Privacy Notice (POPIA)
How this division collects, uses, shares and protects personal information.
Version: 0.9 (draft) · Dated: 9 August 2026 · Effective date: to be set on approval
Internal draft for revision. This document is version 0.9 and has no legal effect until it is reviewed, its highlighted values are confirmed, its version is set to 1.0 and an effective date is set. It follows normal South African commercial practice and has not been reviewed by an attorney.
| Contracting party | AutoHive Artificial Intelligence (Pty) Ltd, registration number 2025/756077/07, trading as Digital Marketing |
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| Registered address | High Riding Country Estate, Plot 50 High Riding Road, Sir Lowry's Pass, Somerset West, 7135, Western Cape, South Africa |
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| Website | marketing.autohive.co.za |
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| General enquiries | Mr.bee@autohive.co.za · WhatsApp +27 68 639 1048 |
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| Information Officer (POPIA) | Barteld Jans Bakker, Mr.bee@autohive.co.za |
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| Deputy Information Officer (POPIA) | Odendaal Oosthuizen, Buzz@autohive.co.za |
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| VAT status | Confirm VAT registration status and insert the VAT number here if registered |
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1.Scope of this notice
- This notice explains how the Digital Marketing division of AutoHive Artificial Intelligence (Pty) Ltd processes personal information, in accordance with the Protection of Personal Information Act ("POPIA").
- It applies together with the AutoHive estate privacy notice at autohive.co.za/privacy/, which covers the whole company. If the two differ on a division-specific point, this notice applies to this division.
- AutoHive Artificial Intelligence (Pty) Ltd is the responsible party. Our Information Officer is Barteld Jans Bakker, Mr.bee@autohive.co.za, and our Deputy Information Officer is Odendaal Oosthuizen, Buzz@autohive.co.za.
2.What this division processes, and why
| Information | Purpose and lawful basis | Retention |
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| Client contact and billing information | Concluding and performing engagements, invoicing, and legally required records. Basis: performance of a contract, and legal obligation for financial records. | Five years after the engagement ends, or longer where tax law requires. |
| Access credentials you grant us to client platforms | Delivering the contracted Services under least-privilege access. Basis: performance of a contract. | Revoked and deleted at engagement end, or immediately on your instruction. |
| Audience and lead data inside your platforms and automations | Processed on your documented instructions as operator for you, the responsible party, under the Data Processing Schedule of your agreement. | Per your instructions and your own retention policy. Not retained by us after the engagement. |
| Campaign performance and analytics | Reporting to you and improving your campaigns. Basis: our legitimate interest in delivering and improving the Services, balanced against your rights. | Reports: five years. Underlying platform analytics remain in your platforms. |
3.Purposes in general
- To respond to enquiries, provide quotations, conclude and perform agreements, invoice, and keep the records the law requires us to keep.
- To operate, secure and improve this division's services, and to communicate service messages about bookings and engagements you have with us.
- To send direct marketing only where the law allows it, and always with a working opt-out. We do not sell personal information.
- Where we run automations that process your customers' personal information, we act as your operator under POPIA and follow your documented instructions. The Data Processing Schedule of the services agreement records these duties.
4.Sharing and operators
- We share personal information only with service providers who process it for us under contract, including hosting, email, booking, payment, electronic signature and messaging platforms, and only what each needs.
- Some providers store information outside South Africa. Where that happens, we rely on the safeguards POPIA allows for cross-border transfers, including contracts that hold the recipient to comparable protection.
- We disclose personal information where the law requires it or where it is necessary to protect a person's safety, and we record such disclosures.
5.Security and retention
- We apply reasonable, appropriate technical and organisational measures, including access control, encryption in transit, least-privilege access and logging, and we require the same of our operators.
- We keep personal information only as long as the purpose or the law requires, per the table above, and then delete or de-identify it.
- If a security compromise affecting your personal information occurs, we notify the Information Regulator and affected persons as POPIA requires.
6.Your rights
- You may ask what personal information we hold about you, ask for correction or deletion, object to processing, and withdraw consent where processing rests on consent.
- Send requests to the Information Officer at Mr.bee@autohive.co.za or the Deputy Information Officer at Buzz@autohive.co.za. We respond within a reasonable time and never charge for a first access request beyond what the law allows.
- You may complain to the Information Regulator (South Africa), online at inforegulator.org.za.
7.Changes to this notice
- We review this notice at least yearly and whenever this division's processing changes materially. The version and date at the top state which version applies.
