Key takeaways
- 01Anyone with keys, gate codes or unsupervised access should be checked before they start.
- 02Always get the person's written consent first. Criminal history is special personal information under POPIA.
- 03A private criminal check is fast, but it is not a SAPS Police Clearance Certificate.
- 04For security guards, a criminal check does not replace a PSIRA registration check. Do both.
In this article
Think about who has the keys to your site. Security guards, cleaners, gardeners, maintenance contractors, drivers and office staff often have keys, gate codes, alarm codes or time on their own at your property. A quick background check before they start helps you confirm that they are who they say they are, and whether they have a criminal record. This guide explains how it works in South Africa, in plain language.
It is written for estate managers, body corporates, property and facility managers, business owners and households in Cape Town, the Western Cape and Gauteng.
Who should be checked?
A simple rule works best: check everyone who gets access.
- Security guards, because they control your gates and know your routines.
- Domestic workers and gardeners who work in your home or estate.
- Cleaners and maintenance contractors with keys or after-hours access.
- Drivers and staff who handle stock, cash or vehicles.
- Office staff with access to systems, codes or sensitive information.
What a background check can include
| Check | What it tells you | Who it suits |
|---|---|---|
| ID verification | The person matches their ID document | Every new hire or contractor |
| Criminal record check | Whether a criminal record shows up | Anyone with keys, codes or access |
| PSIRA registration | The guard is registered, and at what grade | Every security guard |
| References | How they worked and behaved before | Most roles |
| Qualifications | Their certificates are real | Roles that need training |
For security guards, the PSIRA check is not optional. Every security guard must be registered with PSIRA, the Private Security Industry Regulatory Authority. Our guide on how to verify PSIRA registration shows you how.
Private check or police clearance: what's the difference?
There are two kinds of checks, and they are used for different things:
- A private criminal check is a background check done through a screening provider. It is quick and is commonly used by employers when hiring.
- A SAPS Police Clearance Certificate is an official certificate issued by the South African Police Service. It is usually needed for things like visas or work permits, and you apply for it through the police.
Consent and POPIA: do it properly
The Protection of Personal Information Act (POPIA) treats information about a person's criminal behaviour as special personal information. Section 26(b) prohibits processing it — specifically where it relates to the alleged commission of an offence, or to proceedings in respect of an alleged offence and how they were disposed of. Section 27(1)(a) then lifts that prohibition where the processing is carried out with the data subject's consent.
That is why consent is the practical foundation of any screening policy. In practice it means:
- Tell the person, before the check, exactly what you will check and why.
- Get their consent in writing.
- Only let the people who need the result see it.
- Store the result safely and do not keep it for longer than you need it.
A background check should never be a surprise. Tell people at the start that the role requires one.
This is general guidance, not legal advice. If you are setting up a screening policy for a large team, speak to a labour or data protection lawyer.
How to book a check with JBA Security
You can book a criminal check or ID verification online. It takes a few minutes:
- Choose the service you need.
- Choose the booking type: for yourself, for a group, or an on-site call-out.
- Pick a date and time for the appointment.
- Fill in the person's details, with their full names exactly as they appear on their ID.
- Pay securely online. Your slot is held while you pay.
- Get your confirmation by email, with a booking reference and a link to manage the booking.
The person being checked must bring their original ID document: a green barcoded ID book or a smart ID card.
Services and turnaround times
| Service | Price | Approximate turnaround |
|---|---|---|
| ID verification (in person at a JBA office) | R149 | Same day, depending on the provider |
| Standard criminal check | R349 | 24 to 48 business hours |
| Priority criminal check | R449 | 3 to 5 business hours |
| Express criminal check | R599 | About 2 business hours |
Prices and turnaround times as shown on our booking page, and may be updated. Turnaround depends on the screening provider's systems and is not guaranteed.
Need to check a whole team? We offer group bookings with volume pricing, and on-site call-outs where we come to your premises. Ask us for a quote.
A simple screening process
- Decide which roles need which checks, and write it down.
- Tell candidates early, in the job advert or at the interview.
- Get written consent and a copy of their ID. For guards, note their PSIRA number.
- Book the check and choose the turnaround you need.
- Decide fairly. Ask whether anything that comes up is actually relevant to the job, and record your decision.
- Check again if someone moves into a role with more access.
Sources
Reviewed on 27 October 2026. The POPIA position comes from the Protection of Personal Information Act 4 of 2013, sections 26 and 27. Prices and turnaround times are those shown on our own booking page on the review date and may change. PSIRA registration requirements are covered in our PSIRA verification guide. This page is general guidance, not legal advice.
How JBA Security approaches this
JBA Security has been in operation since 2008 and is registered with PSIRA (1685942). Our director, Johan Brits, served 23 years in the South African Police Service, and checking the people who protect your site is part of how we work.
We screen our own guards and check their PSIRA registration and grades. We also offer criminal checks and ID verification to estates, businesses and households who want to screen their own staff and contractors. Learn more about our security guarding services.
Book a check or talk to us
Book a criminal check online today. If you need help with wider site security, request a quote or book a free site assessment, or call us on 082 765 0908.
Frequently asked questions
Do I need someone's consent to run a criminal record check?
Yes. Criminal history is special personal information under POPIA, so get the person's written consent first and explain what you are checking and why.
How much does a criminal record check cost?
On our booking page, ID verification is R149, a standard criminal check is R349, a priority check is R449 and an express check is R599. Prices may be updated.
Is your criminal check the same as a police clearance certificate?
No. Our checks are private screening checks. A SAPS Police Clearance Certificate is an official document you apply for through the South African Police Service.
Is PSIRA registration the same as a criminal check?
No. PSIRA registration shows that a guard is registered and at which grade. A criminal check is separate. For security guards, do both.
What does the person need to bring?
Their original ID document: a green barcoded ID book or a smart ID card.
About JBA Security
JBA Security is a locally owned, PSIRA-registered (1685942) security company protecting estates, business parks, industrial and development sites across the Western Cape and Gauteng since 2008. The business is led by director Johan Brits, who served 23 years in the South African Police Service.
Old-school discipline. Modern security technology.
