1. Who we are
Clearline Labour Advisory (Pty) Ltd (registration number 2026/703740/07), trading as ClearLine Labour Advisory ("ClearLine", "we"), is the responsible party for the personal information described in this policy, as defined in the Protection of Personal Information Act 4 of 2013 ("POPIA"). Our full details are on our Legal information page.
Our Information Officer can be contacted at info@clearlinelabour.co.za.
2. What we collect
- Account and company details: company name, registration number, work address, the contact person's name, phone number and email address, and your login email.
- Employee records you add to the portal: employee names and numbers, warnings, contracts, disciplinary and other workplace records, documents you upload, and the details you enter into guided workflows and document templates. When you generate a contract, the employee's ID number, job title, contact details, address and start date from that contract are also kept on their file under Employee Matters.
- Messages: questions and replies exchanged with our legal advisors through the portal.
- Questions to Naledi: what you type into Naledi, our online legal advisor, is sent to our AI provider to generate a reply. We do not keep a transcript of the conversation. To apply the free-question limit, we store a count linked to a one-way scrambled (hashed) version of your IP address, not the address itself.
- Membership and payment status: your plan, payment status and payment dates. Card and bank details are captured by PayFast on its own pages; we never see or store them.
- Site usage: anonymous, aggregated page-view statistics (see section 7).
3. Why we use it
- to create and secure your account and provide the membership you signed up for;
- to answer your questions, escalate matters to a legal advisor, and generate documents;
- to process and keep track of membership payments;
- to send you service messages about your account, matters and payments;
- to check documents for possible labour-law problems before they are issued;
- to keep the platform secure and to detect misuse; and
- to comply with our legal obligations.
We rely on the performance of our agreement with you, our legitimate interests in running a secure service, and compliance with the law. We do not sell personal information, and we do not send direct marketing without the consent POPIA requires.
4. Information about your employees
When you record information about your employees in the portal, you remain responsible for having a lawful basis to collect it and share it with us. We process it only to provide the service to you, and it is never visible to any other member company. Please add only what is needed for the matter at hand.
5. Who we share it with
We use a small number of service providers (operators) to run the platform:
- Supabase: database, login and file storage;
- Vercel: website hosting and anonymous site statistics;
- Anthropic: the AI model that generates Naledi's replies;
- CloudConvert: converting generated documents to PDF;
- Resend: sending account, matter and payment emails; and
- PayFast: processing membership and document payments.
Where a matter is referred to an attorney on our panel, we share the relevant information only with your agreement. We may also disclose information where the law requires it.
6. Information stored outside South Africa
Some of these providers store or process information outside South Africa. Where they do, we rely on the grounds permitted by section 72 of POPIA, including binding agreements that provide an adequate level of protection.
7. Cookies and site statistics
We use only the cookies needed to keep you signed in and the site secure. Our site statistics do not use cookies and count page views anonymously, without identifying you. Statistics are not collected inside the member portal.
8. How we protect it
Each member company's records are kept separate by access rules enforced in the database itself, and the portal is built so that one member company's login cannot read another company's records. Connections to the site are encrypted, and only ClearLine advisor accounts can see records across member companies, for the purpose of assisting members.
If we have reasonable grounds to believe your personal information has been accessed by an unauthorised person, we will notify you and the Information Regulator as POPIA requires.
9. How long we keep it
We keep your information for as long as your account is open. When your account closes:
- we keep invoices, payment records and other accounting records for seven years, because company and tax law require us to keep them;
- we keep the employee records, matters and documents you added to the portal for 12 months, so that you can reactivate your account or ask us for a copy, and then we delete or anonymise them; and
- we keep information for longer only where we need it to deal with a dispute or legal claim, or where the law requires it.
You can ask us to delete your information earlier by emailing info@clearlinelabour.co.za, except for records we must keep by law.
10. Your rights
You may ask us to:
- confirm, free of charge, whether we hold personal information about you;
- give you a copy of that information (a prescribed fee may apply);
- correct or delete information that is inaccurate, out of date or unlawfully held;
- stop processing your information, or withdraw consent you have given; and
- stop sending you direct marketing.
Email info@clearlinelabour.co.za with your request. You may also lodge a complaint with the Information Regulator (South Africa), whose contact details are published on its website.
11. Changes to this policy
We will post any changes on this page and update the date at the top. Where a change materially affects how we use your information, we will tell you in the portal.