1. Introduction
Freight Explorer ("Freight Explorer", "we", "us" or "our") respects your privacy and is committed to protecting personal information in accordance with applicable data-protection laws.
This Privacy Policy explains what personal information we may collect, why we collect it, how we use and share it, how long we retain it, and the choices and rights available to you.
We aim to process personal information lawfully, fairly and transparently, and to collect only information relevant to our legitimate business and service purposes.
This policy is intended to support compliance with South Africa's Protection of Personal Information Act 4 of 2013 ("POPIA"), where applicable, and other relevant privacy laws.
2. Who Is Responsible for Your Information?
The responsible party for personal information processed for our own business purposes is the legal entity operating Freight Explorer.
Where Freight Explorer processes personal information on behalf of a customer, such as information contained in customs declarations, invoices or shipment records, the roles and responsibilities of Freight Explorer and that customer will depend on the relevant processing activities and applicable law.
Customers using our software may have their own privacy obligations and privacy notices. Where appropriate, customers should direct requests concerning information they control to the relevant organisation.
Our legal entity name and Information Officer contact details should be completed and confirmed before this policy is published.
3. Personal Information We Collect
The information we collect depends on how you interact with our website, software and services.
3.1 Contact and identity information
- Name and surname.
- Business name, job title and department.
- Email address and telephone number.
- Business and postal address.
- Account identifiers and user preferences.
3.2 Account and technical information
- Username and account profile details.
- Authentication records and access permissions.
- Login timestamps and relevant security logs.
- IP address, browser type, device information and operating system.
- Website usage, error reports and diagnostic information.
3.3 Freight and customs-related information
When customers use our software, the information processed may include:
- Importer, exporter, consignee and consignor details.
- Shipment references, transport details and tracking information.
- Commercial invoices, packing lists and supporting documents.
- Customs declarations, tariff classifications and clearance records.
- Air waybills, road manifests and related documentation.
- Business transaction records and communications relating to shipments.
These records may contain personal information about individuals who are customers, employees, representatives, suppliers, drivers or other parties involved in a shipment.
3.4 Payment and billing information
We may process billing contact details, invoices, transaction references, payment status and records needed to manage subscriptions or payments. Payment card or banking information will only be processed where required by our payment arrangements and appropriate safeguards are in place.
3.5 Communications
We may retain enquiries, support requests, feedback, correspondence and other communications you send us.
We do not intend to collect more personal information than is reasonably necessary for the relevant purpose.
4. How We Collect Information
We may collect personal information:
- Directly from you when you contact us or complete a form.
- When you register for or use an account.
- When you submit documents or information through our software.
- From your employer or business where you are an authorised user.
- From business customers who use our Services to process shipment records.
- Automatically through website logs, cookies and similar technologies, where implemented.
- From third-party systems or integrations where authorised and lawful.
- From publicly available or official sources where appropriate and lawful.
Where we receive personal information indirectly, we will handle it in accordance with applicable law and provide required notices where appropriate.
5. Why We Use Personal Information
Depending on the circumstances, we may use personal information to:
- Create, administer and secure user accounts.
- Provide and maintain our software and related services.
- Support customs documentation and freight administration workflows.
- Process and store documents submitted by authorised customers.
- Respond to enquiries and provide technical support.
- Manage subscriptions, invoicing and payments.
- Communicate service updates, maintenance notices and important account information.
- Diagnose errors, monitor performance and improve the Services.
- Detect fraud, investigate security incidents and prevent misuse.
- Comply with applicable laws, court orders and regulatory obligations.
- Establish, exercise or defend legal claims.
- Send marketing communications where permitted by law.
We will not use personal information for a materially different purpose unless the further processing is permitted by applicable law or otherwise lawfully authorised.
6. Lawful Grounds for Processing
Under POPIA, personal information must be processed on an applicable lawful basis and in accordance with the conditions for lawful processing.
Depending on the circumstances, our processing may be necessary for:
- Performing a contract with you or taking steps at your request before entering into a contract.
- Complying with a legal obligation.
- Pursuing a legitimate interest, where permitted by law and appropriately balanced against your rights.
- Protecting a legitimate interest of the data subject.
- Consent, where consent is the applicable lawful basis.
- Another lawful basis recognised by applicable legislation.
Where processing relies on consent, you may withdraw that consent, subject to legal limitations and the consequences of withdrawal. Withdrawal does not invalidate processing lawfully carried out before the withdrawal.
8. International Transfers of Information
Some service providers or technical infrastructure may be located outside South Africa. As a result, personal information may be transferred to or accessed from another country, depending on our actual hosting, support and integration arrangements.
Where personal information is transferred outside South Africa, we will comply with the applicable requirements of POPIA, including section 72 where applicable.
