Privacy Policy

Nyandeni Holdings Security Services (Pty) Ltd ("Nyandeni Holdings," "we," "us") is the responsible party for the personal information described in this policy, as defined by the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what we collect through this website, why, and what rights you have over it.

1. Who we are

Nyandeni Holdings Security Services (Pty) Ltd, registered address 1109 J. Mahomed Street, Brooklyn, Pretoria, 0181, South Africa. Company registration number: [insert CIPC company registration number]. PSIRA registration number: [insert PSIRA registration number].

2. Information we collect

We collect personal information you give us directly, principally through the "Request a Free Assessment" form on our Contact page:

• Full name
• Phone number
• Email address
• The service you are enquiring about and any details you choose to share about your site, property or security needs

If you call, WhatsApp or email us directly, we collect whatever information you share with us in that conversation. We do not knowingly collect information through this website beyond what is described above — this site does not currently run analytics, advertising pixels or non-essential cookies. If that changes in future (for example, if we add website analytics), we will update this policy accordingly.

3. Staff & HR information (Staff Portal)

Our Staff Portal lets employees submit certain HR documents and leave applications online. This is a separate, additional category of processing from the general enquiry information described in Section 2, and because it involves our own employees rather than members of the public, it deserves its own explanation.

What we collect there: full name, staff number, job scope/division, and — depending on which form is used — either an attached document (proof of address, PSIRA registration certificate, training/qualification certificate, certified ID copy, firearm competency certificate, medical/fitness certificate, or signed contract/appointment letter) or leave details (leave type, start/end dates, supervisor, shift-cover arrangements, and an optional supporting document).

How this is protected: the Staff Portal requires a real per-person login — your own staff number and a private passphrase that only you know, set and changed by you — rather than a single code shared across all staff. Because each submission is tied to an individually verified staff member rather than anyone who knows a shared code, the portal is able to accept sensitive identity and compliance documents, including certified ID copies, firearm competency certificates and medical/fitness certificates, directly through the document-upload form. Staff are welcome to hand any of these documents to HR directly instead, if they'd prefer not to upload them.

Special personal information: a medical/fitness certificate — whether uploaded through the document form or attached to a leave application (South African labour law requires one for sick leave beyond two consecutive days) — is special personal information under POPIA Section 26. We only process it for the purpose it was submitted for (a PSIRA/employment compliance record, or administering a specific leave request) — it is not used for any other purpose, and a staff member may instead hand a medical certificate to HR directly if they'd rather not upload it here.

Purpose and legal basis: we process staff/HR information to administer employment records, process leave applications, and meet our record-keeping obligations under the Basic Conditions of Employment Act, the Labour Relations Act, and PSIRA's requirements of registered security service providers. Our legal basis is the employment contract, our legal obligations as an employer, your explicit consent (given via the consent checkbox on each form), and — for any health information — your explicit separate consent to that specific processing.

Retention: staff/HR records are kept for the duration of employment plus whatever period applicable labour and tax legislation requires afterwards, which may be longer than the 24-month enquiry retention described in Section 6 for general public enquiries.

Who has access: these submissions go to our HR team's and management's email inboxes (info@nyandeniholdings.co.za for documents, hr@nyandeniholdings.co.za for leave applications), sent directly by our own website server rather than through any third-party form-delivery service — see Section 5.

4. Why we process your information

We use your information to:

• Respond to your enquiry and provide a security risk assessment or quote
• Communicate with you about our services, by phone, email or WhatsApp
• Prepare and manage a service agreement, if you go on to become a client
• Meet our legal and regulatory obligations, including under the Private Security Industry Regulation Act 56 of 2001 and PSIRA's requirements of registered security service providers

Our legal basis for this processing is your consent (given when you submit the form), the steps needed to enter into a contract with you at your request, and our legitimate business interest in responding to enquiries about our services.

5. Sharing your information

We do not sell or rent your personal information. We share it only where necessary:

• Our own website server — the Contact form, Staff Portal and leave application are all delivered by software running on our own web hosting account, which emails your submission straight to our inbox. We do not use a third-party form-delivery service for this: your information is not transferred to, or processed by, any outside company as part of submitting these forms, and it does not leave South Africa in the process.
• Regulatory bodies such as PSIRA, where required by law.
• Professional advisors (e.g. our auditors or attorneys), bound by confidentiality, where necessary.

6. How long we keep it

We retain enquiry information for as long as reasonably needed to respond to you and, if you become a client, for the duration of our contractual relationship plus the period required by law (including tax and PSIRA record-keeping requirements). Enquiries that do not result in a contract are retained for no longer than 24 months before being deleted.

7. Security of your information

We take reasonable technical and organisational measures to protect your personal information against loss, unauthorised access, alteration or disclosure, consistent with POPIA's Condition 7 (Security Safeguards). No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

8. Your rights under POPIA

You have the right to:

• Request confirmation of whether we hold personal information about you, and access to it
• Request correction of inaccurate, incomplete or outdated information
• Request that we delete or destroy personal information we are no longer authorised to hold
• Object to the processing of your personal information, on reasonable grounds
• Withdraw consent previously given, at any time
• Lodge a complaint with the Information Regulator (South Africa) if you believe we have processed your information unlawfully

To exercise any of these rights, contact us at info@nyandeniholdings.co.za.

9. Cookies

This website does not set non-essential cookies or tracking technologies. If we introduce tools that use cookies in future (such as analytics), we will update this section and, where required, ask for your consent first.

10. Children's information

Our services and this website are directed at businesses and adults. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this policy from time to time as our website, services or the law change. The date at the top of this page shows when it was last revised.

12. Contact us

For any privacy-related question or request, contact Nyandeni Holdings at info@nyandeniholdings.co.za or call 010 065 3264.