1. INTRODUCTION
1.1. Victor’s Vehicle Services is obliged to comply with the Protection of Personal Information Act (“POPI”).
1.2. POPI requires Victor’s Vehicle Services to inform their clients as to how their Personal Information is used, disclosed and destroyed.
1.3. Victor’s Vehicle Services guarantees its commitment to protecting their client’s privacy and ensuring their Personal Information is used appropriately, transparently, securely and in accordance with applicable laws.
1.4. This Policy sets out how Victor’s Vehicle Services deals with their client’s Personal Information and in addition for what purpose the said information is used. This Policy is made available on our company website www.victor-services.co.za and by request from our offices.
1.5. POPI states that “Personal Information” may only be processed if – given the purpose for which it is processed – it is adequate, relevant and not excessive.
2. DEFINITION OF PERSONAL INFORMATION
2.1. According to the Act ‘‘personal information’’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person. Further to the POPI Act, COR Concepts also includes the following items as personal information:
2.1.1. All addresses including residential, postal and email addresses.
2.1.2. Change of name – for which we require copies of the marriage certificate or official change of name document issued by the state department
3. THE PERSONAL INFORMATION COLLECTED
3.1. Victor’s Vehicle Services collects and processes clients Personal Information pertaining to clients’ vehicle service and repairs needs. The type of information will depend on the need for which it is collected and will be processed for that purpose only. All information collected will be in discussion with the client.
Examples of the Personal Information we collect includes but is not limited to:
3.1.1. Designation. initials, name, full names, e-mail address, physical address, telephone number and postal address information as well as the work address in some instances.
3.1.2. South African Identification Number or Passport Number (if not a South African Citizen), when required. Photostat copies or certified copies may be required in some instances.
3.1.3. The VIN number, registration number, engine number, make, model, colour and all other details pertaining to the vehicle, including the possible need for copies or use of the vehicle registration papers.
3.1.4. The information collected when completing the form on our website is communicated directly to our Information Officer to ensure that Personal Information is handled correctly. The Information Officer will distribute the information to the relevant person / department to assist with the query.
3.2. We have agreements in place with all our products suppliers and third-party service providers to ensure there is a mutual understanding with regard to the protection of our clients’ Personal Information. Our suppliers and service providers aresubject to the same regulations as we are.
3.3. We may also supplement the information provided with information we receive from other providers in order to offer a more consistent and personalised experience in clients’ interaction with us.
4. HOW PERSONAL INFORMATION IS USED
4.1. Clients Personal Information will only be used for the purpose for which it was collected and agreed. This may include:
4.1.1. Providing products or services to clients and to carry out the transactions requested;
4.1.2. Confirming, verifying and updating client’s details;
4.1.3. For the detection and prevention of fraud, crime, money laundering or other malpractice;
4.1.4. Conducting market or customer satisfaction research;
4.1.5. For audit and record keeping purposes;
4.1.6. In connection with legal proceedings;
4.1.7. Providing our services to clients to carry out the services requested and to maintain and constantly improve the relationship;
4.1.8. Providing communications in respect of Victor’s Vehicle Services and regulatory matters that may affect clients; and
4.1.9. In connection with and to comply with legal and regulatory requirements or when it is otherwise allowed by law.
4.1.10. No personal information is collected by us during the use of our website or social links, apart from any details that may be disclosed by the client of their free will.
4.2. In terms of the provisions of POPI, Personal Information may only be processed if certain conditions are met, which are listed below, along with supporting information for Victor’s vehicle Services processing for Personal Information:
4.2.1. Client consents to the processing – consent only required where the information will be used for something other than the intended use for which the information is supplied by the client;
4.2.2. Processing complies with an obligation imposed by law on Victor’s Vehicle Services;
4.2.3. Processing protects the legitimate interest of the client;
4.2.4. Processing is necessary for pursuing the legitimate interest Victor’s Vehicle Services or of a third party to whom information is supplied.
5. DISCLOSURE OF PERSONAL INFORMATION
5.1. We may disclose clients’ Personal Information to our providers when requested by the client for the purpose of direct dealings between the customer and a third party service provider whose services or products clients elect to use. We have agreements in place to ensure that they comply with confidentiality and privacy conditions.
5.2. We may also disclose client’s information where we have a duty or a right to disclose in terms of applicable legislation, the law or where it is may be necessary to protect our rights.
6. SAFEGUARDING CLIENTS INFORMATION
6.1. It is a requirement of POPI to adequately protect the Personal Information we hold and to avoid unauthorised access and use of your Personal Information. We will continuously review our security controls and processes to ensure that your personal Information is secure.
6.2. When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that your Personal Information is kept secure. They are obliged to supply us with their POPI Policy and proof of compliance to the legislation’s requirement.
7. ACCESS AND CORRECTION OF PERSONAL INFORMATION
7.1. Clients have the right to access the Personal Information we hold about them. Clients also have the right to request us to update, correct or delete their Personal Information on reasonable grounds. Once a client objects to the processing of their Personal Information, Victor’s Vehicle Services may no longer process said Personal Information. We will take all reasonable steps to confirm our clients’ identity before providing details of their
Personal Information or making changes to their personal Information.
7.2. The details of our Information Officer and head office are as follows:
7.2.1. Information Officer Details
Anton Victor
7.2.2. Head Office Details
Telephone Number: 011 972 5512 / 079 95 0777
Postal Address: Postnet Suite 8901
Private Bag X32
Kempton Park 1620
Physical Address: Unit 1
13 Mopani Street
Birchleigh 1619
Email Address: anton@victor-services.co.za
Website: www.victor-services.co.za