Introduction 1.1. Kenings Car Van and Truck Hire (Pty) Ltd (“Kenings”, “we”, “our”, or “us”) is committed to protecting your personal information and ensuring that it is collected and used appropriately, lawfully and transparently, in compliance with the Protection of Personal Information Act, 2013 (“POPIA”). 1.2. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you: • Use our website(s) and online booking platforms; • Rent a vehicle or use our services (including chauffeur, fleet management and related services) at any of our branches; • Communicate with us via telephone, email, in person, or otherwise. 1.3. This Policy also relates to third parties who are not our clients but whose personal information we process in connection with our services — for example, additional drivers. If you provide us with personal information about another person, you must inform them of this Policy and, where possible, obtain their consent to share their information with us. 1.4. “Personal Information” has the meaning given to it in POPIA and generally includes any information that identifies, or can be used to identify, a person. By engaging with us, you agree to the terms of this Privacy Policy.
Who We Are Responsible Party 2.1. Kenings is the “responsible party” under POPIA and is responsible for the personal information we hold about you. We are registered with the Information Regulator of South Africa. 2.2. We have appointed an Information Officer who oversees our compliance with POPIA. If you have any questions about this Policy or our privacy practices, please contact our Information Officer using the details below.
Information Officer Name: Aeysha Williams Email: aeysha@kenings.co.za Telephone: +27 (0) 87 095 8918
What Personal Information We Collect 3.1. The exact information we collect depends on what you ask us to do or what we are contracted to do for you. It may include: • Identity information: full name, identity/passport/registration number, marital status, date of birth, gender, job title, and information needed to verify your identity (including where you are an additional driver); • Contact information: postal and physical addresses, email addresses and telephone numbers; • Driver information: driver’s licence details and driving eligibility; • Financial information: bank account and payment details (such as credit card details, processed securely via third parties), billing details and credit information; • Employment information: employer details and business address; • Booking and rental information: pick-up and drop-off locations, rental duration, vehicle type, booking history, travel/tourism data and insurance data; • Company or business details: business name, registration number, business address and VAT number; • Vehicle and technical data: geolocation and tracking data, mileage, fuel consumption, accident/incident/damage records, usage information, traffic-offence information and data from on-board devices; • Verification and compliance data: background, credit or other checks where legally required; • Website data: cookies, IP address, browser and device information, and analytics; • In-branch records: physical access records and CCTV footage (for safety and fraud prevention); • Marketing and communications data: your marketing and communication preferences.
3.2. Special (sensitive) personal information. We do not generally collect special personal information (such as health, biometric or criminal-record information) unless you have voluntarily provided it, it is required by law, or it is relevant to the service we provide — for example, where you inform us of a medical condition requiring an adapted vehicle.
Where We Obtain Your Information 4.1. We collect personal information through: • Direct interactions — when you enquire about our services, make a booking, complete forms, or correspond with us by phone, email, post or in person; • Third parties — such as travel agents, third-party booking services, airlines, hotels, insurers, your employer, or other parties we have a contractual relationship with; • Publicly available sources or governmental agencies — such as credit bureaux, law-enforcement and regulatory authorities; • Automated technologies — as you interact with our website and in-vehicle technology (including apps and tracking devices), we may automatically collect technical data.
4.2. Rental vehicles you operate may collect personal information about you. We are not responsible for such collection, which is subject to the vehicle manufacturer’s own policies and notices.
Our Lawful Grounds for Processing 5.1. We collect, use, store and transfer your personal information relying on your consent or on another lawful ground under POPIA, including: • Preparing to enter into, or performing, a contract with you; • Complying with a legal obligation; • Protecting your legitimate interests; • Pursuing our legitimate interests (or those of a third party), provided these are not overridden by your rights.
Why We Process Your Information 6.1. We process your personal information to: • Register you as a client or prospective client and verify your identity; • Provide and manage rental bookings and our other services (online and in-branch); • Verify driving eligibility and prevent, detect and investigate fraud and other crime; • Process payments securely and collect and recover money owed to us; • Administer your rental, manage rental records and calculate your fees; • Communicate with you about bookings, services, events, promotions or changes; • Maintain our fleet and recover lost, stolen or towed vehicles; • Comply with our legal, regulatory and compliance obligations, including record-keeping and traffic laws; • Improve our services, website and systems, and analyse trends and performance; • Handle customer service queries, complaints and other issues arising during our services; • Market our services to you, where you have agreed; • Ensure safety and protect our property and that of others.
