Privacy Notice

Who we are

Keystone ([CONFIRM: registered company name], registration number [CONFIRM: CIPC registration number]) is the responsible party for the personal information described in this notice. We provide insurance claims support services — independent assessing, insurance replacements, repairs and related claims handling — to insurers, brokers, UMAs and individual policyholders in South Africa.

We operate across Gauteng and Western Cape. You can reach us on 087 265 2635 or info@keycs.co.za.

What information we collect

When you complete the enquiry form on this website, we collect:

• Your name and whether you are enquiring as a partner or an individual policyholder
• Your email address and, if you provide it, your phone number
• Your company or insurer, where relevant
• The enquiry type you select
• Anything you choose to write in the message field

The message field is free text, so it may contain details about a claim — what was damaged, lost or stolen, and the circumstances involved. Please share only what is needed for us to help you. Do not send your ID number, banking details or medical information through this form. If we need those to progress a claim, we will ask for them through a secure channel.

This website does not use cookies, analytics or advertising trackers. We do not build profiles of visitors, and nothing about your visit is recorded unless you submit the form.

Why we use it, and on what basis

We use the information you send us to:

• Respond to your enquiry and answer your questions
• Assess, process and progress a claim, where that is what you have asked for
• Coordinate with your insurer, broker or UMA to resolve the matter
• Meet our legal, regulatory and record-keeping obligations

We rely on the lawful bases in section 11 of POPIA — principally that processing is necessary to conclude or perform under a contract with you, to pursue our legitimate interests in responding to enquiries, and to comply with the law. We do not use your information for marketing unless you ask us to, and we never sell it.

Who we share it with

We share personal information only where it is necessary:

• Insurers, brokers and UMAs — where they are a party to your claim or instructed us on it
• Suppliers and assessors — the repairers, replacement suppliers and qualified assessors carrying out work on a claim
• Our service providers (operators) — including the form provider described below, and our email and IT providers
• Regulators, auditors and law enforcement — where we are legally required to disclose

We require operators acting for us to process personal information only on our instructions and to keep it confidential and secure, as POPIA requires.

Information sent outside South Africa

The enquiry form on this website is delivered by Web3Forms, a third-party form service whose servers are located outside South Africa. When you submit the form, the details you entered pass through that service before reaching our inbox. This is a cross-border transfer under section 72 of POPIA.

The service acts as an operator on our behalf and passes the message on without using it for its own purposes. If you would rather not have your information handled this way, you are welcome to contact us directly on 087 265 2635 or info@keycs.co.za instead of using the form.

How long we keep it

We keep enquiry and claim records for [CONFIRM: e.g. 5 years after the matter is closed], or for longer where a law, a regulator or an insurer's requirements oblige us to. When a record is no longer needed, we delete or de-identify it.

How we protect it

We take reasonable technical and organisational steps to protect personal information against loss, unlawful access and misuse. This website is served over an encrypted HTTPS connection, and access to enquiry records is limited to the people who need it to do their work. No system is completely secure, but if a breach affects your information we will notify you and the Information Regulator as POPIA requires.

Your rights

Under POPIA you have the right to:

• Ask what personal information we hold about you, and request a copy
• Ask us to correct or delete information that is wrong, misleading or excessive
• Object to our processing of your information on reasonable grounds
• Withdraw consent, where we relied on your consent
• Complain to the Information Regulator

To exercise any of these, contact our Information Officer, [CONFIRM: Information Officer name], at [CONFIRM: e.g. privacy@keycs.co.za]. We may need to verify your identity before we act on a request. Some requests are made using the prescribed forms under the Promotion of Access to Information Act (PAIA) — we will tell you if that applies and help you with it.

Complaining to the Information Regulator

If you are not satisfied with how we have handled your personal information, you may lodge a complaint with the Information Regulator of South Africa. Their current contact details and complaint forms are published at inforegulator.org.za. We would appreciate the chance to put things right first, so please consider contacting our Information Officer before escalating.

Changes to this notice

We may update this notice as our services or the law change. The current version always appears on this page, with the date it was last updated shown at the top.