Privacy Policy

Last updated: 08 December 2025At CoPilot, we take your privacy seriously. This policy explains how we collect, use, store, and protect your personal and company information when you use our website, telematics platform, mobile apps, or any of our services.1. Who we are
CoPilot (Pty) Ltd is a registered South African company (Reg. No. pending) with offices in [insert city/province]. We are the responsible party under the Protection of Personal Information Act (POPIA).2. What information we collect

  • Personal details you give us: name, email, phone number, ID number (only when required for driver scoring or SARS logbooks).
  • Company information: business name, registration number, fleet details, billing information.
  • Vehicle and driver data: GPS location, driving behaviour (speed, harsh braking, idling), fuel usage, routes travelled.
  • Website & app usage: IP address, browser type, pages visited, cookies.

3. How we use your information

  • To provide and improve our telematics services.
  • To generate reports, driver scorecards, and tax logbooks.
  • To send you service updates, invoices, and occasional marketing (you can opt out anytime).
  • To comply with legal obligations (e.g., SARS, traffic authorities).

4. Lawful basis (POPIA)
We only process your information when we have a lawful reason:

  • You gave consent
  • It’s necessary to fulfil our contract with you
  • It’s required by law
  • It protects the legitimate interests of your company or road safety

5. Who we share information with

  • Our trusted service providers (cloud hosting, payment gateways, SMS providers) who are also POPIA-compliant.
  • Your company’s fleet managers or administrators (they see driver and vehicle data).
  • Law enforcement or regulators when legally required.

We never sell your personal information.6. Data security
We use bank-level encryption, secure South African and EU-based servers, and regular penetration testing. Access to your data is restricted to staff who need it.7. How long we keep data

  • Fleet and driving data: up to 5 years (SARS requirement for logbooks) or as agreed in your contract.
  • Account data: as long as you remain a client, plus 6 months after termination.
    You can request deletion of certain data at any time.

8. Your rights under POPIA
You have the right to:

  • Access your personal information
  • Correct or update it
  • Object to processing or ask us to delete it
  • Withdraw consent (where applicable)
  • Lodge a complaint with the Information Regulator (https://inforegulator.org.za)

Contact us at privacy@copilot.co.za for any of these requests – we’ll respond within 30 days.9. Cookies & tracking
Our website uses essential cookies for login and analytics cookies (Google Analytics – anonymised). You can disable non-essential cookies in your browser.10. Contact us
Questions or concerns?
Email: privacy@copilot.co.za
Call: 021 123 4567
Post: CoPilot, [insert physical address]We may update this policy from time to time. The latest version is always posted on copilot.co.za/privacy.Ready to paste straight onto your website.
If you have a physical address, registration number, or specific hosting locations you’d like added, just let me know and I’ll update it instantly!