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PRIVACY POLICY


Effective date: 28 October 2026

The Case Management Association of South Africa (“CMASA”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit www.casemanagement.co.za, become a CMASA member, register for an event, contact us or otherwise interact with CMASA.

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African laws.

1. Who is responsible for your information?

The responsible party is:
Case Management Association of South Africa (CMASA)

Website: www.casemanagement.co.za
Email: sharon@casemanagement.co.za


2. Personal information we may collect

Depending on how you interact with CMASA, we may collect:
 

  • Your name, surname and contact details.

  • Your email address, telephone number and physical or postal address.

  • Your employer, job title, professional role and area of practice.

  • Membership details, membership category and payment status.

  • Event, conference, workshop and webinar registrations.

  • Billing, invoicing and transaction information.

  • Information submitted through contact, membership, advertising or enquiry forms.

  • Newsletter and communication preferences.

  • Photographs, videos or testimonials collected at CMASA events, where appropriate.

  • Website usage information, including your device, browser, IP address, pages visited and cookie data.

  • Any other information you voluntarily provide to us.
     

Please do not submit unnecessary confidential, medical or patient information through the website.

3. How we collect information

We may collect personal information:
 

  • Directly from you when you complete a form, join CMASA, register for an event, subscribe to communications or contact us.

  • When your employer or organisation registers you or purchases a corporate membership.

  • When you attend or participate in a CMASA event.

  • Automatically through cookies and similar website technologies.

  • From service providers, event partners or other lawful sources, where appropriate.
     

Where information is provided on behalf of another person, the person submitting it must have the necessary authority or consent to do so.

4. Why we use your information

CMASA may process your personal information to:
 

  • Administer individual and corporate memberships.

  • Process applications, registrations, renewals and payments.

  • Provide member benefits, resources and professional-development opportunities.

  • Manage conferences, workshops, webinars and chapter events.

  • Respond to enquiries and requests.

  • Send operational notices and important membership communications.

  • Distribute newsletters, event announcements and promotional communications where permitted.

  • Manage advertising, sponsorship and partnership enquiries.

  • Issue invoices, receipts, certificates or confirmations.

  • Maintain accurate administrative and financial records.

  • Improve our website, services, events and member experience.

  • Protect our website, members and organisation against misuse, fraud or security threats.

  • Meet legal, regulatory, accounting and reporting obligations.

  • Exercise or defend legal rights.
     

5. Lawful grounds for processing

We process personal information only when there is a lawful reason to do so. Depending on the circumstances, this may include:
 

  • Your consent.

  • Performing or preparing to enter into an agreement with you.

  • Complying with a legal obligation.

  • Protecting a legitimate interest of CMASA, our members or another person.

  • Processing information that you have deliberately made public.

  • Another ground permitted under POPIA.
     

You may withdraw your consent where processing depends on consent. Withdrawal will not affect processing that occurred lawfully before consent was withdrawn.

6. Membership and event information

Information supplied when applying for membership or registering for an event will be used to administer your participation and provide relevant services.

Where an event is delivered with a venue, sponsor, speaker, service provider or partner, we may share only the information reasonably required to manage the event. We will not permit an event partner to use your information for unrelated marketing unless you have consented or another lawful basis applies.

7. Communications and direct marketing

CMASA may send you communications relating to your membership, registrations, transactions or enquiries.
We may also send newsletters, event announcements, professional-development updates and other promotional communications where you have consented or where permitted by law.

You may unsubscribe at any time by:
 

Unsubscribing from marketing will not prevent CMASA from sending necessary administrative, transactional or membership-related communications.

8. Photographs and recordings

CMASA events may be photographed or recorded for reporting, educational, archival and promotional purposes.
Where reasonably practical, attendees will be informed that photography or recording is taking place. If you do not wish to be photographed or recorded, please notify the event organiser or photographer.

CMASA will respond reasonably to requests concerning identifiable photographs, subject to its legal obligations and legitimate record-keeping requirements.

