PRIVACY POLICY

 

Willshir Trading (Pty) Ltd a private security company registered in South Africa, is committed to protecting your privacy and ensuring compliance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable laws. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information when you visit our website www.willshir.com or engage with our services.

 

1. Purpose and Scope

This Privacy Policy applies to all personal information collected by Willshir Trading (Pty) Ltd through our website, contact forms, service inquiries, or any other interactions related to our security services. It explains how we handle your personal information, your rights, and how to contact us regarding privacy matters.

 

2. Definitions

    • Personal Information: Information relating to an identifiable, living, natural person or, where applicable, a juristic person, as defined in POPIA.
    • Data Subject: The person to whom the personal information relates (e.g., you, our client, or website visitor).
    • Responsible Party: Willshir Trading (Pty) Ltd, the entity determining the purpose and means of processing personal information.
    • Operator: Any third party processing personal information on our behalf.

 

3. Information We Collect

We may collect the following types of personal information:

    • Contact Information: Name, email address, phone number, and physical address when you submit inquiries, request quotes, or sign up for services.
    • Identification Information: Identity number, company registration details, or other identifiers required for service agreements or legal compliance.
    • Financial Information: Banking details or payment information for billing purposes.
    • Website Usage Data: IP address, browser type, device information, and browsing behavior (e.g., pages visited, time spent) collected via cookies or analytics tools.
    • Security-Related Information: Information provided for security assessments, such as property details, access requirements, or employee data.
    • CCTV and Monitoring Data: Video footage or other data collected during the provision of security services, where applicable.

 

4. How We Collect Information

We collect personal information through:

    • Direct Interactions: When you complete forms on our website, contact us via email or phone, or engage with our services.
    • Automated Technologies: Cookies, web beacons, and analytics tools that collect usage data when you visit our website.
    • Third Parties: Information provided by clients, business partners, or service providers acting on our behalf (e.g., payment processors).
    • Security Systems: Data captured via CCTV, access control systems, or other security measures, where applicable.

 

5. Purpose of Processing

We process personal information for the following purposes:

    • To provide and manage security services, including armed response, guarding, or surveillance.
    • To process inquiries, quotes, or service agreements.
    • To comply with legal obligations, such as those under POPIA, the Private Security Industry Regulation Act, 2001 (PSIRA), or tax laws.
    • To improve our website and services through analytics and user feedback.
    • To communicate with you regarding our services, promotions, or updates (with your consent, where required).
    • To ensure the safety and security of our clients, staff, and premises.
    • To manage payments, invoicing, and financial transactions.

 

6. Lawful Basis for Processing

We process personal information based on the following lawful grounds under POPIA:

    • Consent: Where you have provided explicit consent (e.g., for marketing communications).
    • Contractual Necessity: To fulfill our obligations under a contract or service agreement.
    • Legal Obligation: To comply with applicable laws and regulations.
    • Legitimate Interests: For purposes such as improving our services, ensuring website functionality, or maintaining security, provided your rights are not overridden.

 

7. Sharing of Personal Information

We may share your personal information with:

    • Service Providers: Third-party operators (e.g., IT providers, payment processors, or analytics services) who process data on our behalf under strict confidentiality agreements.
    • Regulatory Authorities: The Private Security Industry Regulatory Authority (PSIRA), South African Revenue Service (SARS), or other authorities as required by law.
    • Business Partners: Where necessary to deliver services, such as subcontractors for security installations or monitoring.
    • Law Enforcement: If required to protect our rights, property, or safety, or to comply with legal processes.

We do not sell or rent your personal information to third parties.

 

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

    • Encryption of sensitive data during transmission and storage.
    • Access controls to limit data access to authorized personnel only.
    • Regular security audits and updates to our systems.
    • Secure storage of physical and electronic records.
    • Despite these measures, no system is entirely secure, and we cannot guarantee absolute security. We will notify you and the Information Regulator promptly in case of a data breach, as required by POPIA.

 

9. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. For example:

    • Client data is retained for the duration of the service agreement and for a period thereafter to comply with legal obligations (e.g., tax records for 5 years).
    • Website usage data is retained for analytics purposes for up to 12 months.
    • CCTV footage is retained for a limited period (e.g., 30 days), unless required for legal or investigative purposes.
    • After the retention period, personal information is securely deleted or anonymized.

 

10. Your Rights Under POPIA

As a data subject, you have the following rights:

    • Access: Request access to the personal information we hold about you.
    • Correction: Request correction of inaccurate or incomplete personal information.
    • Deletion: Request deletion of personal information, subject to legal obligations.
    • Objection: Object to the processing of your personal information for certain purposes (e.g., marketing).
    • Restriction: Request restriction of processing under specific circumstances.
    • Data Portability: Request a copy of your personal information in a structured, commonly used format.
    • Withdraw Consent: Withdraw consent for processing where consent was the lawful basis.
    • To exercise these rights, contact our Compliance Manager (details below). We will respond to requests within 30 days, subject to verification of your identity.

 

11. Cookies and Tracking Technologies

Our website uses cookies to enhance your experience, analyze usage, and improve functionality. Cookies may include:

    • Essential Cookies: Necessary for website functionality (e.g., navigation).
    • Analytics Cookies: To track website performance and user behavior.
    • Marketing Cookies: To deliver personalized advertisements (with your consent).

You can manage cookie preferences through your browser settings or our cookie consent tool. Disabling cookies may affect website functionality.

 

12. Cross-Border Data Transfers

If personal information is transferred outside South Africa (e.g., to cloud service providers), we ensure that the recipient complies with POPIA-equivalent standards or that appropriate safeguards (e.g., contractual agreements) are in place.

 

13. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these websites. We encourage you to review their privacy policies before providing personal information.

 

14. Complaints

If you have concerns about how we handle your personal information, please contact our Information Officer. You may also lodge a complaint with the Information Regulator:

Information Regulator (South Africa)
Email: inforeg@justice.gov.za
Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

 

15. Contact Us

For questions, requests, or concerns about this Privacy Policy or our data practices, please contact our Compliance Manager:

Compliance Manager: Janke Vermeulen
Email: programmes@willshir.net
Phone: +27 76 933 6349
Address: 533 Bond Street, Vyfhoek, Potchefstroom

 

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the revised “Last Updated” date. We encourage you to review this policy periodically.

By using our website or services, you acknowledge that you have read and understood this Privacy Policy.