How we handle staff personal information

Who this is for

This notice is for agency staff who use KeyCom Promotions. The agency is responsible for the personal information it keeps about you.

What we collect

• Your name, work email address and, if you give it, your phone number.
• Your role in the app.
• When you sign in, the kind of browser you use and a coded form of your network address.
• Your second-factor setup, for staff who use the operations portal.
• A record of what you view and change in the app.
• For staff who visit stores: the visits you record and the photos you take.

Why we collect it

To give you access to the tools your work needs, to keep the app secure and to show who did what. Your name and work email address are required to give you access.

Who receives it

Agency administrators, and the providers who run the app for us: Hetzner, which hosts our servers and storage in Germany, in the EU; Resend, which sends our emails from the United States; and Coolify Cloud's operator, whose service manages our server. This means your information is stored and processed outside South Africa.

How long we keep it

We keep your information while you have access, and afterwards as long as security and audit records require. When we delete information, it is also removed from our backups within 30 days.

Your rights

You may ask to see the information we hold about you, ask us to correct it or delete it, and object to how we use it. Make a privacy request in the app or contact the Information Officer. If you are unhappy with how we handle your information, you may complain to the Information Regulator; its website, inforegulator.org.za, explains how.

Information Officer

The Information Officer's details are being set up. Until then, contact operations.