Privacy Policy

Effective Date: May 2025

EBS Security Group (“EBS”, “we”, “us”, or “our”) is committed to protecting the privacy of individuals and handling personal information responsibly and in accordance with South Africa’s Protection of Personal Information Act (POPIA) and, where applicable, international privacy standards such as the General Data Protection Regulation (GDPR).

This Privacy Policy outlines how we collect, use, share, and safeguard your personal data when you interact with us.

1. What This Policy Covers

This policy applies to:

  • All visitors to our website

  • Our clients, service providers, and prospective clients

  • Anyone who communicates with us via forms, email, phone, or social media

  • Recipients of our marketing communications

2. What Personal Information We Collect

We may collect the following types of personal data:

  • Identity Data: Full name, ID/passport number, date of birth

  • Contact Data: Phone number, email address, physical and postal address

  • Technical Data: IP address, browser type, operating system, device identifiers

  • Usage Data: Webpage interactions, time spent on pages, navigation paths

  • Marketing Preferences: Communication consents and preferences

We do not knowingly collect or process sensitive personal data (e.g. religious beliefs, health information) unless required by law.

3. How We Collect Your Information

We collect personal information in the following ways:

  • Directly from you via contact forms, emails, phone calls, or face-to-face meetings

  • Automatically via website cookies and analytics tracking tools

  • From publicly available sources or third-party platforms (e.g. LinkedIn, Google)

4. Why We Collect Your Data (Purposes)

We use your personal data to:

  • Provide you with requested services, quotations, and proposals

  • Respond to inquiries and support requests

  • Conduct risk assessments and manage client relationships

  • Send service alerts, updates, and newsletters (if you opt in)

  • Improve our website functionality, performance, and security

  • Comply with applicable legal and regulatory obligations

5. Legal Basis for Processing

We process your personal data based on:

  • Consent – where you’ve opted in to communications

  • Contract – to perform or prepare to enter into a service agreement

  • Legal Obligation – to meet regulatory or audit requirements

  • Legitimate Interest – to provide security services and improve client engagement

6. Who We Share Your Data With

We may share your personal data with:

  • IT and analytics service providers who support our systems

  • Payment processors and accounting platforms

  • Professional advisors such as auditors or legal consultants

  • Law enforcement or regulators when required by law

All third parties are contractually bound to maintain the confidentiality and security of your information.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes we collected it for:

  • Client, financial, and legal records: up to 7 years

  • Marketing data: until you opt out or request deletion

  • Website analytics: up to 2 years

Once data is no longer needed, it is securely deleted or anonymised.

8. How We Protect Your Data

We use industry-standard technical and organisational measures to protect your personal data, including:

  • SSL encryption for all data transmitted via our website

  • Firewalls, access controls, and intrusion-detection systems

  • Role-based access and multi-factor authentication for internal systems

  • Regular security assessments and system backups

9. Cookies and Tracking Technologies

Our website uses cookies to:

  • Ensure site functionality

  • Analyse traffic via tools like Google Analytics

  • Improve user experience

  • Support targeted advertising (with your consent)

You can manage your cookie preferences through your browser or the banner on our website.

10. Your Rights

Under POPIA and GDPR, you have the right to:

  • Access the personal data we hold about you

  • Correct inaccurate or outdated data

  • Request deletion of your data

  • Object to processing or restrict its use

  • Withdraw consent at any time (where applicable)

  • Lodge a complaint with the Information Regulator

To exercise your rights, please contact us using the details below.

11. Contact Us

If you have any questions, concerns, or data-related requests, please contact:

Data Protection Officer
EBS Security Group

1040 Clifton Avenue, Lyttelton Ext 3, Centurion, 0157

📧 info@ebssecurity.co.za

📞 012 667 1003

12. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website. Please review it regularly to stay informed about how we are protecting your information.