Privacy policy

Draft. This page is a starting template that has not yet been reviewed by a lawyer. The highlighted parts still need to be completed.

1. Who is responsible for your information

The responsible party under the Protection of Personal Information Act 4 of 2013 (POPIA) is [registered business name], trading as KhayaKin. Our Information Officer is [name], who can be reached at [email address] or through the contact page.

2. What we collect

From everyone: your name, email address, cellphone number, password (stored in encrypted form), and the messages, booking requests and reviews you send.

From carers: date of birth, gender, area, languages, work experience and previous jobs, skills and preferences, rates and availability, a profile photo and an optional intro video; your South African ID number or passport and work permit details, with copies of those documents; police clearance status and certificate; first aid certificate; and the names and contact details of your references.

From families: your area and the details of the position, which may include the number and ages of children in your home, pets and household details.

Automatically: a session cookie that keeps you logged in. We do not use advertising or tracking cookies.

3. Why we use it

• To create and run your account.
• To verify carers' identity and right to work before listing them.
• To show carer profiles to families, and position details to carers a family contacts.
• To send you service emails about requests, messages, interviews and document expiry. You can turn these off under Account.
• To investigate reports, keep users safe and meet our legal obligations.

We process this information with your consent, to provide the service you asked for, and where the law requires or permits it.

4. Who sees what

• ID documents, passports, permits, police clearance and first aid certificates, ID and permit numbers, and reference contact details are only seen by our verification team. Families never see them.
• A carer's public profile (first name and surname initial, photo, video, area, experience, skills, rates, reviews) is shown to logged-in users once approved.
• Phone numbers are shared between a family and a carer only after the carer accepts a request.
• A family's position details are shown to carers that family sends a request to.

We do not sell personal information. We share it with service providers only as needed to run KhayaKin: our hosting and email provider, [name, e.g. Afrihost], and OpenStreetMap, to which we send suburb and town names (never names or addresses) to work out distances.

5. Children's information

Families may tell us the number and ages of children in the home so that carers can decide whether a position suits them. We do not ask for children's names or photographs, and ask you not to include them.

6. How long we keep it

We keep your information while your account is open. When you delete your account, your profile, documents, photo, video, bookings, messages and reviews are permanently deleted. We may keep limited records where the law requires it, [state any retention periods].

7. How we protect it

Documents are stored where they cannot be opened by a direct web link and are only served to the owner and our verification team. Passwords are stored in hashed form, and the site uses encrypted (HTTPS) connections. No system is perfectly secure; if a breach affects your information, we will notify you and the Information Regulator as the law requires.

8. Your rights

Under POPIA you may ask us what information we hold about you, ask us to correct it, object to how we use it, withdraw consent, and ask us to delete it. You can edit most information yourself in the app and delete your account under Account. For anything else, contact our Information Officer.

If you are not satisfied with our response, you may complain to the Information Regulator (South Africa): inforegulator.org.za.

9. Changes

We may update this policy and will post the new version here with its date.