PRIVACY NOTICEGUIDE TO CONTENTS

• Introduction
• What is Personal Information
• Where and When Do We Collect Personal Information
• When Will We Process Your Personal Information
• When Will We Process Your Special Personal Information
• What Information Do We Collect, and How Do We Use Your Information
• How We Share Your Information
• Your Rights and Obligations
• Changes to Our Policy
• Other Important Information
• Contact Information

INTRODUCTION
In this document, references to “we”, “us”, or “the Company” are to AdventureWorxSA (Pty) Ltd, a 4×4 fitment and service center.
We recognize our accountability under the Protection of Personal Information Act (hereinafter referred to as POPIA) to our clients, suppliers, service providers, and other third parties when processing their personal information.
To maintain a trust relationship with our stakeholders, we are committed to complying with both the spirit and the letter of POPIA, other privacy protection legislation, and to always act with due skill, care, and diligence when handling personal information.
We will only process your personal information for the purposes outlined below and will therefore only request information that is relevant and necessary for such processing. Your failure or refusal to provide this information could prevent or delay the fulfillment of our obligations to you.

WHAT IS PERSONAL INFORMATION
Personal Information, as defined by POPIA, means information relating to an identifiable, living, natural person, and where applicable, an identifiable, existing juristic person, including, but not limited to:

• Information relating to race, gender, sex, pregnancy, marital status, national, ethnic or social origin, color, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language, and birth of the person;
• Information relating to the education, medical, financial, criminal, or employment history of the person;
• Any identifying number, symbol, email address, telephone number, location information, online identifier, or other particular assignment to the person;
• The biometric information of the person;
• The personal opinions, views, or preferences of the person;
• Correspondence sent by the person that would reveal the contents of the original correspondence;
• The views or opinions of another individual about the person; and
• 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.

WHERE AND WHEN DO WE COLLECT PERSONAL INFORMATIONInformation You Provide to Us:
Clients

• Directly from you during vehicle fitment bookings, service requests, or inquiries.

Suppliers

• Invoices
• Contracts
• Supplier registration forms

WHEN WILL WE PROCESS YOUR PERSONAL INFORMATION
We will only process your personal information for lawful purposes relating to our business if the following circumstances apply:

• You have consented thereto;
• A person legally authorized by you, or a court, has consented thereto;
• It is necessary to conclude or perform under a contract we have with you (e.g., for vehicle fitment or servicing);
• The law requires or permits it;
• It is required to protect or pursue your, our, or a third party’s legitimate interest; and/or
• You are a child, and a competent person (such as a parent or guardian) has consented on your behalf.

WHEN WILL WE PROCESS YOUR SPECIAL PERSONAL INFORMATION
Special personal information refers to the following categories of information:

• Religious and philosophical beliefs;
• Race;
• Ethnic origin;
• Trade union membership;
• Political beliefs;
• Health, including physical or mental health, disability, and medical history;
• Biometric information;
• Criminal behavior where it relates to the alleged commission of any offense or proceedings relating to that offense.

We will process special personal information in the following instances:

• You have consented to the processing (where we are legally obliged to obtain your consent); or
• It is necessary to exercise or defend a right or obligation in law; or
• It is necessary to comply with an international legal obligation of public interest; or
• It is for certain historical, research, or statistical purposes that would not adversely affect your privacy; or
• You have deliberately made your personal information public.

WHAT INFORMATION DO WE COLLECT, AND HOW DO WE USE YOUR INFORMATION
The following list is not comprehensive but outlines the main purposes and data elements collected by AdventureWorxSA (Pty) Ltd.
Clients / Customers
Purpose:

• Invoicing / Billing for fitment and service work
• Scheduling and delivering 4×4 fitment or vehicle servicing
• Contacting you regarding appointments, updates, or promotions
• Audit & Record keeping

Data Elements:

• Business Registration Number (if applicable)
• Director IDs (if applicable)
• VAT Number (if applicable)
• Business Name (if applicable)
• Banking details (for payments or refunds)
• Title
• Name
• Surname
• Address Details
• Contact Details (phone number, email)
• Vehicle Details (make, model, registration number)
• Employee/Contact Person Details (if applicable)

Service Providers / Suppliers
Purpose:

• Issuing Purchase Orders for 4×4 parts or services
• Contacting you for supplier-related matters
• Audit & Record keeping
• General Compliance (e.g., verifying supplier credentials)

Data Elements:

• Business Registration Number
• Director IDs
• VAT Number
• Business Name
• Banking details
• Title
• Name
• Surname
• Address Details
• Contact Details
• Website Address
• B-BBEE Status

HOW WE SHARE YOUR INFORMATION
We may share your information with:

• Third-Party Service Providers: Such as payment processors or logistics providers for parts delivery.
• Regulatory Bodies: For compliance with legal or industry standards.
• Law Enforcement Agents: If required by law.
• Government Agencies: For tax or regulatory purposes.
• External Accountant: For financial record-keeping and compliance.
• External IT Service Provider: For system maintenance and data storage.

Legal Disclosures:
We may need to share your information when we believe it is required by law, legal process, or to protect the rights and safety of you, us, or others. We attempt to notify clients about legal demands for their data when appropriate, unless prohibited by law or court order, or when the request is an emergency. We may dispute such demands when we believe, at our discretion, that they are overbroad, vague, or lack proper authority, but we do not promise to challenge every demand.

YOUR RIGHTS AND OBLIGATIONS

Data Retention:
We retain your personal information while we have a purpose, need to provide you with services, or are legally obligated to do so. We may also retain your information with your consent or to comply with legal obligations, resolve disputes, maintain security, prevent fraud, or fulfill your request to object to processing. Some information may be kept even after our business relationship ends if reasonably necessary for these purposes.

Your Rights:
In certain circumstances, by law, you have the right to:

• Request access to your information: You can ask us what information we hold about you and request a copy by contacting admin@adventureworxsa.co.za. Some exemptions may apply, and a fee may be charged, which will be communicated at the time of your query.
• Change or correct information: You can request rectification of inaccurate or incomplete information.
• Delete information: You can request deletion of your personal information under certain circumstances.
• Object to processing: You can object to processing based on legitimate interests or retract consent for specific processing (e.g., marketing).
• Restrict processing: You can request suspension of processing, for example, to verify accuracy or the reason for processing.

CHANGES TO OUR PRIVACY NOTICE
We may modify this privacy notice from time to time as required by changes in legislation. When material changes are made, we will provide notice through our services or other means to allow you to review the changes before they become effective. Your continued use of our services after we publish changes to this privacy notice indicates your acceptance of the updated policy.

OTHER IMPORTANT INFORMATION

Security:
We have implemented appropriate security measures to prevent your data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. Access to your personal information is limited to a business need-to-know basis and is subject to a duty of confidentiality.
Transborder Information Transfers:
We do not share any client, supplier, service provider, or third-party information across borders.

OUR INFORMATION OFFICER
Name: Philna Van Jaarsveldt
Email: admin@adventureworxsa.co.za

THE INFORMATION REGULATOR
You have the right to lodge a complaint with the South African Information Regulator. Contact details are as follows:
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2001
Complaints: POPIAComplaints@inforegulator.org.za, PAIAComplaints@inforegulator.org.za
General Queries: enquiries@inforegulator.org.za