This operational draft reflects the website as currently designed. It should be reviewed with a South African privacy professional before public launch and updated when payment, analytics or additional booking systems are connected.
1. Who is responsible for your information?
Explorer 4x4 Hire is the responsible party for personal information collected through this website, WhatsApp, email and rental enquiries. Privacy enquiries may be sent to [email protected].
2. Information we may collect
- Names, email addresses, telephone or WhatsApp numbers and country of residence.
- Travel dates, destinations, group size, vehicle preferences and equipment requirements.
- Identity, driver-licence, passport, payment and insurance information when required to conclude a booking. These items should be collected through an approved secure process, not ordinary public forms.
- Booking, quotation, payment, vehicle handover, incident and communication records.
- Enquiry details submitted through the website enquiry form.
- Basic technical and security information needed to operate the website.
3. Why we process information
We process information to respond to enquiries, prepare quotations, check eligibility and availability, arrange rentals or tours, provide trip support, meet legal and accounting duties, prevent misuse and protect customers, vehicles and the business.
4. Grounds for processing
Depending on the situation, processing may be necessary to take steps requested before a contract, perform a contract, meet a legal obligation, pursue a legitimate business or safety interest permitted by law, or act with consent.
5. When information may be shared
Information may be shared only where reasonably necessary with insurers, payment and technology providers, accommodation or activity suppliers, parks and border-service providers, professional advisers, recovery providers, authorities or other suppliers involved in a requested booking. We do not sell personal information.
6. Cross-border processing
Some requested journeys involve suppliers or services outside South Africa. Where information must be transferred across a border, reasonable steps will be taken to use it only for the requested service and to apply appropriate safeguards.
7. Storage and retention
Information is kept only for as long as reasonably required for the enquiry, booking, safety, dispute, insurance, accounting or legal purpose for which it was collected. Records are then securely deleted, anonymised or archived where the law requires retention.
8. Security
Reasonable organisational and technical safeguards are used to protect personal information. No internet service is completely risk-free, so suspected security incidents should be reported immediately.
9. Cookies and local browser storage
The current public website does not use advertising cookies. Enquiry details you submit through the website form are stored securely so that we can respond to you and keep a record of the enquiry, and are used only for that purpose. If analytics, advertising or payment services are added later, this policy and any consent controls must be updated first.
10. Your choices and rights
Subject to applicable law, you may ask whether we hold your information, request access or correction, ask for deletion where appropriate, object to certain processing, withdraw consent where processing depends on consent, or complain to the South African Information Regulator.
11. Contact and complaints
Email: [email protected] WhatsApp: 079 239 1842 Location: Upington, Northern Cape, South Africa The Information Regulator can be contacted through inforegulator.org.za.
12. Updates
This policy may be updated when services or legal requirements change. The effective date at the top identifies the latest published version.
