Privacy & POPIA Notice

1. Who is responsible for your information?

Auto Source SA (PTY) LTD, trading as AutoSourceSA, is the responsible party for personal information processed through this portal unless another party is expressly identified for a specific processing activity.

Privacy contact: info@autosourcesa.com. Information Officer contact: TD Moloi — info@autosourcesa.com.

2. Information we collect

• Account and contact information, such as name, email address, mobile number and delivery/contact details.
• Vehicle and sourcing information, including VIN, registration-related vehicle details where supplied, make/model/year/variant, part descriptions, part numbers and uploaded photographs.
• Transaction information, including quotes, orders, invoices, receipts, delivery information, support communications and transaction references.
• Supplier onboarding information, including business and contact details, uploaded compliance documents and operational information.
• Authentication and security information, including account identifiers, Google sign-in identity where used, session/security logs and fraud-prevention information.
• Consent and legal acceptance records used to show which version of AutoSourceSA terms/notices a user acknowledged.

3. Why we process it

We process personal information to create and secure accounts; source vehicle parts; prepare offers and documents; manage orders, payments and deliveries; communicate transaction updates; onboard and manage suppliers; prevent fraud and misuse; maintain records; respond to support, privacy and legal requests; and comply with applicable law.

4. Mandatory and optional information

Some information is mandatory to create an account or process a sourcing/order request. If required vehicle, contact, payment or delivery information is not provided, AutoSourceSA may be unable to provide the requested service. Optional information, such as certain photos or preferences, is identified by the portal where practical.

5. Who we share information with

We may share information with approved parts suppliers, delivery/courier providers, authentication providers, hosting/database providers, communication providers and payment providers where this is necessary to operate the service. Service providers may include secure hosting, database, authentication, communications, payment, courier and vehicle/parts-catalogue providers used to deliver the AutoSourceSA service.

We do not sell personal information to data brokers or advertisers.

6. Vehicle/VIN and parts-fitment verification

Where necessary to identify a vehicle or confirm part fitment, AutoSourceSA may use specialist vehicle and parts catalogues. This may involve submitting the VIN or vehicle details to a catalogue provider for identification. AutoSourceSA limits this activity to vehicle/parts information needed for the sourcing purpose and does not provide customer payment information or unrelated customer contact information for a fitment lookup.

7. Cross-border processing

Some technology or vehicle/parts catalogue providers may process or store information outside South Africa. AutoSourceSA will use providers and contractual/technical safeguards intended to support the transborder transfer requirements of POPIA.

8. Payments

When a secure external payment gateway is activated, payment-card or bank credentials will be entered with that payment provider. AutoSourceSA should retain transaction references, status and amounts needed for the order and reconciliation rather than full card credentials.

9. Security and incidents

AutoSourceSA uses access controls, role separation, private storage, authenticated sessions and server-side functions for sensitive operations. No system can guarantee absolute security. Where POPIA requires notification of a security compromise, AutoSourceSA will notify the Information Regulator and affected data subjects as required.

10. Retention

Personal information is retained only for as long as reasonably necessary for the purpose collected, transaction/audit evidence, legal obligations, disputes, fraud prevention and legitimate business records, after which it should be deleted, de-identified or restricted where appropriate.

11. Your rights

Subject to POPIA and other applicable law, you may request confirmation of whether AutoSourceSA holds your information, request access, correction or deletion where applicable, object to certain processing, or lodge a complaint. Contact info@autosourcesa.com.

You may also complain to the Information Regulator (South Africa). Current regulator contact channels include POPIAComplaints@inforegulator.org.za and telephone 010 023 5200.

12. Marketing vs transactional communications

Emails or WhatsApp messages needed to administer a request, quote, payment, order, delivery, supplier onboarding or account security are transactional communications. Any future direct marketing programme should use a separate lawful opt-in/opt-out process and should not be bundled into this legal acknowledgement.

13. Changes

Material changes will be versioned. The portal may require users to acknowledge a new version before continuing where appropriate.