How we handle your personal information

Who we are

KeyCom Promotions is the app the promotions agency that engages you uses to run its campaigns. The agency is responsible for the personal information it collects about you.

What we collect

• Your name, email address and phone number.
• Your ID or work-permit number, date of birth and nationality.
• The general area you live in, not your street address.
• Your bank details.
• Photos of you: a face photo, a full-body photo and a photo of your ID document.
• Your shifts: when you check in and out, where you were at those moments, your in-store reports and the photos you take in store.
• Notes from agency staff who visit stores during shifts: whether you were there, in uniform and working. These form part of your attendance record.
• When you sign in to the app.

We record your location only when you check in, check out or send a report. The app never tracks you in the background.

Why we collect it

• To check that you may work and to pay you.
• To offer you shifts near where you live and to schedule them.
• To show our clients that their campaigns ran as agreed.
• To keep the app and your information secure.

What you must give us

Your name, contact details, ID or work-permit number, date of birth, nationality and bank details are required. Without them we cannot engage or pay you. The law requires some of them, for example for tax and immigration. Check-ins, reports and photos are part of the work on a shift.

Who receives it

• Agency operations and finance staff, each seeing only what their work needs. Only finance staff can see your bank details.
• Agency staff who visit stores during shifts.
• Our clients, who receive campaign reports with photos that agency staff have reviewed.
• 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 work with us, and afterwards only as long as the law or a dispute requires, for example payment records for tax. Sign-in codes are deleted within a day. 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. We respond within 30 days.

Complaints

If you are unhappy with how we handle your information, you may complain to the Information Regulator. Its website, inforegulator.org.za, explains how to lodge a complaint.

Information Officer

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