Last Updated: January 2025
POPIA Compliance: This policy complies with the Protection of Personal Information Act 4 of 2013 (POPIA) as amended in 2025.
1. Introduction
Welcome to Trailer Advertising, a division of Tati Software (Pty) Ltd (Registration Number: 2020/907685/07). We are committed to protecting your personal information and respecting your privacy rights in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and all applicable South African data protection laws.
This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you:
- Visit our website at trailer-advertising.co.za
- Use our online platform and services
- Enter into contracts for trailer advertising services
- Communicate with us via email, phone, or other channels
By using our services, you consent to the collection and use of your personal information as described in this Privacy Policy.
2. Responsible Party & Information Officer
3. Personal Information We Collect
In accordance with POPIA, we collect only the personal information necessary to provide our trailer advertising services. The information we collect includes:
3.1 Account & Registration Information
- Personal Details: First name, last name, email address, phone number
- Company Information: Company name, registration number, VAT number, physical address
- Authentication Data: Username, password (encrypted), login credentials
3.2 Contract & Service Information
- Contract Details: Contract type (rental/purchase), duration, rental amounts, deposit information
- Location Data: Trailer placement locations, service area preferences
- Design Materials: Advertising designs you upload (images, logos, artwork, brand materials)
- Digital Signatures: Electronic signatures on contracts
- Communications: Notes, messages, and correspondence between you and our team
3.3 Financial & Payment Information
- Payment Details: Payment amounts, transaction IDs, payment dates
- Banking Information: For EFT payments - proof of payment documents
- Card Payment Data: Processed securely through PayFast (we do not store card details)
- Invoice Information: Billing history, invoice numbers, payment receipts
3.4 Technical & Usage Information
- Device Information: IP address, browser type, operating system, device identifiers
- Usage Data: Pages visited, time spent on site, navigation patterns, referring URLs
- Cookies: Session cookies, preference cookies, analytics cookies (see Section 11)
- Log Data: Access times, error logs, system performance data
3.5 Documents & Files
- Contract PDFs: Signed and unsigned contract documents
- Proof of Payment: Bank statements, payment confirmations
- Design Files: Uploaded artwork, logos, WeTransfer links
- Delivery Photos: Images of completed trailers
Special Personal Information: We do not intentionally collect or process any special personal information (race, religion, health, biometric data, etc.) as defined under POPIA unless specifically required by law.
4. How We Use Your Personal Information
We process your personal information for the following lawful purposes under POPIA:
4.1 Service Delivery (Contractual Performance)
- Creating and managing your account on our platform
- Processing trailer rental or purchase contracts
- Manufacturing and deploying branded trailers at specified locations
- Providing design services and approvals
- Managing payment processing and invoicing
- Tracking trailer delivery and maintenance
- Providing customer support and responding to inquiries
4.2 Business Operations (Legitimate Interest)
- Improving our services and platform functionality
- Analyzing usage patterns to enhance user experience
- Managing business operations and administration
- Maintaining security and preventing fraud
- Conducting internal research and analytics
- Training staff and quality assurance
4.3 Legal Compliance
- Complying with tax and accounting requirements (SARS, Companies Act)
- Meeting legal obligations under POPIA and other applicable laws
- Responding to legal processes (court orders, subpoenas)
- Maintaining records as required by law
4.4 Marketing Communications (With Consent)
- Sending promotional emails about new services and offers
- Providing updates about our trailer advertising services
- Sharing industry news and helpful content
You Control Marketing: You can unsubscribe from marketing communications at any time by clicking the "unsubscribe" link in our emails or contacting us directly.
5. Sharing & Disclosure of Personal Information
We respect your privacy and do not sell, rent, or trade your personal information. We only share your information in the following limited circumstances:
5.1 Third-Party Service Providers
- Payment Processors: PayFast (Pty) Ltd for secure payment processing
- Cloud Hosting: DigitalOcean for secure data storage and hosting
- Email Services: For sending transactional emails and notifications
- Analytics: For website analytics and performance monitoring
All third-party processors are required to maintain POPIA compliance and protect your personal information.
5.2 Business Partners
- Manufacturing Partners: For producing trailer advertising materials
- Delivery Services: For transporting and installing trailers
- Design Services: If you opt for professional design assistance
5.3 Legal Requirements
We may disclose your personal information when required by law, including:
- Compliance with court orders, subpoenas, or legal processes
- Cooperation with law enforcement investigations
- Protection of our legal rights and property
- Prevention of fraud or criminal activity
- Compliance with regulatory requirements (SARS, Information Regulator)
5.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity, subject to the same privacy protections.
No International Transfers: Your personal information is stored and processed within South Africa. We do not transfer data outside of South Africa without appropriate safeguards as required by POPIA.
6. Data Security & Protection
We implement robust security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:
Technical Security Measures
- Encryption: All data transmitted between your browser and our servers is encrypted using SSL/TLS protocols
- Password Security: User passwords are encrypted using industry-standard hashing algorithms
- Secure Servers: Our infrastructure is hosted on secure, monitored cloud servers
- Firewall Protection: Network firewalls prevent unauthorized access
- Regular Updates: Security patches and software updates are applied regularly
Organizational Security Measures
- Access Controls: Only authorized personnel have access to personal information
- Staff Training: Employees are trained on data protection and POPIA compliance
- Confidentiality Agreements: All staff sign confidentiality agreements
- Incident Response: We have procedures for responding to data breaches
- Regular Audits: Security assessments and audits are conducted periodically
Data Breach Notification: In the unlikely event of a data breach affecting your personal information, we will notify you and the Information Regulator within 72 hours as required by POPIA.
7. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law:
Retention Periods
- Active Accounts: Information retained while your account is active
- Contract Records: 5 years after contract completion (Companies Act requirement)
- Financial Records: 5 years (SARS/tax compliance requirement)
- Marketing Communications: Until you unsubscribe or object
- Website Analytics: Up to 24 months
- Legal Claims: Until the statute of limitations expires
After the retention period expires, we securely delete or anonymize your personal information so it can no longer identify you.
Account Deletion
If you close your account, we will delete your personal information within 30 days, except where we are legally required to retain certain records (e.g., for tax purposes).
8. Your Rights Under POPIA
As a data subject under POPIA, you have the following rights regarding your personal information:
8.1 Right to Access
You have the right to request access to the personal information we hold about you. We will provide you with a copy of your data in a commonly used format.
8.2 Right to Correction
You can request that we correct any inaccurate or incomplete personal information. You can also update most information directly through your account dashboard.
8.3 Right to Deletion (Right to be Forgotten)
You can request that we delete your personal information under certain circumstances:
- The information is no longer necessary for the purpose it was collected
- You withdraw consent (where consent was the basis for processing)
- You object to processing and there are no overriding legitimate grounds
- The information has been unlawfully processed
Note: We may retain certain information where required by law (e.g., tax records).
8.4 Right to Object
You can object to the processing of your personal information:
- For direct marketing purposes (at any time)
- Where processing is based on legitimate interests
- For research or statistical purposes
8.5 Right to Restriction
You can request that we restrict processing of your personal information while:
- We verify the accuracy of disputed information
- Processing is unlawful but you don't want deletion
- We no longer need the data but you need it for legal claims
8.6 Right to Data Portability
You have the right to receive your personal information in a structured, commonly used, machine-readable format and transmit it to another service provider.
8.7 Right to Lodge a Complaint
If you believe we have violated your privacy rights, you can lodge a complaint with:
How to Exercise Your Rights
To exercise any of these rights, please contact our Information Officer at advert@trailer-advertising.co.za. We will respond to your request within 30 days as required by POPIA.
Verification Required: For security purposes, we may need to verify your identity before processing requests to access, correct, or delete personal information.
9. Consent & Withdrawal
In certain situations, we process your personal information based on your consent. Where consent is the legal basis for processing, you have the right to withdraw your consent at any time.
Types of Consent
- Marketing Communications: Opt-in consent for promotional emails
- Optional Services: Consent for additional services or features
- Cookies: Consent for non-essential cookies
How to Withdraw Consent
- Click "unsubscribe" in marketing emails
- Adjust cookie preferences in your browser
- Contact us at advert@trailer-advertising.co.za
- Update preferences in your account dashboard
Important: Withdrawing consent will not affect the lawfulness of processing before withdrawal. Note that some processing may continue based on other lawful grounds (e.g., contractual necessity or legal obligations).
10. Children's Privacy
Our services are intended for businesses and individuals over the age of 18. We do not knowingly collect personal information from children under 18 years of age.
If you are under 18, please do not use our services or provide any personal information. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information immediately.
If you believe we have collected information from a child under 18, please contact us at advert@trailer-advertising.co.za.
11. Cookies & Tracking Technologies
Our website uses cookies and similar tracking technologies to improve your experience and analyze website usage.
What Are Cookies?
Cookies are small text files stored on your device when you visit our website. They help us remember your preferences and understand how you use our site.
Types of Cookies We Use
- Essential Cookies: Required for the website to function (login sessions, security)
- Functional Cookies: Remember your preferences and settings
- Analytics Cookies: Help us understand how visitors use our site (anonymized data)
- Marketing Cookies: Used for advertising and marketing (with your consent)
Managing Cookies
You can control cookies through your browser settings:
- Block all cookies
- Accept only first-party cookies
- Delete existing cookies
- Receive notifications when cookies are set
Note: Blocking essential cookies may affect website functionality and your ability to use our services.
12. Third-Party Websites & Services
Our website may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those external sites.
Third-Party Services We Use
- PayFast: Payment processing (subject to PayFast's privacy policy)
- WeTransfer: File sharing for large design files (optional)
- Social Media: Links to our social media profiles
We are not responsible for the privacy practices of third-party websites. We encourage you to review their privacy policies before providing any personal information.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you via email (for significant changes)
- Display a notice on our website
- Request your consent where required by law
We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.
Version History: Previous versions of this Privacy Policy are available upon request from our Information Officer.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please don't hesitate to contact us:
15. Legal Framework & Compliance
This Privacy Policy is governed by and complies with the following South African legislation:
- Protection of Personal Information Act (POPIA) 4 of 2013 - As amended in 2025
- Electronic Communications and Transactions Act (ECTA) 25 of 2002
- Consumer Protection Act (CPA) 68 of 2008
- Companies Act 71 of 2008
- Promotion of Access to Information Act (PAIA) 2 of 2000
Governing Law: This Privacy Policy and any disputes arising from it shall be governed by the laws of the Republic of South Africa.
Your Acknowledgment
By using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this policy, please do not use our services.