PRIVACY POLICY

Reoil Collections System, Reoil Collectors and Reoil Generators apps

Effective Date: 29 October 2026

1. Who we are

This Privacy Policy explains how REOIL REFINING FACILITIES (PTY) LTD ("Reoil", "we", "us" or "our") processes Personal Information when you use the Reoil Collections System website and the Reoil Collectors and Reoil Generators mobile apps (together, "the Platform"). Reoil is the responsible party for the purposes of the Protection of Personal Information Act 4 of 2013 (POPIA). This policy forms part of our Terms and Conditions.

2. Who the Platform is for

The Platform is a business tool for licensed waste-oil collectors and the businesses that generate used oil in South Africa. It is not directed at children, and we do not knowingly collect Personal Information from anyone under 18.

3. Information we collect

  • Account information: your name, email address, mobile number and password (stored only as a one-way hash).
  • Business information: company name, contact person, physical and postal address, emergency contact number, waste origin description, and regulatory references (for example IPWIS, IWAMASA and ROSE references) that you provide.
  • Collection records: load numbers, dates, times, volumes, test results, prices, payments, statements and related compliance documents.
  • Location: the Reoil Collectors app records the precise GPS position of a device when a collection is registered, and uses the current position, only while the app is in use, to show nearby generators on the map and to pre-select the nearest generator. We do not track your location in the background.
  • Camera: the Reoil Collectors app uses the camera only to scan a generator's QR code. Camera images are not stored or uploaded.
  • Technical information: security and session data such as sign-in tokens and server logs needed to run and protect the Platform.

4. How we use your information

  • To create and administer your account and verify and approve registered members.
  • To record, schedule and track oil collections and to calculate and report payments and statements.
  • To connect generators with collectors, including sharing the contact details needed to arrange a collection.
  • To produce and send compliance and tracking documents that you request.
  • To keep the Platform secure, prevent fraud and misuse, and comply with legal obligations.

We do not sell your Personal Information. We do not use advertising or third-party tracking software, and we do not track you across other companies' apps or websites.

5. Who we share information with

  • Other members involved in a collection. A generator and the collector who services it can see the information about that collection that is needed to carry it out, including each other's business name, contact person and phone number.
  • Service providers that host and operate the Platform on our behalf, such as our cloud hosting, database and email delivery providers. They may process information only to provide their services to us.
  • Authorities where we are required to do so by law, or to protect our rights or the safety of others.

Some of our service providers store data outside South Africa. Where this happens we take reasonable steps to make sure the recipient is bound by protections comparable to POPIA.

6. Security

All communication between the apps and our servers uses HTTPS. Passwords are stored as hashes, and sign-in tokens are kept in the device's secure storage. No system is completely secure, so we cannot guarantee absolute security, but we take reasonable technical and organisational measures to protect your information.

7. Retention and account deletion

We keep your information for as long as your account is active and for as long afterwards as we need it to meet legal, tax, environmental-compliance and audit obligations, because collection and payment records involve other members.

You can delete your account at any time inside the apps (Settings, then Delete Account) or on the website. When you do, your name, email address, mobile number and password are permanently removed or replaced with anonymous placeholders and your sign-in sessions are ended. Business and collection records that other members and our legal obligations depend on are retained without your personal identifiers.

8. Your rights

Under POPIA you may:

  • ask us to confirm whether we hold Personal Information about you and to give you a copy;
  • ask us to correct or delete Personal Information that is inaccurate, irrelevant or unlawfully held;
  • object to the processing of your Personal Information in certain circumstances; and
  • lodge a complaint with the Information Regulator (South Africa) at inforeg.org.za if you believe we have not handled your information lawfully.

To exercise these rights, contact us using the details below. We may need to verify your identity first.

9. Changes to this policy

We may update this policy from time to time. The effective date above shows when it last changed. If a change is significant we will tell you through the Platform or by email.

10. Contact us

REOIL REFINING FACILITIES (PTY) LTD

Email: greg@reoil.co.za

Mobile: 082 940 7211

Physical Address: 34 Harris Drive, Ottery, Cape Town, 7800