”) respects the privacy of our users (“user” or “you”).

ProBC owns and avail the COGS4HR system / program (“system”)

This Privacy Policy explains how we collect, use, disclose, and safeguard our Client’s (“your”, “you”) information when you visit and use our system https://account.cogs-services.com/login, including any other media form, media/ social media channel, mobile web system or mobile application related or connected thereto (collectively, the “system”).

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the system.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the “Last Updated” date of this Privacy Policy. Any changes or modifications will be effective immediately upon posting the updated Privacy Policy on the COGS4HR WEB system ( https://www.cogs4hr.com ), and you waive the right to receive specific notice of each such change or modification.

You are encouraged to periodically review this Privacy Policy to stay informed of updates. You will be deemed to have been made aware of, will be subject to, and will be deemed to have accepted the changes in any revised Privacy Policy by your continued use of the system after the date such revised Privacy Policy is posted.

COLLECTION OF INFORMATION

 We may collect information about you in a variety of ways. The information we may collect in / through your interaction with us and our system, includes Personal Data of Employees and Subjects associated with you, including but not limited to:

Personal identifiable information, such as your name, surname, Physical and Postal Address, email address, and mobile/ telephone number, and demographic information, such as your age, gender, that we obtain from you, voluntarily given to us when you start using the system etc. You are under no obligation to provide us with personal information of any kind, however your refusal to do so may prevent you from using certain features of the System.

DERIVATIVE DATA

Information our servers automatically collect when you access the system, such as your IP address, your browser type, your operating system, your access times, and the pages you have viewed directly before and after accessing the System as well as any other information you choose to provide.

SPECIAL PERSONAL INFORMATION

The System does not automatically collect any form of special personal information about your race or ethnicity, religious or philosophical beliefs, sex life, political opinions, trade union membership, information about your health and/or biometric data.

FINANCIAL DATA

The System stores financial information such as tax and banking information as provided by you with regards to your subjects.

FACEBOOK PERMISSIONS

The System does not facilitate the function to registration or login via your Facebook account or any other media channel and does not facilitate the use of your Facebook account information or other media channel information to do so.

MOBILE DEVICE DATA

Device information, such as your mobile device ID, model, and manufacturer, and information about the location of your device, if you access the System from a mobile device and the relevant information and location services have been activated as specified in your settings preferences.

THIRD-PARTY DATA

Information from third parties, such as personal information or network friends will only be collected if you connect your account to the third party and grant the System permission to access this information.

ENCRYPTION OF DATA

The System uses Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us. Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or another trust mark in your browser’s URL bar or toolbar.

USE OF YOUR INFORMATION

Having accurate information about you permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the system to:

• Administer surveys

• Compile anonymous statistical data and analysis for use internally or with authorised third parties.

• Create and manage your account.

• Deliver targeted advertising, newsletters, other information regarding promotions and the system to you.

• Email you regarding your account.

• Enable user-to-user communications.

• Fulfil and manage remuneration payment information.

• Generate a personal profile about you to make future visits to the system more personalized.

• Increase the efficiency and operation of the system.

• Monitor and analyse usage and trends to improve your experience with the system.

• Offer new products, services, and/or recommendations to you.

• Perform other business activities as needed.

• Prevent fraudulent transactions, monitor against theft, and protect against criminal activity.

• Request feedback and contact you about your use of the system.

• Resolve disputes and troubleshoot problems.

• Respond to product and customer service requests.

• Send you a newsletter.

DISCLOSURE OF YOUR INFORMATION

 We may share information we have collected about you in certain situations. Your information may be disclosed as follows:

BY LAW OR TO PROTECT RIGHTS

If we believe the release of information about you is necessary to respond to legal process, to investigate or remedy potential violations of our policies, or to protect the rights, property, and safety of others, we may share your information as permitted or required by any applicable law, rule, or regulation. This includes exchanging information with other entities for fraud protection and credit risk reduction.

