Privacy Policy

1. Who We Are

Fleet Forrest (Pty) Ltd (“Fleet Forrest”, “we”, “us”, or “our”) is a private company registered in South Africa. We provide vehicle tracking, fleet management, and telematics services to individuals and businesses across South Africa. Our registered address is in Randburg, Gauteng. You can reach us at [email protected].

Fleet Forrest is committed to protecting the privacy and personal information of all individuals who interact with us, whether as clients, website visitors, or prospective customers. This Privacy Policy explains how we collect, use, store, and protect personal information in compliance with the Protection of Personal Information Act, 4 of 2013 (POPIA).

2. What Personal Information We Collect

We collect only the personal information necessary to provide our services. This may include:

• GPS and Location Data: Real-time and historical GPS coordinates of tracked vehicles, trip routes, speed, and geofence activity.
• Personal Identification Information: Full name, identity document number (where applicable), and date of birth.
• Contact Information: Email address, phone number, and postal or physical address.
• Vehicle Details: Vehicle registration number, make, model, VIN, and colour.
• Billing Information: Banking details or card information for subscription payments, processed securely via our payment providers. We do not store full card details on our own servers.
• Driver Information: Where fleet clients register drivers, we may process driver names, contact numbers, and licence details.
• Usage Data: Information about how you interact with our platform (login times, feature usage, browser type) for support and security purposes.

3. Why We Collect and Process Your Information

We collect and process personal information for the following lawful purposes:

• To provide, manage, and maintain our vehicle tracking and fleet management services;
• To fulfil our contractual obligations to you as a subscriber or client;
• To respond to theft, emergency, or recovery events involving tracked vehicles;
• To process payments and manage your account;
• To communicate service updates, technical alerts, and account notifications;
• To comply with applicable South African laws and regulations;
• To improve and develop our products and services using anonymised analytics.

We will not use your personal information for any purpose not disclosed in this policy without first obtaining your consent.

4. How We Protect Your Information

Fleet Forrest implements appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, alteration, or disclosure. These measures include:

• Encryption of data in transit using TLS/SSL protocols;
• Encryption of sensitive data at rest on our servers;
• Role-based access control — only authorised personnel may access specific data;
• Regular security audits and vulnerability assessments;
• Staff training on data privacy and information security.

Despite our best efforts, no digital system can guarantee absolute security. In the event of a data breach, we will notify affected data subjects and the Information Regulator as required by POPIA.

5. Your Rights Under POPIA

As a data subject, you have the following rights under the Protection of Personal Information Act:

• Right of Access: You may request a copy of the personal information we hold about you.
• Right to Correction: You may request that inaccurate or incomplete personal information be corrected.
• Right to Deletion: You may request deletion of your personal information, subject to our legal retention obligations.
• Right to Object: You may object to the processing of your personal information in certain circumstances.
• Right to Complain: You have the right to lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za.

To exercise any of these rights, contact us at [email protected]. We will respond within a reasonable time, and no later than 30 days.

6. Retention of Personal Information

We retain personal information only for as long as is necessary for the purpose for which it was collected, or as required by law. Generally:

• Active subscriber data is retained for the duration of the service contract plus a minimum of 3 years for legal compliance purposes;
• GPS and trip history data is retained for a rolling 12-month period by default, and longer for enterprise subscribers;
• Financial records are retained for a minimum of 5 years as required by the Income Tax Act;
• Data subject to a recovery investigation or legal dispute will be retained until the matter is resolved.

Upon expiry of the applicable retention period, personal information will be securely deleted or anonymised.

7. Sharing of Information

Fleet Forrest does not sell, rent, or trade your personal information to third parties. We may share your information with:

• Trusted service providers (e.g., payment processors, cloud hosting partners) who are contractually bound to protect your data;
• Law enforcement agencies (e.g., SAPS) in the event of theft, crime, or a lawful court order;
• Emergency response services when vehicle recovery requires third-party coordination.

8. Privacy Queries & Contact

If you have any questions, concerns, or requests relating to this Privacy Policy or the processing of your personal information, please contact our Information Officer at: