Who handles your information
Dynamic Solvents (Pty) Ltd, registration number 2021/480980/07, is responsible for personal information whose purposes and means of processing it determines. General contact: info@dynamicsolvents.co.za or 021 873 9008. Legal and PAIA correspondence address: 7 Rossiter Street, Wellington, Western Cape, South Africa.
Our Information Officer is Chijioke Agina, Chief Operating Officer (COO). Address privacy and records-access requests to him through info@dynamicsolvents.co.za or 021 873 9008.
Information we collect and its sources
Contact enquiries collect your name, email address, optional company name, enquiry type and message. Quote requests also collect the business/phone details, cargo description, collection/delivery addresses, preferred dates and handling information you provide.
When you apply for a genuinely advertised vacancy, the application collects your name, email, phone, PDF CV and optional cover note. Receipt, review-stage and security-check records may also be kept. Include only relevant application information; avoid unnecessary identity documents, banking, health or other sensitive details.
Authorised services process account/membership information, security/access records and information needed for the requested staff, client or driver service. Driver features may store assignments and queued reports/proof on the device for offline use.
Most form information comes from you. Supply another person's details only where needed and where you have authority. Hosting/security services may process request/device information; enquiry abuse checks use a hashed network identifier, submission reference and fingerprint.
Why we use it and the applicable grounds
Enquiry and quote details are used to assess and respond to your request. Applications are used to assess suitability for the named vacancy and contact the applicant. Account and technical information supports requested secure access, operational services, abuse prevention and applicable record-keeping.
We use enquiry details for necessary steps before a requested agreement and our legitimate interest in responding to business requests. Recruitment uses information relevant to assessing the named application, the application permission and necessary steps before employment. Requested account and operational services use necessary agreement performance, access-security interests and applicable legal obligations. Where processing relies on consent, you may withdraw it; this does not make earlier lawful processing unlawful or displace another applicable lawful ground. We assess the appropriate POPIA ground for the activity and do not treat one checkbox as permission for every purpose.
Submitting a form is not cargo acceptance, a booking, a confirmed price or an employment offer. The enquiry or application choice does not authorise unrelated marketing or a future-vacancy talent pool.
Required and optional information
Required form fields are marked with an asterisk and are needed to assess the relevant request. Optional fields can be left blank. Please include enough information to identify the cargo, route or named vacancy without unrelated sensitive details.
The enquiry/application checkbox refers to the use described beside it. A cookie-notice choice is separate and does not supply consent for a form or marketing. If you prefer not to submit a form, use the published contact channels to ask for assistance. We retain submission and request records for the relevant purpose; a separate universal consent register is not represented by this notice.
Who receives it and our service providers
Information is available only to personnel and service providers who need it for the relevant enquiry, application or authorised service. The website is hosted through Sites on Cloudflare infrastructure; configured authentication, database and protected storage use Supabase. Transactional email uses Resend when the relevant delivery workflow is configured. The Information Officer maintains the provider and recipient inventory and reviews the applicable operator agreements. These technology names do not constitute a claim that every contractual or subprocessor arrangement has been independently verified.
Enquiry notifications are designed to contain a reference and a protected-inbox link rather than the full form contents. A saved enquiry or queued notice is not proof of email delivery. Where vacancy applications are enabled, acknowledgment emails go to the address the applicant supplies and uploaded PDFs require protected security review.
Information may also need to be disclosed where law requires it or to establish, exercise or defend a legal right. Operators processing information on our behalf must work under appropriate confidentiality and processing arrangements.
Information processed outside South Africa
Technology providers may process information outside South Africa. The configured Supabase database region is Frankfurt, Germany (eu-central-1); the configured Resend sending domain uses its Ireland region (eu-west-1). Sites/Cloudflare hosting is distributed. These configured regions do not identify every support, subprocessor, scanner, email or backup location.
Foreign transfers must meet an applicable POPIA section 72 condition and appropriate protection, including relevant onward transfers. The Information Officer reviews recipients, processing locations and transfer safeguards before authorising a new transfer or material change. The full provider/operator and transfer evidence remains subject to that review; this policy does not claim that all information stays in South Africa or that publication alone establishes compliant agreements.
Safeguards
Role-based access, protected file storage and security checks are used to reduce unauthorised access. Application uploads are restricted to PDF files up to 5 MB; enabled review workflows must keep them private and apply the required security checks. No internet service can guarantee complete security.
