Last Updated: 22 August 2025
The Eastern Cape Provincial Treasury ("we", "us") is committed to protecting your privacy. This policy details our legal basis and methods for collecting, using, and safeguarding your personal information through the e-PIPS platform.
1. Legal Mandate & Purpose Specification
Our mandate to verify public servant information stems from our responsibility to ensure efficient and effective management of public funds. This duty is enshrined in the Public Finance Management Act (PFMA), 1 of 1999, which compels accounting officers to manage revenue, expenditure, assets, and liabilities to prevent irregular and fruitless expenditure. This verification process is a critical internal control measure to combat payroll fraud and uphold the integrity of the public service, a goal aligned with national initiatives like "Operation Clean Audit".
Furthermore, this initiative supports the Eastern Cape Provincial Development Plan (PDP), which identifies capable, ethical governance as foundational to economic growth and social development. By ensuring that only legitimate employees are on the payroll, we strengthen institutional integrity and direct public funds appropriately. Your data is collected exclusively for verifying employment and preventing payroll fraud under the authority of the PFMA and the Public Service Act.
2. Lawful Processing under POPIA
We process your information in strict compliance with the Protection of Personal Information Act (POPIA), 4 of 2013. According to Section 11 of POPIA, processing is lawful if it "complies with an obligation imposed by law on the responsible party" or is "necessary for the proper performance of a public law duty by a public body". Our duties under the PFMA and the Public Service Act, 1994, which governs the administration of the public service, provide this legal basis. We process your personal information, including special personal information such as biometrics, lawfully and reasonably.
The information we collect includes:
Personal Information: Full names, ID number, a digital copy of your ID document, and your PERSAL number as governed by the Labour Relations Act (LRA), 66 of 1995.
Special Personal Information: This includes your biometric information (live facial data). The processing of biometric data is generally prohibited but is permitted under Section 27(1)(b) of POPIA if it is "necessary for the establishment, exercise or defence of a right or obligation in law". Our obligation to prevent fraudulent expenditure under the PFMA constitutes such a legal obligation.
3. Your Consent & Rights
While we have a legal mandate, POPIA emphasizes transparency. We require your explicit consent as a "voluntary, specific and informed expression of will" and as a prerequisite for this verification process. By consenting, you acknowledge the purpose of this verification. You have the right to withdraw your consent at any time; however, refusal may affect the verification of your employment status. You also have the right to request access to, correction, or deletion of your personal information as outlined in POPIA.
4. Data Security & Retention
We are legally bound to secure the integrity and confidentiality of your data. We implement robust technical and organizational measures to prevent loss, damage, or unauthorized access, in line with the Electronic Communications and Transactions Act (ECTA), 25 of 2002. These measures include encryption, access controls, regular security audits, and employee training on data protection. Your data will not be retained for longer than is necessary to achieve the purpose of verification, subject to any longer retention periods prescribed by other applicable laws, such as archival requirements under the National Archives and Records Service of South Africa Act.
