Privacy notice

1. Scope

This notice explains how we process personal information when you enquire through this website, when you visit or work at a site we secure, and when you deal with us as a client, supplier or job applicant. It applies to information we hold as responsible party. Where we process information on a client's instruction - for example access records or camera footage on the client's premises - the client is the responsible party and its own notice applies alongside this one.

2. Information we collect

• Enquiries: name, company, telephone number, email address, sector, service required and the content of your message.
• Client administration: contact details of client representatives, site details, contract and billing information.
• Site security: access and visitor records, vehicle details, camera footage, alarm and patrol logs, incident reports. This may include biometric data where a client uses biometric access control.
• Employment: identity and qualification details, PSIRA registration and grading, vetting results, and records required by labour law.
• Website use: basic server and form-delivery data needed to receive and secure your submission.

3. Why we process it, and on what basis

We process personal information to respond to enquiries and prepare proposals, to render the security services we are contracted to render, to investigate and report incidents, to meet obligations under PSIRA, labour, tax and firearms legislation, and to protect life and property.

Our lawful bases are your consent where you give it, the conclusion or performance of a contract, compliance with an obligation imposed by law, the protection of a legitimate interest of the data subject, and our own or a third party's legitimate interests in preventing and investigating crime.

4. Who we share it with

We share personal information with the client whose site is secured, with the South African Police Service and other authorities where an incident requires it or the law compels it, with PSIRA in relation to registered officers, and with operators who host our systems and deliver our website forms. Operators are bound in writing to process information only on our instruction and to secure it. We do not sell personal information.

5. Cross-border transfer

Our website and form submissions are hosted with service providers that may store data outside South Africa. Where information is transferred across a border, we do so only in the circumstances permitted by section 72 of POPIA, and under contractual terms that require protection substantially similar to POPIA.

6. Security safeguards

Access to personal information is restricted by role. Camera, access and monitoring systems are segmented and access-controlled, administrative accounts are individually assigned, and our cybersecurity team tests these systems and responds to incidents. Where a security compromise affects personal information, we notify the Information Regulator and affected data subjects as required by section 22 of POPIA.

7. Retention

We keep personal information only as long as the purpose requires, or as long as a law or a contract requires. Enquiry correspondence is kept for up to 24 months unless it becomes part of a client record. Camera footage is kept for the retention period agreed with the client. Employment and statutory records are kept for the periods prescribed by law. Information is then deleted or de-identified.

8. Your rights

You may ask us to confirm what personal information we hold about you and to provide a record of it, ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date or unlawfully obtained, object to processing, and withdraw consent where consent is the basis we rely on. Withdrawing consent does not affect processing we must continue for a legal obligation.

Requests should be sent to the Information Officer at Info@dispatch24.co.za. Access requests must be made on the prescribed POPIA form and may attract the prescribed fee. We will confirm your identity before releasing any record.

9. Complaints

If you are not satisfied with how we have handled your personal information, contact the Information Officer first. You may also lodge a complaint with the Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg 2001 - complaints.IR@justice.gov.za.

10. Changes to this notice

We update this notice when our processing changes or the law requires it. The date at the top reflects the current version. See also our legal notice.