Last updated: 27 July 2026

5.1 Responsible party

For purposes of the Protection of Personal Information Act 4 of 2013, the responsible party is:

Legal company name: [REGISTERED COMPANY NAME]
Trading name: Wheels Warehouse
Information Officer: [FULL NAME]
Email: [PRIVACY OR INFORMATION OFFICER EMAIL]
Telephone: [CONTACT NUMBER]
Physical address: [BUSINESS ADDRESS]

POPIA establishes minimum conditions for lawful processing and gives individuals rights relating to their personal information.

5.2 Personal information collected

Depending on how a person uses the website, Wheels Warehouse may collect:

• Full name.
• Identity or company details where reasonably required.
• Email address.
• Telephone and WhatsApp number.
• Billing and delivery address.
• Order and transaction information.
• Vehicle make, model, year and fitment details.
• Account login details.
• Enquiries, complaints and correspondence.
• Returns and warranty information.
• IP address, browser, device and website usage information.
• Marketing preferences.
• Fraud-prevention and payment-verification information.

Complete card information is generally processed by the appointed payment provider rather than stored directly by Wheels Warehouse.

5.3 How information is collected

Information may be collected when a person:

• Places an order.
• Creates an account.
• Requests a quotation.
• Contacts Wheels Warehouse.
• Joins a mailing list.
• Enters a promotion.
• Submits a claim, return or review.
• Interacts with the website, cookies or advertising.
• Communicates through social media or WhatsApp.

Information may also be received from payment providers, couriers, marketing platforms, fraud-prevention providers and other service providers involved in fulfilling a transaction.

5.4 Purposes of processing

Personal information may be used to:

• Process and deliver orders.
• Confirm payments.
• Provide quotations.
• Recommend compatible products.
• Communicate order updates.
• Manage accounts.
• Handle refunds, returns and warranty claims.
• Prevent fraud and protect website security.
• Maintain business and tax records.
• Improve products, services and website performance.
• Respond to enquiries and complaints.
• Comply with legal obligations.
• Send marketing where legally permitted.

5.5 Grounds for processing

Wheels Warehouse processes personal information where:

• It is necessary to enter into or perform a contract.
• The customer has consented.
• Processing is required by law.
• It protects a legitimate interest of the customer.
• It is necessary for Wheels Warehouse’s legitimate business interests and does not unjustifiably infringe the person’s privacy.

5.6 Sharing of information

Information may be shared only where reasonably necessary with:

• Couriers and logistics providers.
• Payment gateways and banks.
• Website hosting and technology providers.
• Accountants, auditors and legal advisers.
• Manufacturers, distributors or technical assessors dealing with a claim.
• Fraud-prevention and security providers.
• Marketing and analytics providers where enabled.
• Government bodies, regulators or law-enforcement authorities where required by law.
• A purchaser or successor if the business is lawfully sold or reorganised.

Service providers should only use personal information for the services they perform and must apply appropriate protection.

Wheels Warehouse does not sell personal information to unrelated advertisers.

5.7 Direct marketing

Wheels Warehouse may send marketing by email, SMS, telephone or WhatsApp where the recipient has consented or where another lawful basis applies.

Under POPIA, unsolicited electronic direct marketing generally requires consent unless the recipient is an existing customer and the statutory requirements for marketing similar products are met.

Every electronic marketing communication must identify the sender and provide a reasonable, free and uncomplicated way to opt out.

A person may unsubscribe by:

• Using the unsubscribe link.
• Replying “STOP”, where available.
• Contacting [MARKETING OR PRIVACY EMAIL].

5.8 Cookies

The website may use cookies and similar technologies for:

• Essential website and checkout functions.
• Remembering account or cart information.
• Security and fraud detection.
• Measuring website traffic.
• Improving performance.
• Advertising and remarketing, where enabled and permitted.

Non-essential cookies should only be activated in accordance with the choices provided through the website’s cookie notice or consent tool.

Users may also block or delete cookies through their browser, although this may affect website functionality.

5.9 Retention

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected or as required by tax, accounting, consumer-protection and other laws.

Information that is no longer required will be deleted, destroyed or de-identified where reasonably practicable.

5.10 Security

Wheels Warehouse uses reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, unauthorised access, alteration and destruction.

No online system is completely secure. Where a reportable security compromise occurs, Wheels Warehouse will take the steps required by POPIA, including notifying the Information Regulator and affected persons where applicable.

5.11 International processing

Some technology, cloud, payment, analytics or marketing providers may process information outside South Africa.

Where personal information is transferred internationally, Wheels Warehouse will take reasonable steps to ensure that the transfer is permitted under POPIA and that suitable safeguards apply.

5.12 Rights of data subjects

Subject to applicable law, a person may request:

• Confirmation of whether Wheels Warehouse holds their information.
• Access to their personal information.
• Correction of inaccurate information.
• Deletion or destruction where legally appropriate.
• Objection to certain processing.
• Withdrawal of consent.
• Removal from direct-marketing communications.

Requests may be sent to [PRIVACY EMAIL]. Wheels Warehouse may request reasonable proof of identity before processing the request.

The Information Regulator provides prescribed forms for objections and requests for correction or deletion.

5.13 Children

The website is not intended for independent use by children who cannot lawfully enter into a purchase agreement.

Wheels Warehouse does not knowingly process children’s personal information without appropriate consent or another lawful basis.

5.14 Third-party websites

Links to third-party sites are governed by those parties’ own privacy policies. Wheels Warehouse is not responsible for how an unrelated third party processes information.

5.15 Complaints

Privacy complaints should first be submitted to:

Information Officer: [NAME]
Email: [PRIVACY EMAIL]
Telephone: [NUMBER]

A person may also lodge a complaint with the Information Regulator of South Africa. The Regulator is authorised to monitor and enforce compliance with POPIA.

5.16 Policy changes

This Privacy Policy may be updated when business practices, technology or legal requirements change.

The updated version will be published on the website with a revised “Last updated” date.