Privacy Policy

1. Who Is Responsible

Baobab Terrain (Pty) Ltd, referred to as “we”, “us” or “our”, is responsible for personal information processed for the purposes described in this policy.

We process personal information in accordance with applicable South African law, including the Protection of Personal Information Act 4 of 2013, known as POPIA.

Business: Baobab Terrain (Pty) Ltd
Address: Regency Drive, Centurion, South Africa
Email: info@baobabterrain.co.za
Telephone: +27 83 786 6636
Website: baobabterrain.co.za

2. Information We Collect

The information required depends on your enquiry and the services requested. It may include:

• Your name, business email address and telephone number.
• Company details, billing information and the details of an authorised representative.
• Vehicle choices, quantities, lease period, operating locations and intended duties.
• Site requirements, requested modifications and relevant passenger or load requirements.
• Delivery and collection locations and the contact details needed to coordinate handover.
• Identification, driving licence, address and authorisation information reasonably required for verification or lease administration.
• Quotations, agreements, invoices, payment references and related account records.
• Correspondence and information relating to service requests, incidents, claims or disputes.
• Technical website information such as IP address, browser type, device details, access times and security logs.

Please do not include identity documents, payment card details or confidential site documents in the general website enquiry form. Contact us first to arrange an appropriate information-sharing process.

3. How We Obtain Information

We generally collect information directly from you through our quote form, email, telephone conversations and leasing arrangements. Technical information may be collected automatically when you visit the website.

Where necessary and lawful, we may receive relevant information from your authorised representative, designated drivers, vehicle suppliers, Service Partners or verification sources. We will provide information about the source where required.

If you provide another person’s information, ensure that you are authorised to share it and that they are aware of this policy.

4. Why We Use Information

We use relevant personal information to:

• Respond to enquiries and prepare quotations.
• Assess fleet requirements and check vehicle availability and specifications.
• Coordinate requested mine-spec modifications through specialist Service Partners.
• Verify identity and authority to enter into a lease.
• Prepare, fulfil and administer leasing agreements.
• Arrange requested delivery and collection.
• Manage billing, payments and account records.
• Handle service matters, incidents, claims and disputes.
• Protect our website, prevent fraud and protect lawful rights.
• Comply with applicable legal obligations.

Depending on the purpose, processing may be necessary to take steps at your request before a contract, perform a contract, comply with a legal obligation, pursue a legitimate interest recognised by law or act on your consent.

Making an enquiry is voluntary. Certain information may be necessary to provide a quotation, complete verification or proceed with a lease. If necessary information is not provided, we may be unable to provide the requested service. Relevant requirements will be explained when they arise.

5. Sharing with Service Partners

Where modifications are requested, relevant information may be shared with specialist Service Partners to assess vehicle suitability, prepare a proposed scope, obtain pricing and coordinate agreed work.

This may include your designated contact details, vehicle requirements, operating conditions and relevant parts of your site specification. We limit sharing to information reasonably needed for the task.

Identify any confidentiality restrictions before providing detailed operational documents so that appropriate sharing arrangements can be considered.

6. Other Information Recipients

Where necessary for a lawful purpose, we may also share relevant information with:

• Authorised staff handling your enquiry or lease.
• Vehicle suppliers and leasing support providers.
• Delivery and collection providers.
• Hosting, email, IT and business support providers.
• Payment providers, insurers, verification providers and professional advisers where applicable.
• Authorities or other recipients where disclosure is required or permitted by law.

Providers processing personal information on our behalf must be subject to appropriate confidentiality and security obligations. We do not sell personal information.

7. Cookies and Website Technologies

Our website may use cookies and similar technologies for essential functionality, security and preferences. Hosting systems may also record technical information in server logs.

Where optional analytics or advertising tools are used, their purposes, providers and available choices will be explained through the website’s cookie notice or settings. Consent will be requested where required.

You can manage cookies through your browser settings and any cookie controls available on the website. Blocking essential cookies may affect functionality. Visiting the website does not by itself constitute consent to optional tracking.

8. Marketing Communications

Electronic direct marketing will only be sent where permitted by law, including where appropriate consent has been obtained or a lawful existing-customer exception applies.

You may object to direct marketing or withdraw marketing consent by contacting us or using an unsubscribe option provided. Submitting an enquiry does not automatically subscribe you to marketing.

Communications needed to respond to an enquiry or administer a lease are separate from marketing.

9. Security and Retention

We take reasonable technical and organisational measures appropriate to the information and risks involved to protect against loss, unauthorised access, disclosure, alteration or destruction.

No system is completely secure. If you suspect that information shared with us has been compromised, contact us promptly. Where legally required, we will notify affected persons and the Information Regulator of a security compromise.

We retain personal information only for as long as reasonably necessary for its purpose, or where further retention is required or permitted by law. Relevant factors include lease administration, accounting requirements, claims, disputes and legal obligations.

When information is no longer required, we will securely delete, destroy or de-identify it, subject to applicable retention requirements.

10. International Processing

Although our vehicles are leased for use within South Africa, hosting, email and other technology providers may process or store information in other countries.

Any transfer of personal information outside South Africa must meet POPIA’s applicable requirements, including appropriate protection or another legally permitted basis for transfer.

11. Your Privacy Rights

Subject to applicable law and relevant exceptions, you may:

• Ask whether we hold personal information about you.
• Request access to that information.
• Request correction of inaccurate or incomplete information.
• Request deletion or destruction of information we are no longer entitled to retain.
• Object to processing where the law permits.
• Withdraw consent where processing is based on consent, without affecting the lawfulness of earlier processing.
• Object to direct marketing.
• Lodge a complaint with the Information Regulator.

Send requests to info@baobabterrain.co.za with the subject “Privacy Request”. We may need to verify your identity before acting. Any applicable procedure, lawful limitation or permitted fee will be explained.

12. Children and External Websites

Our business enquiry services are intended for adults. Please do not submit children’s personal information through the general enquiry form. Contact us first if such information is necessary for a particular arrangement.

External websites linked from our website are governed by their own privacy policies. Review those policies before sharing information with them.

13. Complaints

Contact us with concerns about how your personal information is handled. You may also lodge a complaint directly with the Information Regulator, South Africa.

Information Regulator complaint procedures
Information Regulator eServices portal

14. Policy Updates

We may update this policy to reflect changes in our services, processing activities or legal requirements. The latest version will appear on this page with its revision date. Material changes will be communicated separately where required.