A 10-Step POPIA Compliance Checklist for South African SMEs
If the words “POPIA compliance” make you want to run for the hills, we get it. The Protection of Personal Information Act (POPIA) is a legal heavyweight, but your small or medium business does not need an army of lawyers to comply.
In fact, getting POPIA-ready is simpler than it seems, especially when you follow this clear, jargon-free checklist. Whether you are a startup, a growing SME, or an established business without in-house compliance support, this guide is built for you.
The 10 step POPIA checklist:
1. Appoint Your Information Officer
Why this matters:
Every company in South Africa is legally required to appoint an Information Officer. This role is typically filled by your CEO or business owner by default.
Action checklist:
- Assign an Information Officer and Deputy, if needed
- Register them with the Information Regulator
- Keep records of the appointment
Learn more about the consequences of compliance with POPIA
2. Know What Personal Information You Process
Why this matters:
If you do not know what personal information you collect, you cannot protect it.
Action checklist:
- List all personal information you collect (such as names, emails, ID numbers)
- Identify where this information is stored and who has access to it
Tip: An information flow map is a great tool to simplify future audits.
3. Get Consent the Right Way
Why this matters:
Consent under POPIA must be specific, voluntary, and informed.
Action checklist:
- Review all your existing consent forms, including online and paper-based
- Ensure individuals clearly understand what they are consenting to
- Avoid pre-ticked boxes as these do not meet compliance standards
4. Update Your Privacy Policy
Why this matters:
Your privacy policy is a public statement of how you collect, use, and protect personal information.
Action checklist:
- Clearly describe what data is collected, why, and how it is used
- Outline the rights of data subjects, including access and objection
- Publish the policy on your website and internal platforms
5. Secure Your Data
Why this matters:
POPIA requires appropriate technical and organisational measures to protect personal information.
Action checklist:
- Use encryption and password protection on sensitive files
- Limit access based on role or function
- Ensure antivirus and firewall software is up to date
6. Train Your Team
Why this matters:
Employees play a critical role in maintaining POPIA compliance.
Action checklist:
- Provide awareness training tailored to staff responsibilities
- Use practical examples relevant to your business operations
- Keep records of training content and attendance
Include breach response steps as part of every session.
7. Conduct a POPIA Risk Assessment
Why this matters:
A risk assessment identifies weaknesses in your current data handling processes.
Action checklist:
- Assess how personal information is collected, stored, shared, and deleted
- Identify potential risks, such as lack of access controls or outdated storage methods
- Develop an action plan to address any high-risk areas
8. Create a PAIA Manual
Why this matters:
Every business is required to have a PAIA manual to facilitate information access requests.
Action checklist:
- Draft a PAIA manual using a compliant template
- Include the Information Officer’s details and request procedures
- Submit it to the Information Regulator and make it publicly available
9. Build a Breach Response Procedure
Why this matters:
In the event of a data breach, you must notify the Information Regulator and affected parties immediately.
Action checklist:
- Define what constitutes a breach, such as lost laptops or email hacks
- Create a documented step-by-step response plan
- Assign roles and responsibilities for managing incidentsRead more: Why POPIA compliance should be a priority in 2025
10. Review and Maintain Your POPIA Programme
Why this matters:
POPIA compliance is not a once-off exercise. It must be continuously reviewed.
Action checklist:
- Set a schedule to review your compliance activities annually
- Refresh your training and documentation as your business evolves
- Monitor updates from the Information Regulator and adjust accordingly
Frequently Asked Questions
Do small businesses need to comply with POPIA?
Yes. Any business that processes personal information must comply, regardless of size.
What are the penalties for non-compliance?
Penalties include fines of up to R10 million or imprisonment for up to 10 years for serious offences.
What is the easiest way to become compliant?
Start with this checklist. Alternatively, let LabourNet manage your compliance journey end-to-end.
Final Thoughts
POPIA compliance does not have to be complicated. With the right tools and support, your business can protect data, earn trust, and remain compliant without unnecessary complexity or cost.
Labournet can handle all of your information compliance needs, further enhancing our statement of becoming an extension of your governance. Let us become your outsourced information compliance partner and mitigate the risk of non-compliance. Request a consultation or mail us if you have questions: solutions@labournet.com
