Centurion Ice & Wood (“Centurion Ice”, “we”, “us” or “our”) is committed to protecting your privacy and to handling your personal information responsibly and lawfully. This Policy is provided in accordance with the Protection of Personal Information Act, 2013 (“POPIA”) and other applicable South African law.
It applies to our marketing website at www.centurioniceandwood.co.za, our customer, driver and dispatcher mobile applications (the “App”), and any orders placed with us by phone, WhatsApp, web or in person (together, the “Services”). Please read it together with our Terms & Conditions.
1. Who is responsible for your information
The responsible party (data controller) for your personal information is Centurion Ice & Wood, of 264 Cradock Avenue, Lyttelton Manor, Centurion, South Africa.
For any privacy questions, requests or complaints, you can contact our Information Officer at admin@centurioniceandwood.co.za or 060 742 7969.
2. The information we collect
We collect and process the following categories of personal information:
Information you give us
- Account details — your name, business or trading name, email address, mobile number and a password (stored only in encrypted/hashed form) when you register or sign in.
- Delivery and contact details — delivery addresses, site contact names and numbers, and any access or delivery instructions you provide.
- Order information — the products you order, quantities, schedules, order history, special instructions and related correspondence.
- Messages and order requests — the content of messages you send us, including orders placed via WhatsApp, which are received into our system through our messaging partner.
- Billing information — the details needed to invoice you and maintain your account, including VAT and trading details for business customers. We do not store full card details on our systems.
Information we collect automatically
- Device and usage data — basic technical information such as device type, operating system, app version, log data and diagnostics needed to operate and secure the App.
- Website analytics and cookies — our website may use cookies and similar technologies to remember preferences and understand how the site is used. You can control cookies through your browser settings.
Information collected during delivery (drivers and dispatchers)
- Proof of delivery — where a driver or dispatcher uses the App to complete a delivery, we may capture a digital signature and an optional photograph (for example of the delivered goods or signed docket) as proof of delivery, together with the date, time and the quantities loaded and offloaded.
- Camera and photo access — the App requests access to your camera or photo library only when you choose to capture or attach a proof-of-delivery image. We do not access your camera or photos in the background.
We do not collect precise background GPS location, and we do not sell your personal information to anyone.
3. How we use your information
We use your personal information to:
- create and manage your account and authenticate you securely;
- receive, process, schedule, fulfil and deliver your orders;
- plan delivery routes and confirm deliveries with proof of delivery;
- generate invoices, statements and manage payments and credit accounts;
- communicate with you about orders, deliveries, queries and support;
- operate, maintain, secure and improve the Services;
- detect, prevent and address fraud, abuse and technical issues; and
- comply with our legal, tax and regulatory obligations.
4. The lawful basis for processing
Under POPIA we process your personal information where: it is necessary to conclude or perform a contract with you (for example, to fulfil your orders); it is necessary to comply with a legal obligation (for example, tax and accounting records); it is necessary for our legitimate business interests in a balanced and reasonable way (for example, securing and improving the Services); or you have given your consent (for example, for optional marketing communications, which you may withdraw at any time).
5. Who we share information with
We share personal information only as needed to run the Services, and we require our service providers (operators) to protect it and use it only on our instructions. These include:
| Provider | Purpose |
|---|---|
| Supabase | Secure database and account authentication for the App and platform. |
| Microsoft Azure | Cloud hosting of our website and backend services. |
| Softennect | WhatsApp messaging gateway that delivers your order messages into our system. |
| Xero | Accounting, invoicing and customer statements. |
| Apple & Google | App distribution and platform services for the iOS and Android apps. |
| Our delivery team | Drivers and dispatchers who require delivery details to fulfil your order. |
We may also disclose information where required by law, to enforce our agreements, to protect our rights, property or safety, or in connection with a business transfer such as a merger or acquisition.
6. Cross-border transfers
Some of our service providers process and store information on servers located outside South Africa. Where personal information is transferred across borders, we take reasonable steps to ensure it is protected by a comparable level of safeguards, as required by POPIA.
7. How long we keep your information
We keep personal information only for as long as necessary for the purposes described in this Policy, including to provide the Services, maintain your account and order history, and to meet our legal, tax and accounting obligations (which generally require financial records to be kept for at least five years). When information is no longer required, we securely delete or de-identify it.
8. How we protect your information
We maintain appropriate technical and organisational security measures to protect personal information against loss, unauthorised access, alteration or disclosure. These include encrypted connections, hashed passwords, access controls and use of reputable infrastructure providers. No system is completely secure, but we work continually to safeguard your information and will notify you and the Information Regulator of a compromise where the law requires.
9. Your rights
Subject to applicable law, you have the right to:
- request access to the personal information we hold about you;
- request that we correct or update inaccurate or incomplete information;
- request that we delete your personal information, where appropriate;
- object to certain processing, including direct marketing;
- withdraw any consent you have given; and
- lodge a complaint with the Information Regulator (South Africa).
To exercise any of these rights, contact us at admin@centurioniceandwood.co.za. We may need to verify your identity before acting on a request.
10. Deleting your account and data
You can request deletion of your account and associated personal information at any time by emailing admin@centurioniceandwood.co.za from the address linked to your account, or by contacting us on 060 742 7969. We will delete your account data within a reasonable period, except where we are required to retain certain records (such as tax invoices) to comply with the law. We will confirm once your request has been actioned.
11. Children’s privacy
The Services are intended for businesses and adult customers. We do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact us so we can remove it.
12. Changes to this Policy
We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, notify you. Your continued use of the Services after an update means you accept the revised Policy.
13. Contact us
If you have any questions about this Policy or how we handle your personal information, please contact:
Centurion Ice & Wood
The Information Officer
264 Cradock Avenue, Lyttelton Manor, Centurion, South Africa
Email: admin@centurioniceandwood.co.za
Phone: 060 742 7969
You may also contact the Information Regulator (South Africa) at inforegulator.org.za.