THIRD-PARTY SERVICE PROVIDERS

We may share your information with third parties that are required to perform operational services for us or on our behalf, including payment processing, marketing assistance and email newsletter delivery.

Marketing Communications

With your consent, or with an opportunity for you to withdraw consent, we may share your information with third parties for marketing purposes, as permitted by law.

INTERACTIONS WITH OTHER USERS

If you comment and/ or provide a review on the system, other system users may see your name and message content.

ONLINE POSTINGS

When you post comments, contributions or other content through the system, your posts may be viewed by all other authorised users and may be publicly distributed outside the system in perpetuity.

THIRD-PARTY ADVERTISERS

We may use third-party advertising companies to serve ads and retargeting ads when you visit the System. These companies may use information about your visits to the System and other web systems that are contained in web cookies to provide advertisements about goods and services of interest and that is relevant to you.

 AFFILIATES

We may share your information with our affiliates, in which case we will require those affiliates to honour this Privacy Policy. Affiliates include our parent company and any subsidiaries, joint venture partners or other companies that we control or that are under common control with us.

BUSINESS PARTNERS

We may share your information with our business partners to offer you certain products, services or promotions.

OTHER THIRD PARTIES

We may share your information with advertisers and investors for the purpose of conducting general business analysis. We may also share your information with such third parties for marketing purposes, as permitted by law.

SALE OR BANKRUPTCY

If we reorganize or sell all or a portion of our assets, undergo a merger, or are acquired by another entity, we may transfer your information to the successor entity. If we go out of business or enter bankruptcy, your information would not be considered an asset to be transferred or acquired by a third party. You acknowledge that such transfers may occur and that the transferee may decline honouring commitments we made in this Privacy Policy.

We are not responsible for the actions of third parties with whom you share personal or sensitive data, and we have no authority to manage or control third-party solicitations. If you no longer wish to receive correspondence, emails or other communications from third parties, you are responsible for contacting the third party directly.

RETENTION OF PERSONAL DATA

Our System will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The System will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

TRACKING TECHNOLOGIES

 Cookies

As is common practice with almost all professional web systems this System uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or ‘break’ certain elements of the System’s functionality.

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this system. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case, they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this System and many other web systems that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this system. Therefore, it is recommended that you do not disable cookies.

The Cookies We Set

• Account related cookies

If you create an account with us then we will use cookies for the management of the registration process and general administration. These cookies will usually be deleted when you log out however in some cases, they may remain afterwards to remember your System preferences when logged out.

• Login related cookies

We use cookies when you are logged in so that this prevents you from having to log in every single time you visit a new page. These cookies are typically removed or cleared when you log out to ensure that you can only access restricted features and areas when logged in.

• Email newsletters related cookies

This System offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/ unsubscribed users.

• Surveys related cookies

From time to time, we may offer user surveys and questionnaires to provide you with interesting insights, helpful tools, or to understand our user base more accurately. These surveys may use cookies to remember who has already taken part in a survey or to provide you with accurate results after you change pages.

• Forms related cookies

When you submit data through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this system.

This System uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the System and ways that we can improve your experience. These cookies may track things such as how long you spend on the System and the pages that you visit so we can continue to produce engaging content. For more information on Google Analytics cookies, see the official Google Analytics page.

Third party analytics are used to track and measure usage of this System so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the System or pages you visit which helps us to understand how we can improve the System for you.

 Internet-Based Advertising

Additionally, we may use third-party software to serve ads on the System, implement email marketing campaigns, and manage other interactive marketing initiatives. This third-party software may use cookies or similar tracking technology to help manage and optimize your online experience with us.

Web system Analytics

We may also partner with selected third-party vendors, such as Google Analytics, and others, to allow tracking technologies and remarketing services on the System through the use of first party cookies and third-party cookies, to, among other things, analyse and track users’ use of the System, determine the popularity of certain content and better understand online activity. By accessing the System, you consent to the collection and use of your information by these third-party vendors. You are encouraged to review their privacy policy and contact them directly for responses to your questions.

