THE OPTIMI GROUP RECRUITMENT PORTAL – TERMS & CONDITIONS
- Introduction and Agreement to Terms
By accessing and using The Optimi Group’s online recruitment portal, you (“the Applicant”) acknowledge that you have read, understood, and agreed to be bound by these Terms and Conditions. These Terms govern your participation in the Optimi Group ’s recruitment processes, including any submission of personal information through the portal. If you do not agree to these Terms, you may not proceed with your application. Your continued use of this portal constitutes full acceptance of the provisions outlined herein, which form a binding agreement between you and The Optimi Group (“the Optimi Group ”).
- Scope of Application and Definitions
These Terms and Conditions apply to all Applicants using the recruitment portal. For the purposes of this document, “personal information” shall bear the meaning ascribed to it under the Protection of Personal Information Act, No. 4 of 2013 (“POPIA”), and includes, without limitation, your name, contact details, employment history, educational background, identification documents, and any video recordings submitted during the recruitment process. The “Responsible Party” refers to The Optimi Group, who determines the purpose and means of processing your personal data. “Operator” refers to any third party who processes personal information on behalf of the Optimi Group .
- Recruitment Process and Video Submissions
As part of the recruitment process, you may be required to submit a one-way video interview or other audiovisual material. By participating in the recruitment process, you explicitly consent to the creation, submission, processing, and internal review of such video content. All recordings will be handled in accordance with POPIA and the Optimi Group ’s internal data protection policies. The videos will only be accessible to individuals directly involved in the recruitment process and will not be shared externally or used for unrelated purposes without your prior written consent.
- Internal Promotion and Employment Equity
The Optimi Group is committed to fostering the growth and advancement of internal employees. It is the Optimi Group ’s policy to promote from within wherever reasonable and operationally feasible. As such, internal candidates shall be given priority consideration over external applicants for available positions. External applications will nonetheless be considered and assessed fairly, with due regard to The Optimi Group’s Employment Equity Plan and the Optimi Group ’s obligations under South African labour legislation and employment equity frameworks.
- Optimi Group Rights and Termination of Process
The Optimi Group reserves the right, in its sole and absolute discretion, to amend, suspend, or terminate the recruitment process at any time and for any lawful reason, including but not limited to, material misrepresentation or omission of information on your part. By applying, you accept that such discretion may be exercised by the Optimi Group without further obligation or liability to you, provided such exercise is consistent with applicable law. You further acknowledge that this provision is fair, reasonable, and necessary to protect the integrity of the Optimi Group ’s hiring practices.
- Consent and Lawful Processing of Personal Information
In accordance with POPIA, your personal information will be collected, stored, processed, and disposed of in a lawful, reasonable, and secure manner. By submitting your application, you consent to the Optimi Group collecting and processing your personal data solely for recruitment and employment-related purposes. This includes data verification, reference checks, qualification assessments, employment equity reporting, and internal recruitment analytics. The Optimi Group undertakes not to process your personal data beyond what is necessary for these purposes, unless otherwise legally required or permitted.
- Information Quality, Openness, and Limitation
The Optimi Group will take all reasonably practicable steps to ensure that the personal information it processes is accurate, complete, and up to date. Applicants are responsible for ensuring that all information provided is truthful and correct. Should your personal information change or become outdated during the recruitment process, you are obliged to update the Optimi Group without delay. The Optimi Group will not process your personal information for any purpose unrelated to recruitment unless you provide specific, additional consent or unless such processing is legally permissible.
- Security Safeguards and Third-Party Operators
The Optimi Group has implemented appropriate, reasonable technical and organisational security measures to prevent the loss, misuse, unauthorised access, disclosure, alteration, or destruction of your personal information. Access to personal data is limited strictly to authorised personnel involved in the recruitment process. Where third-party service providers are engaged to host or process data, such as video interview platforms or background check agencies, they will be bound by written agreements to comply with the provisions of POPIA and the security obligations contained therein. Such third parties will be regarded as Operators under POPIA.
- Data Subject Rights
In terms of POPIA, you have the right to request access to the personal information the Optimi Group holds about you. You may also request correction or deletion of inaccurate, outdated, or irrelevant information. In addition, you may object to the processing of your personal information under certain circumstances, or request that such processing be limited. All requests or complaints in relation to personal information must be directed to the Optimi Group ’s designated Information Officer, Wilhelm Pretorius at [email protected] , or submitted in accordance with the procedures outlined in the Optimi Group ’s PAIA Manual. If you believe that your personal data has been processed in a manner contrary to POPIA, you have the right to lodge a complaint with the Information Regulator at https://www.justice.gov.za/inforeg or via email at [email protected].
- Data Retention and Disposal
The Optimi Group retains personal information only for as long as is necessary to fulfil the purposes for which it was collected, including recruitment-related decisions, potential future employment opportunities, compliance with legal obligations, and the resolution of disputes. Once personal data is no longer required, the Optimi Group will securely delete or destroy such data in a manner consistent with applicable data protection and information security laws. Where applicable, you may request that your personal data be removed from our systems, subject to the Optimi Group ’s legal and operational obligations.
- Amendments and Incorporation of Other Policies
The Optimi Group reserves the right to amend or update these Terms and Conditions at any time without prior notice. Any such amendments shall take effect upon publication on the recruitment portal, and your continued use of the portal shall be deemed to constitute acceptance of the amended terms. These Terms must be read together with the Optimi Group ’s Privacy Policy, POPIA Policy, and PAIA Manual, all of which are incorporated herein by reference. Where conflicts arise between these Terms and any other policy, these Terms shall prevail in the context of recruitment activities.
- Governing Law and Jurisdiction
These Terms and Conditions are governed by and shall be interpreted in accordance with the laws of the Republic of South Africa. Any dispute, claim, or legal proceeding arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the competent courts of South Africa. The Optimi Group makes no representation that this recruitment portal or its contents comply with the laws of any jurisdiction outside of South Africa.
- Entire Agreement and Severability
These Terms and Conditions, together with the Optimi Group ’s incorporated policies, constitute the entire agreement between you and The Optimi Group regarding your use of the recruitment portal. If any provision of these Terms is held to be invalid, illegal, or unenforceable for any reason, such provision shall be deemed severable and shall not affect the validity and enforceability of the remaining provisions.