6.2. We will only use your personal information for the purpose for which it was collected, unless we reasonably consider that we need to use it for a compatible purpose.
Sharing of Personal Information 7.1. We may share your personal information, only as needed, with: • Payment processors and IT service providers; • Trusted service and business partners, including within our group; • Organisations that manage a corporate, membership or other commercial account you rent under (we recommend you review their privacy policy); • Third parties for legitimate purposes such as travel agents, insurers, roadside assistance, resolving traffic violations and processing claims; • Law-enforcement agencies, regulators, courts and fraud-prevention agencies, where legally required or permitted; • Parties involved in fraud prevention, legal proceedings or debt recovery.
7.2. Where we share personal information with service providers, we require them to act only on our instructions, keep it confidential and secure, and not use it for their own purposes unless you have consented or the law permits. 7.3. We do not sell or trade personal information to unauthorised third parties.
Data Accuracy and Retention 8.1. You must provide accurate, current and complete information when booking or renting, and keep us informed if your personal information changes during your relationship with us. 8.2. We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, to meet our legitimate business interests (including legal, archival, accounting and audit purposes), or as required by law. It is then securely archived or destroyed in line with our retention and destruction policies.
Security of Your Information 9.1. We apply appropriate technical, organisational and physical measures to protect personal information, including:
• Encrypted email and booking systems; • Secure storage of digital and paper records; • Restricted access with unique logins and strong password policies; • Approved encrypted messaging for sensitive data; • Cloud storage only on authorised, password-protected accounts; • CCTV and physical security at our locations.
9.2. Where we engage a third party to process personal information on our behalf, we select them carefully and require them to apply appropriate security measures.
Cookies and Automated Decisions 10.1. When you visit our website we automatically collect certain information using cookies, including device data, pages you interact with and your location. We use this to improve how our website functions and our service. You can manage cookies through your web browser settings. 10.2. Some decisions or recommendations may be made using automated systems without human input. Where we use such automation, we do so only where appropriate and ensure your privacy and data- protection rights are respected.
International Transfers 11.1. Where personal information must be processed outside South Africa (for example, for payment processing or IT systems), we ensure the transfer complies with POPIA and that adequate safeguards are in place to protect your information.
Your Rights 12.1. Under POPIA you have the right to: • Request access to the personal information we hold about you; • Request correction, updating or deletion of your information (subject to legal requirements); • Object to, or request that we suspend, the processing of your information in certain instances; • Withdraw your consent, where processing is based on consent; • Lodge a complaint with the Information Regulator of South Africa.
12.2. Please note that erasing or suspending our use of your information, or withdrawing consent, may affect our ability to provide our services to you. 12.3. To exercise any of these rights, please contact our Information Officer in writing at the details in section 2. To opt out of marketing communications, email booking@kenings.co.za.
The Information Regulator 13.1. You have the right to complain to the Information Regulator if you believe your rights have been infringed:
The Information Regulator (South Africa) Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 Postal address: P.O. Box 31533, Braamfontein, Johannesburg, 2017 Complaints email: complaints.IR@justice.gov.za General enquiries email: inforeg@justice.gov.za
Third-Party Links 14.1. Our website may contain links to third-party websites, plug-ins and applications. Clicking those links may allow third parties to collect or share information about you. We do not control these websites and are not responsible for their privacy practices. We encourage you to read the privacy notice of every website you visit.
Updates to This Policy 15.1. We may update this Privacy Policy from time to time to reflect changes in law, technology or our operations. This Policy does not form part of any contract for our services. 15.2. The most recent version will always be available on our website.
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We specialize in vehicle rental services and make it easy for you to book online and hire vehicles from several locations.
Our vehicle rental services include cars, vans, trucks, and even an Executive bus, depending on your needs. Each of our vehicles is in excellent condition, and ensures safety, and comfort, marking us as a leading provider of vehicle rentals across South Africa.
