Jaco Louw Motors – Privacy Notice (Supplier-Aligned Version)

1. Introduction

Jaco Louw Motors (“we”, “us”, “our”) is committed to protecting the privacy, security, and confidentiality of all personal information in accordance with applicable privacy legislation and the openness requirements contained in the FSR Data Protection Policy for Suppliers. This Privacy Notice explains how we collect, use, store, share, and protect personal information when interacting with customers, suppliers, service providers, contractors, and website users.
By engaging with us, you acknowledge that you have read and understood this Privacy Notice.

2. What Personal Information We Collect

We collect and process personal information only where it is lawful, necessary, and relevant to our business activities. This may include:

2.1 Customer Information
• Full name, ID/passport number, date of birth
• Contact details (address, phone number, email)
• Vehicle information (VIN, registration number, service history)
• Transaction and payment information
• Copies of supporting documents (e.g., driver’s licence)

2.2 Supplier / Service Provider Information
• Business name, registration details, VAT number
• Contact persons’ details
• Bank account information for payments
• Compliance documentation required under FSR data-protection obligations (e.g., proof of data-security controls)

2.3 Website or Digital Interaction Data
• IP address
• Device identifiers
• Usage statistics and browsing behaviour
• Cookies (where applicable)

3. How We Collect Personal Information

We may collect information in the following ways:
• Directly from you (in person, via email, phone, or website forms)
• Automatically through our website or digital systems
• From third-party service providers or business partners
• From publicly available sources where legally permitted
• Through verification processes required by law or the FSR Data Protection Policy

4. Purpose of Processing Personal Information

4.1 For Customers
• Vehicle sales, financing support, delivery, and after-sales services
• Responding to enquiries and providing quotations
• Maintaining accurate service and transaction records
• Processing payments and issuing invoices
• Warranty management and recall notifications
• Safety and security purposes (e.g., CCTV monitoring at business premises)

4.2 For Suppliers and Business Partners
• Supplier onboarding and due-diligence checks
• Contract management and performance monitoring
• Ensuring compliance with FSR data-protection requirements
• Payment processing and financial reconciliation
• Managing service level agreements and business relationships

4.3 Legal and Regulatory Compliance
• Fulfilling obligations under POPIA, the Companies Act, financial sector regulations, and other applicable laws
• Recordkeeping obligations
• Responding to legally binding requests, investigations, or court orders

5. Lawful Grounds for Processing

We process personal information based on one or more of the following lawful grounds:
• Your consent
• Performance of a contract with you
• Compliance with legal and regulatory obligations
• Our legitimate business interests, which do not override your rights
• Protection of your or another person’s vital interests

6. Sharing and Disclosure of Personal Information

We do not sell personal information. We may share information only as necessary and lawful, including with:
• Financial institutions for payment and financing processes
• Vehicle manufacturers or authorised service centres
• IT and cloud-service providers supporting our operations
• Compliance, audit, and regulatory entities
• Third-party suppliers who must meet FSR data-protection standards
• Law enforcement or authorities where required by law

Each external party receiving data is required under contract to maintain confidentiality, implement appropriate safeguards, and process information only for authorised purposes.

7. Cross-Border Transfers

Where personal information is transferred outside South Africa (or outside your jurisdiction), we ensure:
• The destination country has adequate data-protection laws, or
• Appropriate contractual safeguards are in place (e.g., data-transfer agreements), or
• You have provided consent where required

8. Data Security and Safeguards

In line with FSR supplier requirements, we implement organisational, technical, and physical safeguards to protect information against loss, misuse, unauthorised access, alteration, or destruction. These may include:
• Access-control restrictions
• Encryption and secure storage practices
• Regular security testing and system monitoring
• Staff confidentiality obligations
• Vendor-risk assessments for third-party processors

9. Data Retention

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, unless a longer period is required by:
• Law
• Regulatory authorities
• Contractual obligations
• Legitimate business reasons

When information is no longer required, we securely destroy, de-identify, or archive it.

10. Your Rights

Under privacy legislation, you may have the right to:
• Access your personal information
• Request correction or updating of inaccurate information
• Request deletion where legally permissible
• Object to certain types of processing
• Withdraw consent (where processing is based on consent)
• Request a copy of records of processing activities
• Lodge a complaint with the Information Regulator

We will respond to lawful requests in accordance with legislative requirements and verification procedures.

11. CCTV and Premises Monitoring

Our premises may use CCTV for security, safety, and incident-prevention purposes. Footage may be used for investigations, claims, or regulatory requirements and is stored securely with restricted access.

12. Children’s Information

We do not intentionally collect personal information of individuals under 18 unless required for a legal or service-related purpose and with appropriate consent.

13. Updates to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in law, our business practices, or FSR supplier requirements. The updated version will be made available on request or published on our communication channels.

14. Contact Us

For any questions, concerns, or to exercise your rights, please contact:

Jaco Louw Motors
Address: 18 Restitution Ave, Overbaakens, Gqeberha, 6065, South Africa
Phone: 067 968 4371
Email: info@jacolouwmotors.co.za
Business Hours:
• Monday – Friday: 8AM – 5PM
• Saturday: 8:30AM – 1PM
• Sunday: Closed