 We do not transfer personal information to these third-party vendors.

THIRD-PARTY WEB SYSTEMS

 The System may contain links to third-party web systems and applications of interest, including advertisements and external services, that are not affiliated with us. Once you have used these links to leave the System, any information you provide to these third parties is not covered by this Privacy Policy, and we cannot guarantee the safety and privacy of your information.

 Before visiting and providing any information to any third-party web systems, you should inform yourself of the privacy policies and practices (if any) of the third party responsible for that web system, and should take those steps necessary to, in your discretion, protect the privacy of your information.

We are not responsible for the content or privacy and security practices and policies of any third parties, including other systems, services or applications that may be linked to or from the System.

SECURITY OF YOUR INFORMATION

We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse. Any information disclosed online is vulnerable to interception and misuse by unauthorized parties. Therefore, we cannot guarantee complete security if you provide personal information.

POLICY FOR CHILDREN

 We do not knowingly solicit information from or market to children under the age of 18. If you become aware of any data, we have collected from children under age 18, please contact us using the contact information provided below.

CONTROLS FOR DO-NOT-TRACK FEATURES 

 Most web browsers and some mobile operating systems include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized.

As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Policy.

If you set the DNT signal on your browser, we will respond to such DNT browser signals.

OPTIONS REGARDING YOUR INFORMATION

Account Information

You may at any time review or change the information in your account or terminate your account by:

• Logging into your account settings and updating your account

• Contacting us using the contact information provided below

Upon your request to terminate your account, the System will delete your account and information from our active databases. However, all personal information and documentation pertaining to your subjects, will be transferred to a dedicated server of your choice. After such transfer has been completed, no further such information will be retained on our database/s.

CONTRACTUAL/ AGREEMENT INFORMATION & DATA

 Contractual Obligation Information

Personal information may be required when you create an account on the System, purchase products, utilise our services, or otherwise agree to our terms and conditions, for a contract to formed between the Us and the Account user.

 In order to carry out our obligations under that contract, we must process the information you provide us. Some of this information may be personal information.

 We may use it in order to:

• verify your identity for security purposes

• sell products to you

• provide you with our services

• provide you with suggestions and/ or advice on products

• provide training on how to use the System

We process this information based on the contractual agreement, or that the user requested for Us to use the information before a legal contract was entered into. We shall continue to process this information until the contractual agreement ends or is terminated by either party under the terms of the contract.

Required Personal Information

When or should our operations team require specific personal information from you, by law, or under agreed terms of a contract and failing to provide the information required to conduct business or carry out services agreed upon in contract will put the contract and services to be carried out as per agreement on hold. At this point, you will be notified of this.

INFORMATION PROCESSED WITH CONSENT

 Using Personal Information For Response

When we are requested by the user to provide more information about our business, including job opportunities and/ or products and services, you provide your consent for the use and processing of personal information that may be required.

Explicit Consent

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies.

We continue to process your information on this basis until you opt-out, withdraw or unsubscribe. You may opt-out, withdraw or unsubscribe at any time by contacting us. However, if you do so, you may not be able to use our system or our services further.

EMPLOYMENT APPLICATION INFORMATION

If you send us information in connection with a job application, we may keep it for up to 1 – 3 months in case we decide to contact you at a later date.

Should the employment be successful, we are required to collect information about you and your work throughout the period of your employment. This employment information will be used only for purposes directly relevant to your employment. In the event of employment termination from either party the relevant employment information is removed after 5 years.

 CONTACT US

 If you have questions or comments about this Privacy Policy, please contact us at:

 ProBc (PTY)Ltd – 270 Waterbok Street, Ninapark, Pretoria North, 0182

2013/061509/07

012 546 3874

admin@probc.co.za