If a security compromise meets POPIA's notification requirements, the responsible party must notify the Information Regulator and affected people as required by law, as soon as reasonably possible subject to lawful investigation and notification restrictions. This policy does not claim independent security certification.
How long information is kept
Keep information only for the original purpose and other lawful needs. The following company-approved retention periods and criteria apply, subject to statutory duties, a continuing agreement, unresolved claims and documented legal holds. The relevant start date is assessed for each record category.
- Closed enquiries and quote requests that do not become transport business: 12 months from closure or the last substantive correspondence, whichever is later. A delivery retry does not restart this period.
- Completed transport records, contracts and relevant proof of delivery: seven years after the matter closes. Accounting and tax records: the current financial year plus seven completed financial years. A longer prescribed period, unresolved claim or lawful hold takes precedence.
- Unsuccessful applications and CVs: six months after the recruitment decision or vacancy closure, whichever is later. Successful applications: keep only information needed for employment during employment and the applicable statutory period; core payroll/accounting records follow the seven-year rule. Do not retain every recruitment attachment indefinitely or use it as a future-vacancy talent pool without a separate lawful basis.
- Account and membership profiles: while authorised access is active, then up to 90 days after offboarding for reconciliation. Revoke access promptly; minimal audit records follow their own lawful retention period.
- Company-controlled routine security/access logs: 90 days. Incident, privacy-request and accountability records: two years after resolution, unless a prescribed period, unresolved matter or legal hold requires longer. Provider-controlled logs follow the verified provider configuration and applicable agreement.
- Notification content and delivery diagnostics: 90 days after terminal delivery or failure. Keep only the minimal reference and idempotency ledger needed for the parent record, for no longer than that record’s lawful lifetime.
- Temporary processing copies: remove after the processing task and its necessary recovery checks. Review and dispose of rejected or orphaned uploads within seven days after resolution, unless needed for an incident or lawful hold. Cleanup windows do not replace the retention rule for the underlying record.
- Offline driver information and unsent proof: retain until successful synchronisation or authorised export, reconciliation and safe disposal. Review unsynchronised work after seven days; do not erase unsent evidence merely because that review is due. Shared-device offboarding must protect unsent work and end access.
- Backups: expire through the actual provider rotation and recovery configuration. Restrict access and do not restore expired records into ordinary use without applying the current retention/hold rules. This policy does not invent a fixed deletion date for every provider backup.
- Cookie-notice choice: valid for 180 days. The hosting security cookie expires after 30 minutes of continuous inactivity under Cloudflare’s published criteria. Other requested secure-feature storage is described in the Cookie policy.
The Information Officer oversees a quarterly retention review, documented exceptions and holds, and secure deletion, destruction or irreversible de-identification when information is no longer lawfully needed. Provider and device disposal must use verified controls. These are the company’s approved policy requirements; this page does not claim that an automatic purge job already enforces every period. Access-request decision records must still allow a reasonable opportunity to exercise legal rights.
Your rights and how to make a request
You may ask whether we hold personal information about you, request a record or description, ask for inaccurate or unlawfully held information to be corrected or deleted, object where POPIA permits, and withdraw consent where processing relies on it. These rights have legal qualifications; a record may need to be retained for a lawful reason. We may request proportionate proof of identity or authority.
Direct the request to Chijioke Agina, COO and Information Officer, at info@dynamicsolvents.co.za or 021 873 9008, or use the legal/PAIA correspondence address above. Identify the information or processing concerned. Do not send identity documents unless proportionate verification is requested through an agreed private channel.
Confirmation of whether information is held, objections and correction/deletion requests are free. A lawful prescribed charge may apply to copies or descriptions and must be explained before proceeding. The official POPIA forms and guidance can help; an accessible request with the necessary particulars may also be used. For other company records, see PAIA access to records.
Concerns and complaints
You may raise a concern through our general contact details and may also complain directly to South Africa's Information Regulator. You do not need our permission or have to complain to us first.
Use the Regulator's official complaint channels for current instructions. POPIA complaints: POPIAComplaints@inforegulator.org.za. General enquiries: enquiries@inforegulator.org.za; 010 023 5200 or 0800 017 160.
Updates and linked notices
This policy takes effect on 3 October 2026. Material changes and the current version/date are published here. A notice update does not turn an earlier acknowledgment into consent for a new, unrelated purpose.
Read the related POPIA notice, cookie policy and PAIA access to records.