This may require an adequate level of protection, an appropriate agreement, a permitted statutory exception or another lawful basis for the transfer.
Information about the countries and service providers involved can be obtained from us where disclosure is appropriate and lawful.
9. How Long We Retain Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, subject to applicable legal, contractual and regulatory requirements.
Retention periods may depend on:
- The duration of your account or customer relationship.
- Applicable tax, customs, financial and recordkeeping obligations.
- The need to resolve disputes or enforce agreements.
- Security, fraud-prevention and audit requirements.
- Applicable data-retention and deletion arrangements.
When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it in accordance with applicable law and our retention procedures.
Certain information may remain in protected backups for a limited period or may need to be retained where the law requires it.
10. Information Security
We aim to implement reasonable technical and organisational safeguards to protect personal information against loss, unauthorised access, misuse, alteration, disclosure or destruction.
Depending on the Services and applicable arrangements, safeguards may include:
- Access controls and user permissions.
- Authentication and account-security measures.
- System monitoring and security logging.
- Secure transmission and storage measures where appropriate.
- Backups and operational recovery procedures.
- Staff confidentiality and information-handling practices.
- Security reviews and incident-response procedures.
No electronic system or method of transmission is completely secure. You should also protect your credentials, use appropriate devices and notify us promptly of suspected account compromise.
12. Your Privacy Rights
Subject to applicable law and any relevant limitations, you may have the right to:
- Request information about personal information we hold about you.
- Request access to your personal information.
- Request correction or deletion of inaccurate, irrelevant, excessive, outdated, incomplete, misleading or unlawfully obtained information.
- Object to certain processing where permitted by law.
- Withdraw consent where processing relies on consent.
- Object to direct marketing in accordance with applicable law.
- Request that we stop retaining information where the law requires or permits this.
- Lodge a complaint with the Information Regulator of South Africa.
These rights are not absolute. We may need to verify your identity, consider legal retention requirements and assess whether a request affects the rights of other people.
If your information is held within a business customer's account, we may need to refer your request to that customer or act on its instructions, depending on our respective legal roles.
To exercise your rights, contact us using the details in the Contact section below. We will respond in accordance with applicable legal requirements and time limits.
13. Marketing Communications
We may send service-related communications that are necessary to manage your account or provide our Services.
Marketing communications will be sent only where permitted by applicable law. Where required, we will obtain the necessary consent or satisfy applicable requirements for existing customer communications.
You may opt out of marketing emails by using the unsubscribe mechanism provided or contacting us. Opting out of marketing does not prevent us from sending essential account, security or service communications.
14. Children's Personal Information
Our Services are intended primarily for businesses and professional users and are not designed to target children.
We do not knowingly collect children's personal information unless there is an appropriate lawful basis and any consent or authorisation required by applicable law has been obtained.
If you believe that a child’s personal information has been provided to us unlawfully, contact us so that we can assess the matter and take appropriate action.
15. Third-Party Websites and Services
Our website or software may contain links to third-party websites, platforms or services. Those third parties may operate under their own privacy policies and terms.
We do not control the privacy practices of independent third parties. You should review their policies before submitting personal information to them.
A link to an external service does not, by itself, mean that we endorse its privacy practices.
16. Personal Information Security Incidents
If we become aware of a security compromise involving personal information for which we are responsible, we will investigate and take reasonable steps to contain and address the incident.
Where required by POPIA or other applicable law, we will notify the Information Regulator and affected data subjects as soon as reasonably possible, subject to any lawful directions or restrictions.
Notifications may describe the nature of the incident, the information potentially affected, recommended protective measures and steps taken to address the incident, to the extent appropriate and required.
If you suspect that your account or information has been compromised, contact us promptly.
17. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our Services, processing practices, technologies or legal obligations.
The latest version will be published on our website with an updated revision date. Where required by law, we will provide additional notice or obtain consent before implementing a material change.
We encourage you to review this policy periodically.
18. Contact Us and Privacy Complaints
For questions, access requests, correction requests, objections or other privacy-related enquiries, contact Freight Explorer using the details below.
Freight Explorer
74 Duvenhage Street
Edleen, Kempton Park, 1619
Gauteng, South Africa
Telephone: +27 74 279 0609
Email: admin@freightexplorer.co.za
Website: www.freightexplorer.co.za
Information Officer: [Insert confirmed name or designated contact]
Privacy enquiries: [Confirm the appropriate privacy contact or email address]
You may also lodge a complaint with the Information Regulator of South Africa , subject to its procedures and applicable law.
19. Additional Information
This Privacy Policy should be read alongside our Terms of Service, customer agreements and any applicable data-processing agreement.
If a provision of this policy conflicts with a mandatory legal requirement, the applicable law will prevail to the extent of the conflict.
End of Privacy Policy
