Privacy Policy

This privacy policy (the “Policy”) covers the use of the Total Benefits Solutions portal (“TBS Portal”) which is provided on behalf of your employer by Aon South Africa (Pty) Limited (“Aon”, “we”, “us”) for the purposes of delivering and managing your employment benefits programme.

The Policy describes the kinds of information that we may collect from or about you; when and how we use that information; how we protect it; who we disclose it to and why; and your rights to access and control our use of your information.

We are committed to protecting your privacy and making it clear how we use your information, so please take the time to read this Policy. By continuing to access the TBS Portal you are deemed to accept and agree to be bound by the terms of this Policy.

What information we collect and why

We collect personal information about you in order to deliver and manage the services related to the TBS website. We may also collect personal information about your spouse, partner or other immediate family member if they are to be included as the beneficiary or a dependent of a particular policy or benefit programme. You are responsible for informing your dependents or beneficiaries that Aon has received their personal information and the reason why.
You may provide personal information to us through the TBS Portal and other forms associated with your employment benefits programme.  We may also receive information from your employer or its service providers.

The types of personal information we collect may include:

• Contact details including name, phone number, email address;
• SA Identity Number and or Passport number
• Demographic information, such as date of birth, gender, and marital status;
• Employment information, such as date of hire, employment status, pay history, tax  information, and date of termination;
• Benefit programme participation and cover information, such as benefit elections, beneficiary information, claims information, benefit plan account balances or accrued benefits, and date of retirement;
• Medical information, for example in relation to your health

Information we collect automatically

When you visit the TBS Portal or receive an email communication from us we automatically collect limited information, such as the number of clicks it takes you to reach specific information, the kinds of services you search for and the search terms you enter, as well as information about your computer’s IP address and details of the cookies and web beacons served to your computer.   

The automatic collection of this information allows us to improve the effectiveness of the TBS Portal, and any related communications.

Cookies and web beacons

Cookies are small text files that websites often store on computer hard drives of users to make the sites work more efficiently, as well as to provide reporting information to the owners of the site.  A cookie contains a unique number, and this is used to recognise your computer when it revisits the TBS Portal.

We use cookies to enhance your experience of the TBS Portal, to better understand how it is used, to distinguish you from other users of the TBS Portal, and to refine the content and personalize your experience.  This information also helps us compile aggregate statistics for reporting purposes.

You can control acceptance of cookies by modifying your Internet browser preferences, however if you choose to block all cookies you may not be able to use the full functionality of the TBS Portal.

For more details information about the types of cookies we use, please see our Cookie Notice.

On some occasions, we may also use tracking technologies such as web beacons, to collect information about your visits to the TBS Portal. Web beacons are small electronic images embedded in web content or email messages and are ordinarily not visible to users. Like cookies, this helps us track pages and content accessed and viewed by users of the TBS Portal, and helps us enhance your experience of the TBS Portal by refining the content and personalizing your experience.

For further information about cookies and web beacons, we recommend you visit these third party educational resources www.allaboutcookies.org

How we use your personal information, and who we disclose it to

We use your personal information to deliver and manage the services related to the TBS website.
As part of the delivery and management of the services related to the TBS , and to the extent permitted under such programme we may pass on your personal information to third parties such as benefit providers or managers of your benefit scheme. We may also pass on your personal information to members of the Aon Group to:

• provide information and services as requested by you or your employer;
• develop products and services, the relationship with you and to better understand your requirements (e.g. through benchmarking, market research and data analysis);
• market products and services that may be of interest to you (and in line with your marketing preferences);

We may also disclose information about you (i) if we are required to do so by law, regulation or court order; (ii) to law enforcement authorities or other government officials; (iii) to contractors we use to support our business (such as our website hosting providers), in which case we will require such third parties to agree to treat it in accordance with our instructions and this Privacy Policy and use it for the same purposes as we do; (iv) when we believe disclosure is necessary to establish, exercise or defend our legal rights; or (v) in the event we sell or transfer all or a portion of our business or assets, in which case we will use reasonable efforts to direct the transferee to use your personal information in a manner that is consistent with this Policy.

Our Commitment to Protecting Personal Information

We want you to feel confident about using our service and we are committed to protecting the personal information we collect. We have implemented appropriate technical and organisational security measures to protect your personal information against unauthorised or unlawful processing and against accidental loss, damage or destruction.

Your rights

You have the right to access the personal information we hold about you. You may also contact us to ask us to add to, correct, update or remove this information.  In addition, you have the right to instruct us not to contact you for marketing purposes, even if you have previously consented to this.

Changes to this Policy

We may modify this Privacy Policy at any time, so we recommend that you revisit this page regularly to keep informed of our privacy practices.  Any personal information we collect from you will remain subject to the privacy commitments given to you at the time of its collection and in compliance with applicable law.  You have the right at any time to contact Aon and or your employer to exercise your rights of access, correction or deletion upon written request and in accordance with applicable law.

How to Contact Us

If you have questions about this Privacy Policy or the privacy and security of your information, please send an email to: [email protected].