Privacy policy
1. Who we are and what this policy covers
This Privacy Policy explains how Flexi Drive collects, uses, shares and protects your personal information when you visit flexidrive.co.za, apply for a vehicle subscription, or subscribe to one of our vehicles.
Flexi Drive subscription is a product of Flexi Drive (Pty) Ltd t/a Flexi Drive (registration number 2012/068050/07), a private company incorporated in South Africa (“Flexi”, “we”, “us”, “our”). We are the responsible party for your personal information under the Protection of Personal Information Act 4 of 2013 (POPIA).
| Registered address | 163 Uys Krige Drive, Ground Floor, Zeezicht Building, Tygerhills Office Park, Plattekloof, Cape Town, 7500 |
|---|---|
| Pretoria office | 43 Ingersol Road, Lynnwood Glen, Pretoria, 0081 |
| Telephone | 087 898 3531 |
| 061 524 6363 | |
| General email | generalqueries@fleximobility.co.za |
| Information Officer | Charlaine van den Heever, charlaine@fleximobility.co.za |
This policy applies to customers, applicants, website visitors, dealers’ representatives and anyone else whose personal information we process in connection with Flexi Drive. By using our website or services you acknowledge that you have read this policy. It should be read with our Terms of Service, POPIA Notice and PAIA Manual, all published on flexidrive.co.za.
2. Information we collect
We collect only the information we need to assess your application, provide your subscription and meet our legal obligations.
| Category | Examples | Source |
|---|---|---|
| Identity | Full name, ID or passport number, date of birth, copy of ID and driver’s licence | You |
| Contact | Cellphone number, email, residential and postal address | You |
| Financial | Bank details, bank statements, payslips, income and expenses, debit order mandate | You, your bank |
| Credit | Credit score, credit history, judgments, adverse listings | Registered credit bureaus |
| Employment | Employer, occupation, length of employment | You, your employer |
| Vehicle and usage | Vehicle selected, GPS location, trip data, mileage, driving behaviour, accident and claim records | Tracking device, insurer, dealer, you |
| Insurance and claims | Claims history, accident reports, police case numbers, excess payments | You, insurer, SAPS |
| Traffic fines | Fine notices, AARTO and municipal infringement notices | Traffic authorities |
| Communications | Calls, WhatsApp messages, emails and call recordings | You |
| Technical | IP address, device and browser type, pages visited, cookie identifiers | Your device, analytics tools |
| Dealer referrals | Application details captured by a participating dealer | Dealer |
Special personal information. We do not intentionally collect special personal information such as health, religion or biometric data. Criminal behaviour information is processed only where it relates to traffic offences, vehicle theft or fraud linked to your subscription, and only as POPIA permits.
Children. Our services are for persons 18 years and older who hold a valid South African driver’s licence. We do not knowingly process information about children.
Third-party information. If you give us information about another person (for example an additional driver or a reference), you confirm that you have permission to do so.
3. How we use your information and why we may
We process personal information only for the purposes below, each tied to a lawful ground in section 11 of POPIA.
| Purpose | Lawful ground (POPIA s11) |
|---|---|
| Assessing your application, verifying identity and running a risk and affordability check | Your consent; steps to conclude a contract |
| Concluding and administering your subscription agreement, including vehicle delivery, swaps and returns | Performance of a contract |
| Collecting monthly payments, deposits and amounts owed | Performance of a contract; our legitimate interest |
| Arranging comprehensive insurance, warranty, roadside assistance and loan vehicles | Performance of a contract |
| Tracking the vehicle for security, theft recovery, accident response and contract compliance (e.g. prohibited commercial use) | Legitimate interest in protecting our vehicles; performance of a contract |
| Redirecting traffic fines to the responsible driver | Legal obligation (AARTO and Criminal Procedure Act); performance of a contract |
| Preventing, detecting and reporting fraud, theft and money laundering | Legal obligation; legitimate interest |
| Responding to queries and complaints, and recording calls for quality and dispute resolution | Legitimate interest |
| Improving our website and services through analytics | Legitimate interest; consent for non-essential cookies |
| Sending you marketing about our products | Consent, or as an existing customer for similar products (POPIA s69) |
| Complying with tax, accounting, regulatory and court requirements | Legal obligation |
Automated decisions. Your risk assessment may use automated scoring. We do not make a final decision to decline an application based solely on automated processing without giving you an opportunity to make representations, as required by section 71 of POPIA.