9. Cookies and website analytics

Our website may use cookies and similar technologies to:
 

  • Enable essential website functions.

  • Remember preferences.

  • Understand how visitors use the website.

  • Measure website performance.

  • Support embedded content, forms and other online services.
     

Some cookies may be placed by third-party services used by the website. You can manage non-essential cookies through the website’s cookie banner, where available, or through your browser settings.

Disabling certain cookies may affect how parts of the website function.

10. Sharing personal information

We may share personal information with trusted third parties where necessary, including:

  • Website hosting and technology providers.

  • Membership and database service providers.

  • Email and communication platforms.

  • Payment processors and financial service providers.

  • Event venues, registration providers and event-support services.

  • Accountants, auditors, legal advisers and other professional advisers.

  • Regulators, government authorities or law-enforcement bodies where required by law.

  • Sponsors or partners where you have consented or the sharing is otherwise lawful.
     

These providers may process information only for authorised purposes and must apply appropriate privacy and security safeguards.

CMASA does not sell personal information.

11. International transfers

Some of our technology or service providers may store or process information outside South Africa.
Where personal information is transferred internationally, CMASA will take reasonable steps to ensure that the recipient is subject to appropriate data-protection requirements, contractual safeguards or another lawful transfer mechanism recognised under POPIA.

12. Information security

CMASA uses reasonable technical and organisational measures to protect personal information against:
 

  • Loss or destruction.

  • Unauthorised access or use.

  • Accidental disclosure.

  • Alteration or misuse.
     

However, no website or electronic transmission method is completely secure. If we become aware of a security compromise involving your personal information, we will take appropriate steps and provide notifications where required by law.

13. Retention of information

We retain personal information only for as long as reasonably necessary to:
 

  • Fulfil the purpose for which it was collected.

  • Maintain membership, event, financial and organisational records.

  • Comply with legal or regulatory requirements.

  • Resolve disputes or enforce agreements.
     

When information is no longer required, it will be securely deleted, destroyed or de-identified, subject to applicable record-retention obligations.

14. Your privacy rights

Subject to POPIA and any applicable limitations, you may have the right to:
 

  • Ask whether CMASA holds personal information about you.

  • Request access to your personal information.

  • Ask us to correct or update inaccurate information.

  • Request deletion or destruction of information that we are no longer authorised to retain.

  • Object to certain processing of your information.

  • Withdraw consent where processing is based on consent.

  • Object to or opt out of direct marketing.

  • Submit a complaint concerning the processing of your information.
     

We may request proof of identity before acting on a request. Certain requests may be limited where CMASA is legally required or permitted to retain the information.

15. Links to other websites

The CMASA website may contain links to third-party websites, platforms or resources.

CMASA does not control these third parties and is not responsible for their content, security or privacy practices. We encourage you to review the privacy policy of any external website you visit.

16. Children’s information

The CMASA website and its services are primarily intended for adults and healthcare professionals.

We do not knowingly collect personal information from children without the consent of a competent person or another lawful basis. If you believe that a child’s information has been submitted improperly, please contact us.

17. Changes to this policy

CMASA may update this Privacy Policy periodically to reflect changes in our services, website, operations or legal obligations.
The latest version will be published on this page with its effective date. Material changes may also be communicated through the website or another appropriate channel.

18. Contact CMASA

For privacy questions, requests or concerns, please contact:
The Information Officer
Case Management Association of South Africa
Email: [Insert Information Officer’s email address]
General contact: sharon@casemanagement.co.za
Website: www.casemanagement.co.za

19. Complaints to the Information Regulator

If you believe that CMASA has not handled your personal information appropriately, please contact us first so that we can try to resolve the matter.

You may also lodge a complaint with the Information Regulator of South Africa:

Information Regulator (South Africa)
Website: www.inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
Telephone: 010 023 5200
Toll-free: 0800 017 160

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