Privacy Policy

This Privacy Policy explains how the Botswana Government ("Government"), through the Botswana Police Service ("BPS"), uses and protects any information that you provide when using the BPS e-Services Portal ("Portal").

Government is committed to ensuring that your privacy is protected. If we ask you to provide information by which you can be identified when using this Portal, you can be assured that it will only be used in accordance with this Privacy Policy and applicable laws of the Republic of Botswana.

1. Information We Collect

Government may collect the following categories of information:

• Company names, officials' details and addresses;
• Individual names, national ID or passport details, date of birth, gender and other identity information;
• Contact information including email address, telephone numbers and mobile number;
• Demographic information such as residential address, postal address, locality and related location details;
• Information relating to specific services requested or provided, including application forms, supporting documents and correspondence;
• Biometric and special category data: Photographs, fingerprints and other biometric identifiers collected as part of police clearance, firearms licensing or identity verification processes. This data is classified as special category data and is processed only where required by law or with your explicit consent;
• Technical information such as IP address, browser type, device information and usage logs collected for security and audit purposes.

2. Why We Collect This Information

We collect and process this information to provide you with a better service, and in particular for the following reasons:

• Processing applications, requests and other services offered through the Portal;
• Service offering and delivery improvement;
• Communication relating to Government and BPS services and other activities which may be of interest to you;
• Marketing and awareness of relevant public services;
• Registry upkeep and maintenance of accurate public records as may be applicable;
• Security monitoring, fraud prevention, auditing and compliance with legal or regulatory obligations.

3. Legal Basis for Processing

We process your personal data under the following legal bases. The table below maps each processing activity to its primary lawful basis:

4. Sharing and Disclosure

Information you provide may be shared within Government ministries, departments and agencies strictly on a need-to-know basis for the purposes mentioned above. Government will not sell your personal information to third parties.

No trade secrets, intellectual property or confidential information should be shared via this Portal unless expressly requested. Where necessary for further contracting, appropriate written agreements, including Non-Disclosure Agreements, shall be signed.

5. Third-Party Data Processors

The Portal uses the following third-party systems to deliver its services. Data shared with these systems is limited to what is necessary for their function:

• Keycloak (Identity Provider): Manages authentication and user account security. Receives your login credentials and identity details.
• OneGov (Government Platform): Receives application data for processing by the relevant government departments.
• Omang Verification Service: Used to verify national ID details during registration and identity validation.
• MinIO (Document Storage): Stores uploaded documents such as photos, identity documents and supporting files securely.

6. International Data Transfers

Your personal data is primarily stored and processed within Botswana on Government-managed infrastructure. Where any data processing or storage occurs outside of Botswana (for example, through cloud-hosted components of third-party systems), BPS ensures that appropriate safeguards are in place, including contractual clauses requiring the same level of data protection as provided under Botswana law.

BPS will not transfer your personal data to a country outside Botswana unless that country provides an adequate level of data protection or appropriate safeguards have been implemented in accordance with applicable law.

7. Automated Decision-Making and Profiling

The Portal uses automated processing for identity verification (e.g., validating your Omang number against the national registry). This automated check confirms whether the identity details you provide match official records.

No fully automated decisions with legal or significant effects are made about you without human review. All application decisions (permits, clearances, licences) are reviewed and approved by authorised BPS officers. You have the right to request human intervention, express your point of view, and contest any decision that may have been informed by automated processing.

8. Biometric and Special Category Data

Certain services require the collection of biometric data, including:

• Photographs: Collected during police clearance applications, firearms licensing and identity verification.
• Fingerprints: Collected at police stations as part of clearance certificate processing.

This data is classified as special category data and receives enhanced protection:

• Collected only where required by law or with your explicit consent;
• Stored separately from general personal data with additional access controls;
• Access restricted to authorised officers on a strict need-to-know basis;
• Retained only for as long as required by the relevant statutory retention period, after which it is securely deleted.

9. Protection and Security of Information

Government is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

These measures include encrypted data transmission (TLS/HTTPS), secure token-based authentication, role-based access controls, and regular security monitoring of all Portal systems.

However, you also play an important role in protecting your information by keeping your login details confidential and notifying BPS promptly of any suspected misuse of your account.

10. Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, BPS will:

• Notify the relevant supervisory authority without undue delay and, where feasible, within 72 hours of becoming aware of the breach;
• Notify affected individuals directly where the breach is likely to result in a high risk to their rights, using the contact details held on file (email and/or SMS);
• Document all breaches, including the facts, effects, and remedial actions taken, regardless of whether notification is required.

11. Data Retention

Information will be retained only for as long as is necessary to fulfil the purposes for which it was collected. The following retention periods apply:

12. Children's Data

The Portal is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you are under 18, you must have a parent or legal guardian submit any application on your behalf.

If we become aware that personal data has been collected from a child without appropriate parental or guardian consent, we will take steps to delete that data promptly. If you believe a child's data has been submitted without proper authorisation, please contact the Data Protection Officer.

13. Cookies and Usage Data

The Portal uses essential cookies for authentication and CSRF protection. We do not currently use analytics or marketing cookies. You can manage your cookie preferences at any time via the "Cookie Settings" link in the portal footer. For full details, see our Cookie Policy.

14. Your Data Rights

Subject to applicable law, you have the right to access, rectify, erase, restrict processing of, and port your personal data, as well as the right to object to processing and withdraw consent.

To exercise any of these rights, please email the Data Protection Officer at dpo@police.gov.bw. We will respond to your request within 30 days. For full details on each right and how to exercise them, see our Data Subject Rights page.

15. Data Protection Officer

For any questions, concerns or requests regarding your personal data, please contact the BPS Data Protection Officer:

• Email: dpo@police.gov.bw
• Post: Data Protection Officer, Botswana Police Service, Police Headquarters, Gaborone, Botswana
• Phone: 3605423

16. Changes to this Privacy Policy

Government may change this Privacy Policy from time to time as may be necessary. Any changes will be posted on this page with a revised effective date. Where changes are significant, we will make reasonable efforts to notify registered users by email. Your continued use of the Portal after such changes have been posted will constitute your acceptance of the updated Privacy Policy.

17. Effective Date

This Privacy Policy is effective from 23 February 2026. Continued use of the Portal following updates indicates that you have carefully read, understood and agreed to the terms and conditions of this Privacy Policy and Disclaimer notice.

This Policy shall be binding upon you and, where applicable, your heirs, successors, representatives and assigns.