Direct marketing. You can opt out at any time by replying STOP, using the unsubscribe link, or contacting us. We will never sell your personal information.
4. Who we share it with
We share personal information only where needed for the purposes in section 3, and only with parties bound by confidentiality and security obligations.
- Credit bureaus registered with the National Credit Regulator, to check your credit record and verify your identity.
- Insurers, warranty providers and roadside assistance providers that cover your subscribed vehicle.
- Vehicle tracking providers that install and monitor the tracking unit.
- Participating dealers that refer you or deliver, swap or collect your vehicle.
- Banks and payment processors that run debit orders and payments.
- Debt collectors and attorneys if amounts remain unpaid.
- Traffic authorities to redirect fines to you as the driver.
- IT, hosting, CRM and communication providers (including WhatsApp) that support our systems.
- Group companies and affiliates of Flexi Drive (Pty) Ltd for internal administration.
- Law enforcement, regulators and courts where the law requires it.
- A buyer or successor if our business, or part of it, is sold or restructured.
Every operator that processes information on our behalf does so under a written agreement that meets section 21 of POPIA.
Cross-border transfers
Some service providers (such as cloud hosting and analytics) may store information outside South Africa. We transfer information across borders only where section 72 of POPIA is met, such as when the recipient is subject to laws or binding agreements that give adequate protection, or with your consent.
Cookies and analytics
Our website uses cookies and similar technologies, including Google Tag Manager and Google Analytics.
| Type | Purpose | Can you refuse? |
|---|---|---|
| Essential | Run the site and save your application progress | No |
| Analytics | Understand how visitors use the site | Yes |
| Marketing | Measure and personalise advertising | Yes |
You can manage non-essential cookies through our cookie banner or your browser settings. Blocking essential cookies may stop parts of the site, such as the application form, from working.
5. Security, retention and your rights
How we protect it
We use reasonable technical and organisational measures, as section 19 of POPIA requires: encryption in transit, access controls limited to staff who need the information, secure hosting, staff confidentiality undertakings and regular reviews of our safeguards. If we have reasonable grounds to believe your information has been accessed by an unauthorised person, we will notify you and the Information Regulator as soon as reasonably possible, as section 22 requires.
How long we keep it
| Record | Retention period |
|---|---|
| Subscription agreements, payment and accounting records | 5 years after the contract ends (Companies Act, Tax Administration Act) |
| FICA identification records (where applicable) | 5 years after the relationship ends |
| Vehicle tracking data | 12 months, or longer if needed for a claim, theft or dispute |
| Declined applications | 12 months from the decision, unless a report was made to FIC, in which case 5 years |
| Call recordings and messages | 24 months |
| Marketing preferences | Until you withdraw consent, plus a suppression record |
After these periods we delete, destroy or de-identify the information, unless the law or an active dispute requires us to keep it longer.
Your rights
Under POPIA you may:
- Ask whether we hold your personal information and request a copy (see our PAIA Manual).
- Ask us to correct, update or delete information that is inaccurate, out of date, excessive or unlawfully obtained.
- Object to processing based on our legitimate interests, and to direct marketing at any time.
- Withdraw consent you have given, without affecting processing that already took place.
- Make representations about an automated decision.
- Lodge a complaint with the Information Regulator.
We will respond within a reasonable time, normally 30 days. We may need to verify your identity first.
Contact us
Send privacy requests to our Information Officer, Charlaine van den Heever, at charlaine@fleximobility.co.za or write to 163 Uys Krige Drive, Ground Floor, Zeezicht Building, Tygerhills Office Park, Plattekloof, Cape Town, 7500.
If you are not satisfied with our response, you can complain to the Information Regulator through its eServices Portal, by phone on 010 023 5200, or at enquiries@inforegulator.org.za.
Changes to this policy
We may update this policy from time to time. The latest version will always be on flexidrive.co.za, and we will notify active customers of material changes.