LEGAL

Privacy Policy

Last updated: 1 November 2026

How we collect, use and protect personal information, as the Protection of Personal Information Act requires.

1. Who we are and what this policy covers

Travel South Africa, a service of Pro Web Design (we, us), respects your privacy and processes personal information as the Protection of Personal Information Act 4 of 2013 (POPIA) requires. This policy explains what we collect about visitors to our website and about our Clients (and the people who use a Client’s dashboard), why we collect it, who sees it, how long we keep it and what your rights are.

For this policy, the responsible party is the company named in clause 2 of our Terms and Conditions. Our Information Officer is [name], who can be reached at [email protected].

2. Two roles: responsible party and operator

We act as a responsible party for the information we collect to run our own business, such as visitor, sign-up, billing and support information. This policy covers that information.

When a Client uses the dashboard to record its own bookings, passengers, drivers and staff, the Client is the responsible party and we are its operator, processing that information only on the Client’s instructions under our Data Processing Agreement. A person whose information a Client holds should contact that Client first.

3. What we collect

Sign-up and account information: company name, your name, email address, the dashboard link name you choose, and your acceptance of our documents with the date and version.
Billing information: billing name, address and contact details, and the plan, invoices and payment status. Card and bank details are handled by the payment gateway and are not stored on our servers.
Support and enquiries: what you write to us and our replies.
Technical information: IP address, browser and device type, pages visited, and security and audit logs.
Trial protection records: coded (hashed) versions of your email address, company email domain and IP address, so that we can see whether a free trial has already been used.
Team members you add: their name, email address, role and phone number, which you give us.

4. Why we use it, and our lawful grounds

We process personal information only where POPIA allows it:

To perform our agreement with you: creating and running your dashboard, billing you and giving you support.
To meet legal duties: tax, accounting and record keeping.
For our legitimate interests, which do not override your rights: keeping the Service secure, preventing fraud and abuse of free trials, fixing faults, and improving the Service.
With your consent: for example marketing messages, which you may withdraw at any time.

5. Free trial protection

To stop the same business taking repeated free trials, we keep a coded record of the email address, the company email domain (not for free mail services) and the IP address used at sign-up. We cannot read the original details from the code. We keep these records for 24 months, or until the related dashboard is deleted, whichever is first.

6. Who we share information with

We do not sell personal information. We share it only with service providers who help us run the Service, and only as much as they need. They include our web hosting provider, our email delivery provider, and the payment gateway that processes your subscription payment. We may also share information where the law requires, or to protect our rights.

Where you connect third party services from your dashboard, such as a payment gateway, Google Maps, a booking provider or WhatsApp and an AI provider, information passes to them under your own account and their terms.

7. Sending information outside South Africa

Some of our providers, and some services you connect, store or process information outside South Africa. We transfer personal information outside the country only where POPIA section 72 allows it: where the recipient is bound by law, a binding agreement or binding corporate rules that give a similar level of protection, or where you consent, or where it is needed to perform our agreement with you.

8. How long we keep it

Account and billing records: for as long as you are a Client, and then for the period the tax and accounting laws require.
Dashboard data after cancellation: 30 days, then it is deleted.
Support records: for as long as needed to help you, and then up to 3 years.
Trial protection records: up to 24 months.
Security and audit logs: up to 12 months.

9. Keeping information safe

We take reasonable technical and organisational steps to protect personal information, as POPIA section 19 requires. These include separate dashboards and data for each Client, access control by role, encrypted connections, regular backups and activity logs. No system is completely safe.

If we have reasonable grounds to believe that personal information has been accessed or acquired without authority, we will tell the Information Regulator and the people affected as soon as reasonably possible, as POPIA section 22 requires.

10. Your rights

You may, at any time and as POPIA allows:

ask us to confirm whether we hold personal information about you, and to give you a copy
ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained
object to us processing your information, or withdraw your consent
object to direct marketing at any time
complain to the Information Regulator

To use a right, write to our Information Officer at [email protected]. We may ask you to prove who you are. We aim to reply within 30 days.

11. Direct marketing

We send marketing messages only to people who have agreed to receive them, or to our own Clients about similar services where they have not objected. Every message tells you how to opt out, and you may do so at any time.

12. Cookies

Our website uses cookies that the site needs to work, such as the ones that keep your cart and your login. We may also use cookies to understand how the site is used. You can turn cookies off in your browser, but parts of the site may then stop working.

13. Children

Our Service is for businesses and is not aimed at children. We do not knowingly collect information about children through our own website. If a Client records information about children, such as child passengers, it must have a lawful reason to do so.

14. Complaints

If you are unhappy with how we handle your information, please tell us first so that we can put it right. You also have the right to complain to the Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. Email: [email protected]. Website: inforegulator.org.za.

15. Access to information

Requests for access to records under the Promotion of Access to Information Act 2 of 2000 (PAIA) may be sent to our Information Officer. Our PAIA manual is available on request.

16. Changes to this policy

We may update this policy. The date at the top shows when it last changed. If a change is important, we will tell our Clients by email or in the dashboard.

Related documents: Terms and Conditions, Privacy Policy, Data Processing Agreement and Refund Policy. Questions? Write to [email protected].