Privacy Policy

Privacy Policy — Klin Wheels (South Africa)

Effective date: 06 June 2026

1. Introduction

Klin Wheels ("we", "us", "our") provides mobile and at-location car care services through our apps and platform. This Privacy Policy explains how we process personal information in South Africa in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA).

2. Responsible Party

Klin Wheels acts as the Responsible Party for customer and visitor information processed on our platforms. For provider/agent data, we may act as Responsible Party and/or Operator.

3. Personal Information We Collect

  • Identification: name, contact details (email, phone), address, and account identifiers.
  • Booking details: selected services, preferred time slots, service location, car wash chosen.
  • Payment and wallet: transaction references, balances, statements. We do not store full card PANs; payments use third-party gateways.
  • Device and usage: app version, device identifiers, IP, logs, cookies, crash reports, and analytics.
  • Location data (optional): for mobile services and map-based features when enabled.

3.1. Identity Verification Photos (Provider App)

For car wash providers and staff members, we collect identity verification photographs during account registration and staff onboarding. These photos are used exclusively for the following purposes:

  • Identity verification: To confirm that the person registering or being added as staff is a real individual and to verify their identity against registration details.
  • Fraud prevention and platform safety: To prevent unauthorized account creation, impersonation, and other fraudulent activities that could harm customers or the platform.
  • Account security: To maintain the integrity and trustworthiness of service providers on our platform.
  • Regulatory compliance: To meet Know Your Customer (KYC) requirements and applicable South African business verification standards.

What we collect: We collect clear, selfie-style photographs showing the provider owner's or staff member's face. Photos must show the face clearly without obstructions (such as sunglasses, headphones, or face coverings) to enable effective identity verification.

How photos are processed: All identity verification photos undergo manual review by authorized Klin Wheels administrative staff for account approval purposes. We do not use automated facial recognition technology, biometric processing, or artificial intelligence to analyze these photos. Human reviewers verify that the photo meets quality standards and appears consistent with registration information.

Storage and security: Photos are securely stored on our servers located in South Africa. Access is strictly limited to authorized administrative personnel and compliance officers who require access for verification, account management, or regulatory purposes. Photos are protected by industry-standard security measures including access controls, encryption in transit (TLS/SSL), secure file storage, and regular security audits.

Third-party sharing: Identity verification photos are not shared with third parties under normal circumstances. They are stored exclusively on Klin Wheels-controlled infrastructure. Photos may only be disclosed to law enforcement, regulators, or courts when legally required by valid process.

Retention: Identity verification photos are retained for the duration of your active account and for a reasonable period thereafter to maintain business records, resolve disputes, and comply with legal and financial record-keeping obligations. Currently, photos are retained indefinitely as part of your provider profile (similar to social media profile pictures). Under POPIA, you have the right to request deletion of your photos and personal information — see Section 9 below for how to exercise this right.

Your rights: You may request access to, correction of, or deletion of your identity verification photos by contacting our support team (contact details in Section 13). Please note that deletion requests may result in account suspension or termination if we are unable to verify your identity without the photos, and we may be required to retain certain records for legal or regulatory purposes even after account closure.

Voluntary provision: Providing identity verification photos is required for car wash provider registration and staff onboarding. If you choose not to provide these photos, we will be unable to approve your provider account or add staff members to your car wash business.

4. Purpose of Processing

We process personal information to: provide and manage bookings; communicate updates; deliver customer support; personalize experiences; improve safety, security and quality; manage payments and wallets; comply with legal obligations; and prevent fraud or misuse.

5. Lawful Basis (POPIA)

Processing is based on consent, performance of a contract, compliance with law, protection of legitimate interests, or legitimate interests that do not unjustifiably infringe your privacy.

6. Sharing and Transfers

We may share information with: service providers/agents to fulfil bookings; payment processors; analytics and cloud hosting providers; regulators or law enforcement when required; and other parties per your instruction. Cross-border transfers follow POPIA requirements and use appropriate safeguards.

7. Retention

We retain information only as long as necessary for the purposes above, service histories, legal/financial record-keeping, and to resolve disputes. Retention periods are periodically reviewed.

8. Security

We use administrative, technical, and physical safeguards including access controls, encryption in transit (TLS) and at rest where applicable, logging, backups, and vendor due diligence.

9. Your Rights

Under POPIA, you may request: access, correction, deletion (subject to legal limits), objection to processing, restriction, and data portability where applicable. To exercise rights, contact support as below.

10. Cookies and Tracking

We use essential cookies for authentication and functionality, and optional analytics cookies to improve service quality. You can manage cookie preferences via your browser and in-app settings (where available).

11. Children

Our services are not directed to children under 18 without guardian involvement. If we learn we have processed such data improperly, we will delete it.

12. Complaints

You may complain to the Information Regulator (South Africa). We encourage contacting us first so we can address concerns promptly.

13. Contact and Support Hours

Support is available daily between 08:00 and 17:00 (SAST).

14. Updates

We may update this policy. The "Effective date" above will reflect the latest version.