Legal

POPIA Compliance Notice

Last updated: January 2025

1. Introduction

This notice is provided in compliance with the Protection of Personal Information Act 4 of 2013 ("POPIA") of the Republic of South Africa. FleetOps TFMS is committed to protecting the personal information of all data subjects whose information we process.

2. Responsible Party

FleetOps TFMS is the responsible party for the processing of personal information as defined in POPIA.

  • Location: Johannesburg, South Africa
  • Email: privacy@fleetops.co.za

3. Information Officer

Our Information Officer is responsible for ensuring compliance with POPIA and can be contacted for any privacy-related queries or requests.

  • Email: privacy@fleetops.co.za

4. Categories of Personal Information Processed

We process the following categories of personal information:

4.1 Employee/Driver Information

  • Identity information (name, ID number, date of birth)
  • Contact details (phone, email, address)
  • Employment information
  • Driver's license and PDP details
  • Medical fitness certificates
  • Biometric data (where applicable for authentication)

4.2 Client/Business Information

  • Company registration details
  • Contact person information
  • Business addresses
  • Financial information (for billing)

4.3 Operational Information

  • Vehicle GPS location data
  • Delivery addresses
  • Load and cargo information
  • Electronic signatures and photos

5. Purpose of Processing

Personal information is processed for the following purposes:

  • Providing transport fleet management services
  • Managing driver compliance and certification
  • Processing and tracking deliveries
  • Generating invoices and financial reports
  • Communicating with users and clients
  • Improving our services
  • Complying with legal obligations

6. Lawful Basis for Processing

We process personal information based on:

  • Consent: Where you have given explicit consent
  • Contract: Where processing is necessary for our service agreement
  • Legal obligation: Where required by law (e.g., NRTA compliance)
  • Legitimate interest: For operational efficiency and security

7. Your Rights Under POPIA

As a data subject, you have the right to:

  • Be informed about the collection of your personal information
  • Request access to your personal information
  • Request correction of inaccurate information
  • Request deletion of your information (subject to legal requirements)
  • Object to the processing of your information
  • Submit a complaint to the Information Regulator

8. How to Exercise Your Rights

To exercise any of your rights under POPIA, please submit a request to our Information Officer at privacy@fleetops.co.za. We will respond within a reasonable time, not exceeding 30 days.

You may be required to verify your identity before we process your request.

9. Security Measures

We implement appropriate technical and organizational measures to protect personal information, including:

  • Encryption of data in transit and at rest
  • Access controls and authentication
  • Regular security assessments
  • Employee training on data protection
  • Incident response procedures

10. Cross-Border Data Transfers

Your data is primarily stored and processed in South Africa. Where data is transferred internationally (e.g., to cloud service providers), we ensure appropriate safeguards are in place as required by POPIA.

11. Information Regulator

If you believe your personal information has been processed in violation of POPIA, you have the right to lodge a complaint with the Information Regulator:

  • Website: www.inforegulator.org.za
  • Email: complaints.IR@justice.gov.za

12. Updates to This Notice

This POPIA notice may be updated from time to time. The latest version will always be available on our website with the date of last update indicated.