Privacy Policy (POPIA)

Effective date: 26 September 2025

MotoSwop respects your privacy. This policy explains how we collect, use, share, and protect personal information when you use our website and services in South Africa.

This policy is written to align with the Protection of Personal Information Act, 2013 (POPIA).

Who we are and how to contact us

Responsible party: MotoSwop (South Africa)

Privacy contact / Information Officer: support@motoswop.co.za
General enquiries: info@motoswop.co.za
Phone / WhatsApp: +27 76 148 2319 • +27 71 385 4935

You can also lodge complaints with the Information Regulator (South Africa) – see Your rights and complaints below for details.

What this policy covers

• Visitors browsing the site
• Buyers viewing listings and contacting sellers
• Private sellers and dealers creating accounts and listings
• Billing for paid listing plans (no bike payments are processed through MotoSwop in the MVP)

This policy does not cover third‑party websites or services you access via links, including WhatsApp conversations between buyers and sellers.

The personal information we process

We only collect information that is relevant to operate an advertising marketplace for motorbikes.

Account and profile
Name, email, phone and/or WhatsApp number, password, profile photo, city/province.

Listing content
Bike details, photos, location context, and any information you include in a description. Avoid posting sensitive information.

Enquiries and messages
Information you send through enquiry forms or via email. Clicking a WhatsApp link takes you to WhatsApp, which has its own privacy terms.

Billing (sellers only)
If you buy a listing plan, we process order details and receive payment confirmation from our payment processor. We do not store full card details.

Device and usage
IP address, device and browser type, pages viewed, referring URLs, and basic analytics events to improve performance and detect abuse. Cookies and similar technologies help us remember preferences and keep sessions secure.

We do not intentionally collect special personal information (for example, health or religious information) and our service is not directed at children under 18.

Why we use your information (purposes)

• Provide the service: create accounts, publish listings, enable enquiries, and operate vendor dashboards.
• Safety and moderation: review listings, prevent spam and abuse, and respond to reports.
• Support and communication: reply to messages and notify you about your account or listings.
• Billing and administration: process listing plan purchases, taxes, and invoices for sellers.
• Performance and security: measure traffic, diagnose issues, and protect the site from attacks.
• Legal compliance: meet our obligations under South African law and POPIA.

---

Our lawful grounds under POPIA

We process personal information when one or more of the following apply:

• Your consent (for example, marketing by email or WhatsApp where applicable). You can withdraw consent at any time.
• To conclude or perform a contract with you (for example, your seller account and listing plan purchase).
• Legal obligation (for example, tax and accounting records, responding to lawful requests).
• Legitimate interests of MotoSwop or a third party (for example, site security, fraud prevention, and improving the service), balanced against your rights.

Cookies and analytics

We use necessary cookies for login, security, and basic site functions. We may use analytics cookies or similar technologies to understand traffic and improve the platform. You can manage non‑essential cookies via your browser settings. Blocking some cookies may limit functionality.

Who we share information with

We share personal information only as needed to operate the service:

• Service providers (operators): hosting, security, email, form handling, content delivery network, error logging, analytics, and payment processing for listing plans.
• Regulators or law enforcement: when required by law or to protect rights and safety.
• Buyers and sellers: information shown on listings and profiles is public by design so that buyers can contact sellers.

Operators process information under written agreements and are required to protect it and only use it for our purposes.

Cross‑border transfers

Some service providers may process information outside South Africa. When we transfer information internationally we use safeguards allowed by POPIA, such as contracts that ensure an adequate level of protection, or we obtain your consent where required.

How long we keep information

We keep information only as long as needed for the purposes above:

• Account and profile data while your account is active
• Listing content while the listing is active and for a reasonable period for record‑keeping
• Billing records for periods required by tax and accounting laws
• Security logs for a limited period to prevent and investigate abuse

When information is no longer needed, we delete it or de‑identify it.

How we protect information

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access controls, encryption in transit, backups, and monitoring. We also limit access to staff and service providers who need it to do their work.

If we become aware of a security compromise that may affect your personal information, we will notify you and the Information Regulator as soon as reasonably possible, as required by POPIA, and provide guidance on protective steps you can take.

Your rights

Under POPIA you may:

• Access the personal information we hold about you
• Request correction or deletion of inaccurate, irrelevant, excessive, or out‑of‑date information
• Object to certain processing, including direct marketing
• Withdraw consent where processing is based on consent
• Complain to the Information Regulator if you believe your rights have been infringed

To exercise your rights, contact support@motoswop.co.za with enough detail for us to identify you and your request. For security we may need to verify your identity.

Direct marketing

We will only send electronic direct marketing where permitted by law. You can opt out at any time by using the provided link or contacting us.

Complaints

If you believe we are not complying with POPIA, please contact us first at support@motoswop.co.za so we can try to resolve your concern.

You may also lodge a complaint with the Information Regulator (South Africa) using the prescribed POPIA Form 5 and emailing it to POPIAComplaints@inforegulator.org.za. See the Regulator’s website for instructions and forms.

Changes to this policy

We may update this policy from time to time. Material changes will be posted on this page with a new effective date. If changes affect your rights meaningfully, we will notify you through the site or by email where appropriate.

Tips for safe use (not legal advice)

• Do not include personal ID numbers or addresses in listing photos
• Meet buyers and sellers in public places and verify documents in person
• Use secure payment methods and keep proof of payment and sale agreements