Security work runs on trust, and that starts with how we treat your information. This notice explains what personal information we collect, why, who helps us process it, how long we keep it, and the rights you have under the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Who we are
KM VIP Protection (Pty) Ltd (“KM VIP”, “we”) is a private security company registered with the Private Security Industry Regulatory Authority under PSIRA registration number 5153238. Our head office is at Suite 148, Mushroom Farm Retail Centre, Midrand, Gauteng, 1685. We are the responsible party under POPIA for the personal information described in this notice.
2. What we collect and why
We only collect what we need to respond to you and to deliver the service you ask for.
Enquiries, quote requests and RFQs
When you use a form on this website, email us, call us or message us on WhatsApp, we collect your name, phone number, email address and, if you give them, your company, preferred language, the service you need, dates, locations, team size and a description of your requirements.
- Why: to reply to you, scope and quote the work, and arrange a consultation.
- Lawful basis: taking steps you asked for before a contract (POPIA section 11(1)(b)) and our legitimate interest in responding to enquiries (section 11(1)(f)). Where a form asks for your consent, we also rely on that consent (section 11(1)(a)).
Clients and protected persons
To protect a person, event or site we may process names, contact details, itineraries, travel and passport details, addresses, vehicle details, venue and route information, and the details of people travelling with the principal.
- Why: to plan and carry out the protection, transport or event service, keep people safe, and meet our legal and PSIRA obligations.
- Lawful basis: performing our contract with you (section 11(1)(b)), complying with the law (section 11(1)(c)) and protecting the legitimate interests of the people we protect (section 11(1)(d)).
- Movement details are shared only with the officers and operations staff who need them for that engagement.
Verification and investigations
Our Intelligence & Investigations Unit may process information about people and businesses when you ask us to verify them. Criminal record checks involve special personal information and are only carried out with the written consent of the person being checked, or where the law otherwise allows it (POPIA sections 26 and 27). We use lawful methods only: no interception of communications and no unauthorised access to accounts or devices.
Children
For events involving minors, such as matric dances and family travel, we collect children’s details only from a parent or guardian, with their consent, and only what the protection plan needs (POPIA section 35).
Security Intelligence Briefing
If you subscribe to our briefing, we collect your email address with your consent and use it only to send the briefing. Every briefing tells you how to unsubscribe, and you can also unsubscribe by emailing info@kmvipprotection.co.za. We do not send other direct marketing without your consent (POPIA section 69).
Job applicants and officers
When officers apply or are deployed, we process identity, PSIRA registration, employment history, references and vetting results to meet PSIRA requirements and keep clients safe.
We do not sell personal information, and we do not use the details you give us for anything unrelated to the reason you gave them.
3. Who processes it for us
We use a small number of service providers (“operators” under POPIA) who process information on our behalf and under our instructions:
- Vercel Inc. hosts this website and handles form submissions.
- Resend delivers form submissions to our inbox by email.
- Google provides our email inboxes and the Google Meet video calls we use for consultations.
- WhatsApp (Meta) carries messages if you choose to contact us on WhatsApp.
Some of these providers store or process information outside South Africa, including in the United States. We only use providers that are bound by data protection law or contract terms that give your information a level of protection comparable to POPIA (section 72).
We may also share information with the South African Police Service, an attorney or sheriff, or an insurer where an engagement requires it, where you instruct us to, or where the law requires it.
4. How long we keep it
- Enquiries that don’t lead to an engagement: deleted within 12 months of our last contact with you.
- Client records and contracts: kept for as long as the law requires, for example five years for tax records under the Tax Administration Act, and for PSIRA record-keeping.
- Itineraries, travel and passport details: deleted or destroyed once the engagement and any follow-up are complete, unless you ask us to keep them for repeat bookings.
- Briefing subscriptions: until you unsubscribe.
5. How we protect it
Information sent through this website travels over an encrypted (HTTPS) connection. Inside the company, access is limited to the people who need it for the engagement. If we believe your personal information has been accessed without authorisation, we will notify you and the Information Regulator as POPIA section 22 requires.
6. Your rights
Under POPIA you can:
- ask whether we hold personal information about you and request a copy of it;
- ask us to correct, update or delete it;
- object to our processing it, including for direct marketing;
- withdraw your consent at any time, where we rely on consent;
- complain to the Information Regulator at inforegulator.org.za.
You can also request access to records under PAIA; see our PAIA manual. To exercise any of these rights, email info@kmvipprotection.co.za with the subject “POPIA Request”. We may need to confirm your identity before releasing or changing information, and we will respond within a reasonable time.
7. Cookies and analytics
This website does not use advertising or tracking cookies.
- Your cookie-banner choice is saved in your own browser (local storage) so the banner doesn’t appear on every visit. It contains no personal information.
- Vercel Web Analytics and Speed Insights count page views and measure loading speed without cookies and without identifying you.
- Fonts and icons load from Google Fonts and Cloudflare (cdnjs), which receive your IP address as part of delivering them.
You can clear local storage at any time in your browser settings.
8. Information Officer
Our Information Officer is responsible for POPIA compliance and for handling your requests and complaints:
- Information Officer: Mnotho Mathaba, Director (Client & Compliance)
- Email: info@kmvipprotection.co.za
- Phone: +27 11 568 9214
- Address: Suite 148, Mushroom Farm Retail Centre, Midrand, Gauteng, 1685
9. Changes to this notice
We may update this notice when our services or the law change. The effective date at the top shows when it last changed. See also our website terms of use and PAIA manual.