Effective Date: 8 October 2025
Who We Are
Matlotlo SACCOS is a member-owned financial cooperative exclusively serving employees of the Ministry of Finance and Development Planning in Botswana. Our website address is: matlotlosaccos.co.bw
We are committed to protecting the privacy and security of our members’ personal information in accordance with Botswana’s data protection laws and international best practices.
What Personal Data We Collect and Why
Membership Applications When you apply for membership, we collect:
- Full name and contact details (phone, email, physical address)
- Ministry employee number and department
- Salary information for loan eligibility assessment
- Bank account details for transactions
- National identity or passport number for verification
This information is required to process your membership application, verify your eligibility as a Ministry of Finance and Development Planning employee, and facilitate salary-integrated loan repayments.
Loan Applications For loan applications, we collect:
- Employment history and current position
- Salary details and payroll information
- Credit history and existing financial obligations
- Purpose of loan
- Emergency contact information
This data enables us to assess loan eligibility, determine appropriate loan amounts, and facilitate salary deduction arrangements with the Ministry payroll system.
Member Account Management When you access mySACCOS Online, we collect:
- Login credentials
- Transaction history
- Account balance information
- Device and browser information for security purposes
- IP address and access logs
This information is necessary to provide secure online access to your account, process transactions, and protect against unauthorized access.
Website Contact Forms When you submit inquiries through our website, we collect:
- Name and email address
- Phone number (optional)
- Message content
- IP address (for spam protection)
We use this information solely to respond to your inquiry and improve our member services.
Cookies Our website uses cookies to:
- Maintain your login session on mySACCOS Online
- Remember your preferences
- Analyze website traffic and usage patterns
- Enhance security
You can control cookie settings through your browser, though disabling certain cookies may limit website functionality.
Legal Basis for Processing
We process your personal data under the following legal bases:
- Contractual necessity: To fulfill our obligations as your financial cooperative
- Legal compliance: To meet regulatory requirements from NBFIRA (Non-Bank Financial Institutions Regulatory Authority) and other government bodies
- Legitimate interests: To prevent fraud, ensure security, and improve our services
- Consent: Where you have provided explicit consent for specific processing activities
Who We Share Data With
We may share your information with:
Ministry of Finance and Development Planning
- For salary deduction processing and employment verification
NBFIRA and Government Regulators
- To comply with regulatory reporting requirements
Credit Reference Bureaus
- For credit assessment purposes (with your consent)
Auditors and Legal Advisors
- To maintain institutional compliance and accountability
Service Providers
- Technology providers who support mySACCOS Online and our digital infrastructure (under strict confidentiality agreements)
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
Data Security
We implement robust security measures to protect your information:
- Encrypted data transmission (SSL/TLS)
- Secure password-protected systems
- Restricted access to personal data (employees only on need-to-know basis)
- Regular security audits and updates
- Secure physical storage of documents at our offices
Despite our best efforts, no system is completely secure. We encourage members to protect their login credentials and report any suspicious activity immediately.
How Long We Retain Your Data
We retain your personal data in accordance with regulatory requirements and operational needs:
- Active member records: Duration of membership plus 7 years
- Loan records: Duration of loan plus 7 years after final repayment
- Transaction records: 7 years from transaction date
- Membership applications (unsuccessful): 2 years
- Website inquiry forms: 2 years
- Audit and compliance records: As required by NBFIRA regulations
After retention periods expire, we securely delete or anonymize your data.
Your Rights
As a member or website visitor, you have the right to:
- Access: Request a copy of the personal data we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your data (subject to legal and regulatory retention requirements)
- Restriction: Request limitation on how we process your data
- Objection: Object to certain processing activities
- Data Portability: Request transfer of your data to another organization (where technically feasible)
- Withdraw Consent: Withdraw previously given consent for specific processing activities
To exercise these rights, please contact us at:
- Email: info@matlotlosaccos.co.bw
- Phone: 3950358 / 3989994
- In person at our office during business hours
We will respond to your request within 30 days.
Member Account Closure
If you wish to close your membership, we will retain certain records as required by law and for audit purposes, but will cease active processing of your personal data for service delivery.
Children’s Privacy
Our services are designed for adult Ministry employees. We do not knowingly collect information from individuals under 18 years of age.
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Significant changes will be communicated through:
- Email notification to members
- Notice on our website
- Announcement at our offices
The “Effective Date” at the top of this policy indicates when it was last revised.
Complaints
If you believe we have not handled your personal data appropriately, you may:
- Contact us directly to resolve the issue
- File a complaint with Botswana’s data protection authority (if applicable)
- Raise concerns with NBFIRA regarding financial institution data handling
Contact Us
For questions about this Privacy Policy or our data practices:
Matlotlo SACCOS
Email: info@matlotlosaccos.co.bw
Phone: 3950358 / 3989994
Office: [Physical Address]
Matlotlo kobotlo ya me — Your trust is our most precious responsibility.