Privacy Policy

United Protection Solutions (Pty) Ltd (CIPC: 2021/608817/07; PSiRA: 3266778), a division of Basepoint Group (Pty) Ltd ("the Company", "we", "us", or "our"), is committed to protecting your privacy and handling your personal information responsibly, lawfully, and transparently.

This Privacy Policy is issued in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and explains how we collect, use, store, share, and protect your personal information. It applies to all individuals who interact with us, including clients, prospective clients, website visitors, employees, contractors, and any other persons whose information we process.

1. Who is the Responsible Party?

2. What Personal Information We Collect

2.1 Information you provide directly

• Full name and contact details (telephone number, email address, physical address)
• Identity number or passport number (where required for PSiRA compliance or staff vetting)
• Company name, registration number, and VAT number (for business clients)
• Banking details (for invoicing and payment processing)
• Information provided in enquiry forms, quotation requests, or service agreements
• Correspondence and communications with us

2.2 Information collected automatically

• IP address and browser type when visiting our website
• Pages visited and time spent on our website
• Cookies and similar tracking technologies (see Section 9)

2.3 Information collected in the course of service delivery

• CCTV footage and access control records (where we manage or monitor systems on behalf of a client)
• Incident reports and security documentation
• Site access records and visitor logs
• Drug and alcohol test results (where testing services are engaged)
• Polygraph examination results (where polygraph services are engaged)
• Background check and criminal record results (for employment and vetting purposes)
• Private investigation findings and surveillance records (where investigation services are engaged)

3. Why We Collect Your Personal Information

• To provide and manage the services you have requested or contracted for
• To issue quotations, invoices, and manage payments
• To comply with our obligations under PSiRA legislation and other applicable laws
• To conduct staff vetting, screening, and compliance checks as required by law
• To respond to enquiries and communicate with you about our services
• To maintain accurate business records
• To protect the safety and security of our personnel, clients, and their assets
• To improve our services and website
• To send relevant marketing communications where you have given consent or where a legitimate interest exists
• To comply with legal obligations including tax, employment, and regulatory requirements

4. Legal Basis for Processing

• Consent: Where you have given explicit consent for a specific purpose.
• Contractual necessity: Where processing is necessary to perform a contract with you or to take steps at your request prior to entering into a contract.
• Legal obligation: Where processing is necessary to comply with a legal obligation applicable to us.
• Legitimate interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and interests.
• Vital interests: Where processing is necessary to protect your vital interests or those of another person.

5. How We Store and Protect Your Information

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

• Two-factor authentication (2FA) for access to systems containing personal data
• Role-based access controls limiting access to those who need it
• Secure storage of physical documents containing personal information
• Regular review of security practices and procedures
• Staff training on data privacy and confidentiality obligations

Personal information is retained only for as long as necessary for the purposes for which it was collected, or as required by applicable law.

6. Sharing Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Within Basepoint Group: Personal information may be shared between group companies where necessary to provide integrated services.
• Service providers: Trusted third-party service providers who assist us in delivering our services, subject to confidentiality obligations and POPIA compliance.
• Regulatory bodies: PSiRA, SARS, the Department of Labour, or other regulatory bodies as required by law.
• Law enforcement: Where required by law or in response to a valid legal process.
• Professional advisors: Our legal, financial, or insurance advisors on a need-to-know basis and subject to confidentiality obligations.

7. Your Rights Under POPIA

• Right of access: Request confirmation of whether we hold your personal information and request a copy.
• Right to correction: Request correction of inaccurate, incomplete, or outdated information.
• Right to erasure: Request deletion of your information where it is no longer necessary, subject to our legal retention obligations.
• Right to object: Object to processing for direct marketing or where processing is based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting prior lawful processing.
• Right to lodge a complaint: Lodge a complaint with the Information Regulator of South Africa if you believe your rights have been violated.

8. Direct Marketing

We may contact you about services we believe may be of interest to you. You may opt out at any time by contacting us at info@unitedprotection.co.za. We will cease marketing communications within a reasonable time of receiving your opt-out request.

9. Cookies and Website Tracking

• Essential cookies: Required for the website to function correctly. These cannot be disabled.
• Analytics cookies: Used to understand how visitors interact with our website. You may opt out through your browser settings.

You can control and manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

10. Information Officer

11. Cross-Border Transfers

We do not routinely transfer personal information outside the Republic of South Africa. Where any such transfer is necessary, we will ensure that adequate safeguards are in place in accordance with POPIA.

12. Children's Privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal information from children. If we become aware of such collection without appropriate consent, we will delete such information promptly.

13. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Updated versions will be published on our website with a revised effective date. Material changes will be communicated to affected individuals where reasonably practicable.

14. Contact Us