2.1. The POPI Act defines “Personal Information” as identifiable information in respect of a Data Subject which includes:

2.1.1. information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, wellbeing, disability, religion, conscience, belief, culture, language and birth of the person;

2.1.2. information relating to the education or the medical, financial, criminal or employment history of the person;

2.1.3. any identifying number, symbol, email address, physical address, telephone number, location information, online identifier or other particular assignment to the person;

2.1.4. the biometric information of the person;

2.1.5. the personal opinions, views or preferences of the person;

2.1.6. correspondence sent by the person that is implicitly or explicitly of a private or confidential nature or further correspondence that would reveal the contents of the original correspondence;

2.1.7. the views or opinions of another individual about the person; and

2.1.8. the name of the person if it appears with other Personal Information relating to the person or if the disclosure of the name itself would reveal information about the person.

2.2. We do not collect all categories of Personal Information. We only collect the Personal Information we need for our specific business purposes.

We collect Personal Information directly from you and via our Website/s.

3.1. Customers: We collect your Personal Information directly from you when you contact us by phone, email, social media or in person at one of our stores in relation to our products or services; general queries or complaints or when you respond to any marketing campaigns including Personal Information collected includes your name, surname, email address and telephone number. We may also collect and/or update your Personal Information from Baker Street Data Sciences and Analytics (Pty) Ltd where your Personal Information is incomplete in order to enrich and improve the quality of that Personal Information.

3.2. Drivers and car owners: We collect Personal Information about the driver and owner of a vehicle that is brought to one of our stores in order to perform an inspection or assessment of a vehicle and to provide products and/or services purchased from us. Personal Information processed includes the driver and/or vehicle owner’s name, email address, telephone number, identity number, insurance details, vehicle details including vehicle photographs, vehicle registration number, vehicle license number, and VIN number of the vehicle.

3.3. Credit applicants: We collect your Personal Information when you complete a credit application form, including your name, trading name, company  registration number, identity number, VAT number, postal, delivery and physical address details, your telephone numbers, fax numbers, email address and banking In the case where the credit applicant is a company, we also request you to provide the Personal Information of third parties such as your landlord, your shareholder(s), your auditor/accounting officer, your directors/trustees/partners/members/owners details. In all instances we may request the surety’s details, where applicable. We also collect Personal Information from third parties (including credit bureaus).

3.4. Policyholders: We collect your Personal Information for and on behalf of:

3.4.1. Hollard Insurance Company Limited (“Hollard”) and/or MotoVantage Holdings (Pty) Ltd (“MotoVantage”), which we share with Hollard and/or MotoVantage in relation to the X-Sure policy you have taken out, including your name, your telephone numbers, email address, and vehicle registration number. We collect this Personal Information when you apply for a Hollard insurance product or when you make a claim in respect of a Hollard and/or MotoVantage insurance product at one of our stores. Please review Hollard’s and or MotoVantage’s privacy information for further information regarding how each of them processes your Personal Information.

3.4.2. Road Protect (Pty) Ltd (“Road Protect”) and/or Infrasonic (Pty) Ltd (“Infrasonic”) in relation to the Tiger Advantage Plus policy you have taken out including your name, your telephone numbers, email address, and vehicle registration number. We collect this Personal Information when you apply for a Road Protect and/or Infrasonic insurance product or when you make a claim in respect of a Road Protect and/or Infrasonic insurance product at one of our stores. Please review Road Protect’s and/or Infrasonic’s privacy information for further information regarding how each of them processes your Personal Information.

3.5. Suppliers: The Personal Information collected includes your bank account details, address, points of shipment, telephone number, email addresses and details of contact persons within your business.

3.6. Job applicants: We collect Personal Information directly from you, from third parties (such as verification agencies and recruitment agencies) and from public records (such as LinkedIn). This Personal Information includes any Personal Information you have supplied on your job application form, in your CV, during your interview with us, your academic history and records. Criminal record verification will only be conducted with your prior written consent.

3.7. Employees: We collect and process your Personal Information when you are on-boarded as an This includes your name, tax details, email address, telephone numbers, physical address, trade union membership details (with your prior written consent), and bank details. In certain instances we may request you to provide the Personal Information of your friends or family (e.g. your next of kin) who can be contacted in the case of an emergency. We also collect and share the Personal Information required by the provident or pension fund administrator and medical aid scheme administrator and funeral fund administrator in terms of their respective requirements. Please refer to the relevant privacy information of the provident/pension fund administrator and medical aid scheme and funeral fund for further information regarding how they process your Personal Information.

3.8. Visitors: In order to maintain the security of our premises the Personal Information we collect includes your name, contact details, car registration number.

3.9. Website users: We collect Personal Information when you visit our Website/s. Please refer to our cookies policy described below.

3.10. Biometric: We collect video footage when you make use of our premises for security and monitoring purposes.

3.11. Please note that failing to provide certain Personal Information may impact our ability to, amongst other things:

3.11.1. provide you with our products or services;

3.11.2. extend credit to you;

3.11.3. assist you with an insurance policy or an insurance claim;

3.11.4. provide you access to all webpages and Website/s;

3.11.5. on-board you as supplier;

3.11.6. assess you in respect of a job opportunity;

3.11.7. perform in terms of a contract (such as an employment contract) with you; or

3.11.8. allow access to our premises.

