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Wellbi puts data at your fingertips. How many new admissions did we have since the beginning of this year? How many individuals between the ages of 12 and 18 do we work with? How many meals did we provide to our beneficiaries during the past month? All these questions can easily be answered on Wellbi with the press of a button.

The best decisions are informed decisions, decisions made based on factual information. This is how Wellbi will improve your organization’s planning and decision making, because being able to make data-driven decisions is immensely beneficial.

How do we know what we are doing has the desired effect? In other words, how do we know we are providing a good service? We measure what we are currently doing by a specific standard and then we improve from there. This is how Wellbi will enable your organisation to render better service, by indicating the effectiveness of your organisation’s current programs in term of your beneficiaries’ wellbeing.  

Wellbi has been developed as a paperless system. Everything that used to be kept on file can now be stored on Wellbi. Attendance registers captured on paper by hand… Wellbi offers digital auto-generated attendance registers to be easily captured on a mobile phone. Notes created in the field and later retyped into a computer can now be captured on the go with a mobile app and even saved as a voice note. This is just to mention a few…  

Wellbi is data management made easy. If no time have been spent in the past to capture data, then some administration time will be required. If your organisation have been capturing data by hand, then Wellbi will probably reduce your daily administration activities.

The reason Wellbi was developed was to enable organisations to measure the impact of their programs on their beneficiaries. Do you want to improve the wellbeing of your beneficiaries? What is it worth to know your organisations current impact on your beneficiaries? Just having the basic information of a beneficiary at the press of a button might also be worth it, you decide.

A dedicated Client Coach from Wellbi will provide training for your organisation’s Wellbi users. We recommend starting with a basic administrator’s introduction to identify the different user roles within your organisation that would require training.

Wellbi abides by relevant legislation governing all aspects related to the collection, processing and storage of personal information.

The Protection of Personal Information Act, no. 4, promotes1:

the protection of personal information processed by public and private bodies; to introduce certain conditions so as to establish minimum requirements for the processing of personal information; to provide for the establishment of an Information Regulator to exercise certain powers and to perform certain duties and functions in terms of this Act and the Promotion of Access to Information Act, 2000; to provide for the issuing of codes of conduct; to provide for the rights of persons regarding unsolicited electronic communications and automated decision making; to regulate the flow of personal information across the borders of the Republic; and to provide for matters connected therewith.

Werkmans Attorneys noted2:

The Protection of Personal Information Act, no. 4 of 2013 is intended to promote the right to privacy entrenched in the Constitution of South Africa, while at the same time protecting the flow of information and advancing the right of access to and protection of information.

POPIA establishes the rights and duties that are designed to safeguard personal data in terms of the ACT, the legitimate needs of organisations to collect and use personal data for business and other purposes are balanced against the right of individuals to have their right of privacy, in the form of their personal details, respected.

The purpose of POPIA, can by summarised as follows4:

• To give effect to the constitutional right to privacy, in particular the safeguarding of personal information;
• To regulate the processing of personal information in harmony with international standards;
• To prescribe minimum requirements for the lawful processing of personal information;
• To provide the rights and remedies for the protection against abuses of personal information; and
• To establish an Information Regulator to promote, enforce and fulfil the rights protected by POPIA.

This Act regulates the following5:

• Collection and procurement of personal information;
• Lawful processing of personal information;
• Retention and restriction of records;
• Security safeguards and compromises;
• Processing of special personal information;
• Processing of personal information of children;
• Establishment of Information Officer and Information Regulator;
• Rights of data subject regarding direct marketing;
• Transborder information flow;
• Information Regulator’s powers and authorities; and
• Fines and penalties.

POPIA applies to6:

• information that is processed automatically;
• information recorded on paper; and
• health records and certain public authority records

Wellbi adheres to this framework in the following way:

1. Wellbi is legally obliged to provide adequate protection for the personal information we hold and to stop unauthorised access and use of personal information. We will, on an on-going basis, continue to review our security controls and related processes to ensure that your personal information remains secure.

Our security policies and procedures cover:

• Physical security;
• Computer and network security;
• Access to personal information;
• Secure communications;
• Security in contracting out activities or functions;
• Retention and disposal of information;
• Acceptable usage of personal information;
• Governance and regulatory issues;
• Monitoring access and usage of private information;
• Investigating and reacting to security incidents.

2. Wellbi requires user organisations to ensure that data collection and the procurement of personal information is done with the necessary consent from its beneficiaries (data subjects).

3. The Wellbi platforms are accessed with unique usernames and passwords, different levels of access, which is tied to user-specific identifiers. Only users identified as managers will have access to reports, intervention indicators (‘flags’) and intervention notes.

References:

1. The Protection of Personal Information Act, no. 4 (Assented to 19 November 2013). Government Gazette, Republic of South Africa.
2. https://www.werksmans.com/wp-content/uploads/2018/11/popia.pdf (accessed on 11/01/2021).
3. https://www.michalsons.com/focus-areas/privacy-and-data-protection/protection-of-personal-information-act-popia

(accessed on 11/01/2021).

1. Protection of Personal Information, Guidelines to the POPI ACT. SEESA(PTY) Ltd, (2020).
2. Protection of Personal Information, Guidelines to the POPI ACT. SEESA(PTY) Ltd, (2020).
3. https://www.werksmans.com/wp-content/uploads/2018/11/popia.pdf (accessed on 11/01/2021).

Wellbi has been developed based on international standards to ensure a uniform standard or benchmark by which organisations can measure the wellbeing of their beneficiaries. Customisation options have been intentionally restricted to maintain this uniform standard. That being said, Wellbi still has a lot to offer in terms of customisation. From customisable dropdown fields with unlimited options to creating custom note templates to your organisation’s exact specifications.

Wellbi is available on two platforms, internet browser and mobile application. Wellbi can be accessed through any internet browser. The good news about the mobile app version is that it can work in offline mode, it does not require an active internet connection. The Mobile app version is currently only available on Android and requires Android version 8.1 or higher to operate.

Communications with the Wellbi servers are point-to-point encrypted using the industry standard Secure Sockets Layer (SSL), meaning that no one can intercept data transmissions.

All users are authenticated using OAuth 2.0, and all actions are authorised on a per action basis, restricting who can view or modify which data.

In addition, sensitive information such as confidential notes are encrypted at data level, to ensure that only authorized personnel can access this data (Not even System Administrators can read this information).