Privacy and POPIA Policy
Effective date: 31 July 2026
This policy explains how U Fuel (Pty) Ltd collects, uses, stores, shares and protects personal information in connection with its website, enquiries, professional petroleum services, UFuel Academy, online shop, client onboarding and related business activities.
1. Responsible party
Responsible party: U Fuel (Pty) Ltd
Registration number: 2018/071546/07
Address: Unit 17, Oaklane Office Park, 111 Grippen Road, Bartlett, Boksburg, 1459, South Africa
Telephone: +27 (0)11 568 2633
Privacy and Information Officer contact: hello@ufuel.co.za
2. Scope
This policy applies to personal information processed through www.ufuel.co.za, its contact and order forms, the UFuel online shop, Academy enrolment, linked client or training systems, email and telephone communications, professional engagements, supplier relationships and office administration.
3. Personal information we may process
- Identity and contact information, including names, identification or passport details where required, telephone numbers, email addresses and physical addresses.
- Company, ownership, directorship, employment and authorised-representative information.
- Petroleum licence, application, site, project, transaction, storage, transport, supplier, customer, financial and regulatory information provided for a professional engagement.
- Academy application, learner, assessment, access and certificate information.
- Order, billing, delivery, payment-status and customer-service information. Complete card details are processed by the payment service provider and are not intentionally stored by UFuel.
- Communications, instructions, documents, complaints, consent records and service history.
- Technical and usage information such as IP address, browser type, device information, security logs, referral source and cookie identifiers.
- Employee, contractor, supplier and professional-adviser records where relevant to UFuel’s operations.
4. How information is collected
Information may be collected directly from you, from a company or person you authorise, through website forms and orders, during consultations, from documents supplied for a project, from public or official records, from counterparties involved in a transaction, and from service providers where the collection is lawful and relevant.
5. Purposes and lawful grounds
UFuel processes personal information where necessary to:
- respond to enquiries and assess whether a defined service applies;
- prepare proposals, contracts, applications, studies, reports, valuations, training and other agreed deliverables;
- administer Academy enrolment, access, support, assessment and certification;
- process orders, payments, delivery, returns and customer support;
- verify identity, authority, company, licence, transaction or project information;
- communicate with competent authorities, professional advisers and project participants where authorised or required;
- maintain financial, tax, contractual, regulatory and business records;
- secure systems, prevent fraud, investigate incidents and enforce legal rights;
- improve services, website performance and customer experience; and
- send direct marketing where consent or another lawful basis exists.
The lawful basis may include consent, steps required before entering into a contract, performance of a contract, compliance with a legal obligation, protection of a legitimate interest, or UFuel’s legitimate business interests balanced against the rights of the data subject.
6. Sharing and operators
UFuel does not sell personal information. Information may be shared only where relevant with authorised employees and contractors; website, hosting, cloud, email, security, analytics, client-management and training-platform providers; payment processors; couriers; accountants, auditors, attorneys and other professional advisers; laboratories and technical specialists; transaction parties; insurers; competent government authorities, courts, regulators and law-enforcement bodies; and another person you authorise.
Operators that process information for UFuel are expected to process it only for the contracted purpose and to apply appropriate confidentiality and security safeguards.
7. Orders and payment processing
When you place an order, UFuel processes the customer, billing, delivery and transaction information needed to administer the order. Payment credentials are handled by the external payment gateway under its own security and privacy controls. UFuel receives payment status and transaction-reference information required to reconcile and support the order.
8. Cross-border and cloud processing
Some technology and cloud service providers may process or store information outside South Africa. Where this occurs, UFuel will take reasonable steps to use providers and arrangements that offer an adequate level of protection or another lawful basis for the transfer as required by POPIA.
9. Cookies and similar technologies
The website may use:
- Essential cookies required for security, forms, sessions, shopping-cart and checkout functions;
- Functional cookies that remember preferences or support embedded services;
- Analytics cookies that help UFuel understand aggregate website use and improve performance; and
- Third-party cookies that may be set when maps, videos, chat, payment or other external content is used.
You may restrict cookies through your browser. Blocking essential cookies may prevent forms, login, cart or checkout functions from operating correctly.
10. Security
UFuel applies reasonable technical and organisational safeguards appropriate to the nature of the information and the risk, including access controls, authentication, protected systems, backups, service-provider controls, confidentiality obligations, security monitoring and incident-response procedures. No system is completely risk free, and users should avoid sending unnecessary sensitive information through ordinary email.
11. Retention and deletion
Personal information is retained only for as long as reasonably required for the purpose for which it was collected, an ongoing engagement or learner relationship, contractual and professional record keeping, dispute management, security, and applicable legal or regulatory obligations. Information that is no longer required will be securely deleted, destroyed or de-identified where reasonably practicable.
12. Direct marketing
UFuel may send information about relevant services, training, products or industry updates where permitted by law. You may object or unsubscribe at any time. Operational messages about an enquiry, engagement, account, order or security matter are not marketing communications.
13. Your rights
Subject to POPIA, PAIA and other applicable law, a data subject may:
- ask whether UFuel holds personal information about them;
- request access to personal information;
- request correction, updating, deletion or destruction where legally appropriate;
- object to processing on reasonable grounds;
- object to direct marketing;
- withdraw consent where processing depends on consent, without affecting earlier lawful processing; and
- submit a complaint to UFuel or the Information Regulator.
UFuel may request proof of identity and authority before providing access or changing records. A request may be limited where another person’s rights, confidentiality, legal privilege, contractual duties, fraud prevention, regulatory duties or mandatory retention requirements apply.
14. Requests, corrections and complaints
Send a written request to hello@ufuel.co.za with the subject line “Information Officer / POPIA request”. Describe the information or processing concerned, the requested action and sufficient details for identity verification. UFuel will acknowledge and assess the request within a reasonable period and may provide the applicable prescribed form where required.
If you believe personal information has been mishandled, provide the relevant dates, communications and supporting information. UFuel will investigate and communicate the outcome or next steps.
15. Information Officer, PAIA and the Information Regulator
The head of U Fuel (Pty) Ltd, or a person formally delegated and registered for the role, is responsible for Information Officer functions. Information Officer and privacy correspondence must be sent to hello@ufuel.co.za.
UFuel is finalising a controlled PAIA manual for publication. Until the website copy is published, PAIA and personal-information access requests may be submitted to the Information Officer using the contact details above.
You may also contact the Information Regulator (South Africa):
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg
Website: inforegulator.org.za
16. Security compromises
Where UFuel has reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, it will investigate and provide notifications to affected data subjects and the Information Regulator where required by POPIA.
17. Changes to this policy
UFuel may update this policy to reflect changes in law, systems, service providers or business operations. The effective date at the top identifies the current published version.