Privacy Policy

1. Responsible Party & Information Officer

SpecSol, which develops and operates the PATROLVE platform, is the responsible party (as defined in POPIA) for the processing of personal information under this policy. We have appointed an Information Officer who is responsible for overseeing questions, requests and complaints relating to your personal information and to this policy.

2. What Personal Information We Collect

We collect and process the following categories of personal information, depending on how you interact with our platform:

• Identity & contact details: name, surname, email address, phone number, physical address.
• Account information: username, role (customer, responder, administrator, superuser), company affiliation and login credentials.
• Operational information: GPS location and tracking data, panic alert activations, incident reports, dispatch and response records, and patrol history.
• Technical information: device type, browser, IP address and device identifiers, push notification subscription tokens.
• Special personal information: location data revealing your physical location may be processed for emergency and security purposes. Special personal information is only processed with your explicit consent or where permitted under POPIA.

We do not intentionally collect information relating to children, religious or philosophical beliefs, race or ethnic origin, trade union membership, or health status, unless lawfully required in the course of an incident or security operation.

3. Why We Process Your Information (Purpose & Lawful Basis)

We process personal information for the following purposes:

• To provide, operate and manage our security patrol management platform, including login and user administration;
• To respond to and manage panic alerts, incidents and emergencies;
• To track and coordinate responders and appointed vehicles in real time;
• To communicate with you regarding your account, alerts and service updates;
• To comply with legal and regulatory obligations; and
• To improve and secure our services.

Our lawful basis for processing includes: your consent (which you may withdraw at any time), the performance of a contract (our service terms), legal obligations, and our legitimate interests in operating a fit-for-purpose security service, unless your interests and rights override those interests.

4. Consent

Where we rely on consent for processing personal information (including special personal information such as your location), we will obtain your voluntary, specific and informed consent before we process it. You may withdraw your consent at any time by contacting our Information Officer. Withdrawal of consent does not affect the lawfulness of processing that occurred before withdrawal, and may limit the services we are able to provide.

5. How We Store & Protect Your Information

We implement appropriate and reasonable technical and organisational security measures to protect your personal information against loss, damage, unauthorised access, alteration, disclosure or destruction, in accordance with section 19 of POPIA. These measures include:

• Encryption of data in transit (TLS/HTTPS);
• Secure, password-protected storage of credentials (hashed passwords);
• Access controls that restrict personal information to authorised personnel only;
• Firewall and network security controls; and
• Regular review of our security practices.

6. Retention & Deletion

We will not keep personal information for longer than is necessary to achieve the purposes for which it was collected, or as required by law. When personal information is no longer required, or the purpose for processing has been fulfilled, we will take reasonable steps to destroy or de-identify it in a secure manner, in line with section 14 of POPIA.

7. Who We Share Your Information With

We only share personal information where necessary for the purposes described in this policy, and with operators or third parties who are bound by strict confidentiality and POPIA-compliant processing agreements. These include:

• Selected and authorised responders, security officers and dispatch personnel acting within our platform;
• Technology service providers (such as hosting and infrastructure providers) who process data on our behalf; and
• Law enforcement, emergency services or regulators where required or lawfully permitted.

We do not sell your personal information.

8. Cross-Border Transfers

Where personal information is transferred to a third party in a foreign country, we will ensure that the transfer complies with section 72 of POPIA, including obtaining your consent where required or confirming that the recipient is subject to appropriate measures that protect the information.

9. Your Rights (Data Subject Rights)

Under POPIA, you have the following rights:

• Access: request a copy of the personal information we hold about you (section 23);
• Correction: request that inaccurate, misleading or incomplete information be corrected (section 24);
• Deletion: request the destruction or deletion of personal information no longer authorised or required (section 24);
• Objection: object to processing on reasonable grounds (section 11); and
• Complaint: lay a complaint with the Information Regulator if you are dissatisfied with our handling of a request.

To exercise any of these rights, please contact our Information Officer. We will respond within a reasonable time frame and in accordance with POPIA.

10. Direct Marketing

Where we send marketing communications, we will do so only where we have your consent or are entitled to do so under section 69 of POPIA. You may opt out of marketing communications at any time by using the unsubscribe facility or by contacting us directly.

11. Automated Decisions & Profiling

We do not make decisions that significantly affect you based solely on automated processing of your personal information. We will notify you where we intend to carry out profiling and provide you with the opportunity to object.

12. Cookies & Similar Technologies

Our website may use cookies and similar technologies to enhance your experience and to understand how our site is used. Where required, we will obtain your consent before placing non-essential cookies. You can manage your cookie preferences through your browser settings at any time.

13. Data Breaches

If we suspect that personal information under our control has been accessed or acquired by an unauthorised person, we will take immediate steps to contain the breach and, where required by POPIA, notify the Information Regulator and affected data subjects without undue delay.

14. Complaints to the Information Regulator

If you are not satisfied with how we handle a request or complaint, you may approach the Information Regulator directly:

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. The latest version will always be available on this page, and we will take reasonable steps to notify you of material changes.

16. Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or your personal information, please contact our Information Officer:

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