Provision of products and services

4.1. In order to provide you with the products and services you have requested;

4.2. To verify your instructions to us;

4.3. To analyse, assess and improve our services to you; and

4.4. For training and quality

Invoicing and payments

4.5. To invoice you in respect of products and services purchased by you and for the collection of amounts due to us for the provision of such products and If you are a supplier or employee TiAuto will use your Personal Information to make payment to you.

Queries and complaints

4.6. To respond to any questions, requests, concerns, or complaints you may have regarding our products, service offerings, or processing activities.

Marketing

4.7. We may contact you to market our products and services and to communicate with you regarding competitions, events, and other promotions we are involved in.

4.8. We may use email, telephone, and text to communicate with you for marketing purposes. You may change any communication preferences by:

4.8.1. Lodging a formal request to: marketing@tiauto.co.za for instructions and/or relevant forms on how you can update your preferences.

4.8.2. Clicking on the relevant links included in any communication sent to you. If you are unsure whether the link is from us, please check the sender’s email address and rather contact us at the email address above to assist you in opting out.

4.9. You have the right to opt-out of direct marketing at any stage by following the “opt out” instructions or selecting the “unsubscribe” link available in the direct marketing or other communication you receive from us. Clicking this link will take you to our communication partner Everlytic who manages our client communications on our behalf. Please note that it may take up to 5 days for your opt-out to be effective. Should you continue to receive direct marketing from us beyond this period please inform our Information Officer at the address below.

4.10. IMPORTANT SAFTEY INFORMATION: Please be aware of phishing and be vigilant when considering clicking on a link. Check the email address of the sender prior to clicking the link. If you are unsure whether any link sent to you is sent by us, please check the email sender and rather contact us at marketing@tiauto.co.za above to assist you in opting out.

Online advertising

4.11. We currently don’t perform any online behavioural advertising, however, this may be revisited in the Should the current position change we will update this Privacy Policy.

Credit check and verification

4.12. If you have sent us a credit application for the purchase of our products and services we will submit your Personal Information to a credit bureau to perform credit checks. Credit checks assist us in determining whether or not we would like to extend credit to you.

4.13. Your Personal Information will be used to open your account with us, to verify your identity when we are in contact with you, and to analyse your account with us in order to efficiently provide you with our products and services.

Compliance with laws

4.14. We process Personal Information in order to comply with any obligations imposed on us by law, including but not limited to:

4.14.1. POPI Act;

4.14.2. the Basic Conditions of Employment Act 75 of 1997;

4.14.3. the Labour Relations Act 66 of 1995; the Employment Equity Act 55 of 1998;

4.14.4. the Occupational Health and Safety Act 85 of 1993;

4.14.5. the Income Tax Act 58 of 1962 and the VAT Act 89 of 1991.

Administering insurance products

4.15. We collect, process, and transfer your Personal Information to administer your X-sure insurance contract underwritten by Hollard, including to issue you with an insurance policy and to assist you with a claim.

Supplier assessment and on-boarding

4.16. Personal Information is processed to determine whether we require your goods or services, to register you as a supplier on our procurement system, and in order to fulfil our contract with you (i.e. including processing payment).

Recruitment and employment

4.17. We process your Personal Information in order to:

4.17.1. evaluate you in respect of a job you have directly or indirectly applied for;

4.17.2. on-board you as an employee;

4.17.3. administer benefits and make payment of your salary or wages as agreed in your employment contract;

4.17.4. comply with employment, health and safety, and tax laws which apply to you;

4.17.5. assess your performance

4.17.6. take disciplinary action, where necessary

4.17.7. comply with any other obligation imposed on us by law.

Security

4.18. We process Personal Information to secure our premises, our assets, and our employees.

5.1. Related companies: We may share to your Personal Information with our Group.

5.2. Business Partners: We may also share or provide access your Personal Information with our or the Group’s business partners, suppliers, or agents who are tasked with delivering our products and services to you, but only to the extent strictly necessary. These include:

5.2.1. Baker Street Data Sciences and Analytics (Pty) Ltd in order to enrich the Personal Information records of our customers or potential customers;

5.2.2. Hollard Insurance (Pty) Ltd in relation to any X-sure insurance products you have taken up with us;

5.2.3. MotoVantage Holdings (Pty) Ltd in relation to any X-Sure insurance products you have taken up with us;

5.2.4. Road Protect (Pty) Ltd in relation to Tiger Advantage Plus products you have taken up with us;

5.2.5. Infrasonic (Pty) Ltd in relation to Tiger Advantage Plus products you have taken up with us;

5.2.6. Everlytic (Pty) Ltd in relation to the management of our email and SMS contacts with you;

5.2.7. CarScan (Pty) Ltd in relation to management of our vehicle assessments when you visit our stores;

5.2.8. Canvas Intelligence (Pty) Ltd in relation to the analysis of and provision of data analytics development services;

5.2.9. Copper Table (Pty) Ltd in relation to product enquiries;

5.2.10. Social Places (Pty) Ltd in relation to Social Media enquiries and complaints;

5.2.11. Bandile Web (Pty) Ltd in relation to CRM system management.

 

5.3. Credit bureaus and verification agencies: in order to assess the credit worthiness of credit applicants which includes Credit Guarantee (Pty) Ltd, to verify job applicants’ criminal records or to authenticate their qualifications.

