Privacy Policy

Khaya Solutions ("we", "us", "our") respects your privacy and is committed to protecting your personal information. This policy explains what we collect, why, how we keep it safe, and your rights under the Protection of Personal Information Act, 2013 (POPIA). By registering with Khaya Solutions or using our services, you agree to this policy.

1. Information we collect

From workers

• Name, contact details (phone, WhatsApp, email) and area/suburb
• SA ID number and a copy of your ID (collected securely at the vetting stage)
• Work type, experience, availability, languages and references
• Criminal-record check results, ID-verification results and qualifications
• Ratings, reviews, work history and attendance on the platform

From employers

• Name, contact details and home/work address
• Details of the help you need and any household information you choose to share
• Payment and billing information (handled by our payment partners)

Automatically

• Basic device and usage information to keep the service working and secure.

2. Why we collect it (lawful basis)

Under POPIA we only process your information where we have a lawful basis:

• Your consent — for vetting, background checks and marketing.
• To perform a contract — to match, place and support you.
• Legal obligation — to comply with labour and tax law.
• Legitimate interest — to keep the platform safe and prevent fraud.

We follow POPIA's principle of minimality: we only collect what we genuinely need.

3. Consent & background checks

A criminal record is "special personal information" under POPIA, so we ask for your explicit, separate consent before running a check. With your consent, we (or our accredited partners) may:

• Run a criminal-record check through AFISwitch against the SAPS database;
• Verify your identity with the Department of Home Affairs;
• Check the National Register for Sex Offenders (for childcare roles);
• Contact the references you provide.

You may withdraw your consent at any time (see Your rights), though this may mean we can no longer verify or place you.

4. How we use your information

• To verify and vet you, and build your trusted profile
• To match workers and employers and arrange placements
• To generate BCEA-compliant contracts and support placements
• To communicate with you about your account, matches and (with consent) opportunities
• To handle ratings, reviews and resolve disputes

5. Who we share it with

We share your information only as needed to provide the service:

• Accredited screening partners (e.g. AFISwitch and our background-check provider) to run your checks;
• Matched employers or workers — only the details needed to consider and arrange a placement;
• Payment and payroll partners to process payments securely;
• Authorities and regulators where the law requires it.

We never sell your personal information, and we never take a cut of a worker's wages.

What a potential employer sees about you (workers)

When we suggest you for a placement, an employer does not receive your full file. Your trusted profile is shared in two stages:

• Before you accept — your first name, work type and experience, general area (your suburb, never your home address), languages, availability, your verification badges (such as "ID verified" and "Background checked") and your ratings and reviews. This is enough for an employer to decide whether they'd like to connect with you.
• Only after you accept a connection — the contact details needed to arrange the work (such as your phone or WhatsApp number) and any documents required for your BCEA employment contract.

What we never hand over to an employer: your SA ID number, a copy of your ID document, or the raw results of your criminal-record check. An employer only sees that you passed our vetting — a pass badge and the date — never the underlying report or its details.

You stay in control. Your contact details are released only once you agree to connect with a specific employer, and you can decline a match or stop sharing at any time. Every employer must agree to use your information solely to consider and arrange a placement — never to re-share it, publish it, or use it for any other purpose.

6. How we keep it safe

• Sensitive documents (like ID copies) are collected through secure channels — never plain email — and stored with restricted, encrypted access.
• Access to personal information is limited to staff who need it.
• We use reputable, secure service providers and review our security regularly.

7. How long we keep it

We keep your information only as long as needed for the purposes above, or as the law requires. If you ask us to delete your data and we have no legal reason to keep it, we will.

8. Your rights

Under POPIA you have the right to:

• Ask what personal information we hold about you;
• Ask us to correct or update it;
• Ask us to delete it (where we have no legal reason to keep it);
• Object to how we use it, and withdraw your consent;
• Lodge a complaint with the Information Regulator.

To exercise any of these, email us at privacy@khayasolutions.co.za.

9. Children's information

Where a placement involves children, we process the minimum information needed to keep them safe (such as ages and care needs), provided by the responsible parent or guardian. Childcare workers undergo enhanced vetting, including the National Register for Sex Offenders.

10. Contact & complaints

Questions about your privacy? Contact our Information Officer at privacy@khayasolutions.co.za.