Privacy Policy

Response BPO Last updated: 28 January 2026

Response BPO (“Response BPO”, “we”, “us”, or “our”) is committed to protecting the privacy and personal information of visitors, clients, employees, contractors, and job applicants who access or interact with our website response-bpo.com

This Privacy Policy explains how personal information is collected, used, disclosed, stored, and protected in compliance with applicable data protection laws, including:

• South Africa’s Protection of Personal Information Act, 4 of 2013 (POPIA)
• The UK General Data Protection Regulation (UK GDPR)
• Applicable United States data protection and privacy principles, where relevant

Contents

Privacy Policy

1. Company Information
2. Scope of This Policy
3. Definitions
4. Information We Collect
   1. Information Provided Directly
   2. Information Collected Automatically
5. Purpose of Processing
6. Legal Basis for Processing
7. International Data Transfers
8. Disclosure of Information
9. Data Retention
10. Information Security
11. Cookies and Analytics
12. Children’s Information
13. Data Subject Rights
14. Data Breach Management
15. Third-Party Links
16. Policy Updates
17. Contact Details

1. Company Information

Response BPO operates as a business process outsourcing provider servicing clients primarily in the United Kingdom and United States, while maintaining its operational workforce and headquarters in South Africa.

2. Scope of This Policy

This Privacy Policy applies to:

• Website visitors
• Prospective and existing clients
• Employees and contractors
• Job applicants and candidates
• Any individuals whose personal information is processed by Response BPO through this Website

It does not apply to client-owned systems or platforms where Response BPO acts purely as a data processor under a contractual agreement.

3. Definitions

• Personal Information / Personal Data: Any information that identifies or relates to an identifiable individual or juristic person.
• Data Subject: The individual or entity to whom personal information relates.
• Processing: Any operation performed on personal information, including collection, storage, use, sharing, or deletion.
• Controller / Responsible Party: Response BPO, unless otherwise specified contractually.

4. Information We Collect

4.1 Information Provided Directly

We may collect personal information when you:

• Submit a contact or enquiry form
• Apply for employment or submit a CV
• Engage with us for business or service enquiries

Communicate with us via email, telephone, or digital channels

This may include:

• Full name
• Email address
• Telephone number
• Company name and role
• Employment and recruitment-related information

4.2 Information Collected Automatically

When accessing the Website, we may collect limited technical data such as:

• IP address
• Browser and device type
• Pages viewed and time spent
• Referring websites

This data is used for security, analytics, and site performance and does not ordinarily identify individuals directly.

5. Purpose of Processing

Personal information is processed for legitimate business purposes, including:

• Responding to enquiries and communications
• Recruitment, vetting, and onboarding processes
• Client relationship management
• Website operation, security, and improvement
• Compliance with legal, contractual, and regulatory obligations
• We do not sell or commercially exploit personal information.

6. Legal Basis for Processing

Depending on the context and jurisdiction, we process personal information on one or more of the following lawful bases:

• Consent of the data subject
• Performance of a contract or pre-contractual steps
• Compliance with legal obligations

Legitimate business interests that do not override data subject rights

7. International Data Transfers

As a global BPO servicing UK and US clients, personal information may be transferred or accessed across borders.
Response BPO ensures that:

• Transfers occur only where legally permitted
• Appropriate safeguards are in place (contractual clauses, security controls, confidentiality obligations)
• Client data is processed strictly in accordance with contractual agreements

8. Disclosure of Information

We may disclose personal information:

• Internally, to authorised personnel on a need-to-know basis
• To trusted third-party service providers (e.g. IT infrastructure, HR systems, compliance platforms)
• Where required by law, regulation, or court order

All third parties are contractually bound to maintain confidentiality and data security standards.

9. Data Retention

Personal information is retained only for as long as necessary to:

• Fulfil the purpose for which it was collected
• Meet legal, regulatory, or contractual requirements

Once no longer required, data is securely deleted, anonymised, or archived in accordance with retention policies.

10. Information Security

Response BPO maintains appropriate administrative, technical, and physical safeguards to protect personal information, including:

• Access controls and authentication mechanisms
• Secure infrastructure and network protections
• Monitoring and logging for unauthorised access
• Staff confidentiality and data protection training

Security measures are reviewed regularly to align with industry best practices.

11. Cookies and Analytics

We may use cookies and analytics technologies to:

• Improve website functionality and user experience
• Analyse traffic and usage patterns

You may manage or disable cookies via your browser settings; however, certain features may be affected.

12. Children’s Information

Our Website is not intended for children under the age of 18. We do not knowingly collect personal information from minors.

13. Data Subject Rights

Subject to applicable laws, you have the right to:

• Request access to your personal information
• Request correction or deletion of information
• Object to or restrict certain types of processing
• Withdraw consent where processing is consent-based
• Lodge a complaint with the relevant supervisory authority
• Requests can be submitted using the contact details below.

14. Data Breach Management

In the event of a data breach involving personal information:

• Appropriate containment and investigation steps will be taken
• Affected parties and regulatory authorities will be notified where legally required

15. Third-Party Links

The Website may contain links to third-party websites. Response BPO is not responsible for the privacy practices or content of external sites. Users are encouraged to review third-party privacy policies independently.

16. Policy Updates

We reserve the right to amend this Privacy Policy periodically. Updates will be published on this page with the revised date. Continued use of the Website constitutes acceptance of the updated policy.

17. Contact Details

For privacy-related enquiries, data access requests, or complaints, please contact:

Information Officer Response BPO

Email: compliance(a)response-bpo.com

Website: response-bpo.com