5.4. Debt collectors: where you default on the payment of fees due to us in connection with the products and services provided to you.

5.5. Law enforcement agencies: including, but not limited to, the South African Police Service, local, provincial, and national government entities, regulators, and courts, where we are compelled by law to do so.

5.6. Mergers and acquisitions: Should TiAuto be reorganised or sold to another company or entity, your Personal Information may be provided to such company or entity.

5.7. Cross boarder transfer: We are a multinational organisation based in South Africa with group entities located outside of South Africa including, Botswana, Tanzania, Zambia, and Zimbabwe. Your Personal Information will only be transferred to recipients in another jurisdiction with data privacy laws that are no less stringent than those in South Africa;

6.1. Each time you interact with our Websites, we may automatically collect the following Personal Information:

6.1.1. Technical information including, but not limited to, browser type, operating system, device information, IP address, domain name, referral URL.

6.1.2. Usage information including, but not limited to, geographic location information (such as your country or province), the numbers and frequency of visitors to our site, page views, unique page views, video views, form conversions, and your clickstream behaviour (e.g. clicking links to, through and from our Website).

6.2. We may use various technologies such as cookies, web beacons (also referred to as clear gifs), and e-tags to collect Personal Information, to analyse trends, and to provide you with a more personalized customer experience.

6.3. Cookies are small pieces of information that are placed on your computer to enable our system to recognize your computer when you return to our Website and to collect various technical and usage information about your visits. Cookies may be used by us and our third-party suppliers who help us provide our Website. We may link information stored in cookies to Personal Information we have in our systems.

6.4. In addition, we and our third-party partners and suppliers may use cookies and other similar technologies to enhance the quality of your interactions with our Website, provide you with targeted advertising, and to analyse the effectiveness of any such advertising (such as user engagement and interaction). We may also receive reports based on the use of certain technologies by these companies on an individual and anonymized basis.

6.5. Most browsers have options for deleting, blocking, or otherwise disabling the use of cookies.

6.6. For more information on how to do so, please refer to the documentation accompanying your browser. If you choose to disable cookies, some areas of our Website may not function properly.

6.7. To learn more about third party cookies and other advertising networks and their opt out instructions, please visit http://www.aboutads.info/choices or http://preferences-mgr.truste.com

7.1. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the Personal Information we collect.

7.2. These include but are not limited to:

7.2.1. Hosting of our systems in secure data centre locations.

7.2.2. Limiting of access to information and personal information via clear segregation of roles in our systems.

7.2.3. Ongoing education of our staff on the secure handling of personal information in our operations.

7.2.4. Encryption of data where applicable.

7.2.5. Securely storing of physical records in controlled filing locations where appropriate.

7.2.6. Securely destroying operational records and data when they are no longer required in terms of relevant operational or legislative retention requirements.

8.1. We will retain your Personal Information only for as long as we need it terms of our group policy and schedule and as required by law. We will take all reasonable steps to destroy, delete, or de-identify Personal Information records as soon as reasonably possible after the retention period has been In determining the retention periods we have had regard to:

8.1.1. the purpose for which the Personal Information was collected or subsequently processed;

8.1.2. whether the retention of the Personal Information record is required or authorised by law;

8.1.3. whether we reasonably require the Personal Information record for lawful purposes related to our functions or activities;

8.1.4. whether the Personal Information record is required by a contract between us and you;

8.1.5. whether you have consented to the retention of the Personal Information record for a longer period than would ordinarily apply;

8.1.6. whether Personal Information records are required for historical, statistical, or research purposes.

9.1. Your rights regarding your Personal Information are set out below. Should you wish to exercise any of these rights please contact TiAuto’s Information Officer using the details provided below:

10.1. You have the right to inquire as to whether or not we hold any of your Personal Information without incurring any fees or You may also request us to provide a description of the Personal Information we hold about you and/or  to request access to such Personal Information records. In order to respond to such requests there may be a fee or charge payable by you. However, we will provide you with a written estimate of such fee before providing you with services associated with your request for access.

11.1. You have the right to request the correction or deletion of your Personal Information if it is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, obtained unlawfully; or if we or any company in the Group are no longer authorised to retain such Personal Information having regard to the requirements of the POPI Act.

12.1. You have the right to object to direct marketing at any time.

12.2. You also have the right to object to the processing of your Personal Information by us and/or any company in our Group, unless required in terms of the law.

12.3. Please note your Personal Information may be processed in the following instances, where:

12.3.1. We consider it necessary to process such Personal Information to protect a legitimate interest of yours; or

12.3.2. We consider it necessary to process your Personal Information for pursuing its legitimate interests or the legitimate interests of a third party to whom the Personal Information is supplied.