Privacy Policy

1. Information We Collect

Personal Information

We collect the following types of personal information when you request a quote or use our services:

• Full name
• Phone number
• Email address
• Vehicle information (brand, model, year)
• Location/address for service delivery
• Vehicle registration number (when applicable)
• Proof of ownership documents (when required)

Automatically Collected Information

When you visit our website, we automatically collect:

• IP address and browser type
• Device information
• Pages visited and time spent
• Referral source
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes:

• To provide quotes for our services
• To schedule and deliver mobile key replacement services
• To verify vehicle ownership and prevent fraud
• To communicate with you about your service request
• To send service confirmations and follow-ups
• To improve our website and services
• To comply with legal obligations
• To respond to inquiries and provide customer support

3. Legal Basis for Processing (POPIA)

Under POPIA, we process your personal information based on:

• Consent: You have given consent to process your information when submitting a quote request
• Contract: Processing is necessary to perform a contract with you (service delivery)
• Legal obligation: We must comply with South African laws and regulations
• Legitimate interests: We have legitimate business interests in providing and improving our services

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

• Service delivery: With our mobile technicians and approved partners who need the information to deliver key replacement services
• Legal requirements: When required by law, a court order, or to protect our legal rights
• Business partners: Only with your explicit consent (e.g., insurance companies for claims processing)
• Operators: With responsible parties who process information on our behalf under written agreement (e.g., email and cloud providers), bound by confidentiality

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Secure servers and encryption
• Access controls and authentication
• Regular security assessments
• Staff training on data protection
• Secure payment processing through PCI-DSS compliant providers

6. Data Retention

We retain your personal information for:

• Active customers: As long as needed to provide services
• Quote requests: 24 months from submission
• Completed services: 5 years for warranty and legal purposes
• Marketing communications: Until you unsubscribe

After these periods, we securely delete or anonymize your information.

7. Your Rights (POPIA)

You have the following rights regarding your personal information:

• Right to access: Request a copy of your personal information
• Right to correction: Request correction of inaccurate or incomplete information
• Right to deletion: Request deletion of your information (subject to legal obligations)
• Right to object: Object to processing of your information
• Right to data portability: Request transfer of your information to another provider
• Right to withdraw consent: Withdraw consent at any time

To exercise these rights, contact us at info@nationalcarkeys.co.za

8. Cookies and Tracking

Our website uses cookies and similar tracking technologies for the following purposes:

• Essential: Required for the website to function (e.g., remembering your vehicle selection and quote progress)
• Analytics & measurement: Google Ads (gtag), Google Analytics and Meta Pixel help us understand traffic and measure ad performance
• Functional: Remembering your preferences and improving your experience

Under POPIA, analytics and marketing cookies are processed based on our legitimate interests and, where applicable, your consent. You can control or disable cookies through your browser settings at any time; disabling non-essential cookies may affect some features. We do not use cookies to make decisions with legal effects about you.

9. Third-Party Links

Our website may contain links to third-party websites (e.g., payment providers, social media). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

10. International Data Transfers

Some of our service providers (e.g., cloud hosting, payment processors) may process data outside South Africa. We ensure appropriate safeguards are in place to protect your information in accordance with POPIA requirements.

11. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you are under 18, please do not submit personal information through our website.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a new "Last updated" date.

13. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Please submit access and correction requests under the Promotion of Access to Information Act (PAIA) and POPIA in writing to the Information Officer. We will respond within the statutory timeframe.

14. Complaints

If you believe your personal information has been mishandled, you have the right to lodge a complaint with the Information Regulator of South Africa: