Privacy policy & POPIA

This policy explains how Greyling Motors (“Greyling Motors”, “we”, “us”) processes personal information when you use this website, chat to us, contact us on WhatsApp, or send us an enquiry. We are committed to processing your information lawfully, transparently and only for the purposes described here.

1. Who we are (the responsible party)

The responsible party for personal information collected through this website is Greyling Motors, a pre-owned vehicle dealership at 477 Johan Heyns Drive, Gezina, Pretoria.

Phone: 012 335 3840
Email: sales@greylingmotors.co.za
Information Officer: Louis Greyling, contactable at louis@greylingmotors.co.za.

The website and its lead-management platform are built and operated for us by CallTech Technologies, which acts as our operator (see section 6).

2. Information we collect

Information you give us

Contact details: your name, mobile number and email address.
Your enquiry: the vehicle you’re interested in, your message, and preferred test-drive date and time.
Finance enquiries (optional fields): net monthly income, deposit available and employment type. We do not ask for your ID number or bank details on this website.
Sell or trade-in requests: your vehicle’s make, model, year, mileage, registration number, condition, expected price and any photos you upload.
Messages you send through the website chat or on WhatsApp.
Your consent choices (contact, marketing and, for finance, sharing with finance providers) and when you gave them.

Information collected automatically

Random, anonymous visitor and session identifiers stored in your browser, used to understand how the site is used (they don’t identify you by name).
Pages and vehicles viewed, searches and filters used, and clicks on call, WhatsApp, email and brochure buttons.
How you reached us: the referring website and campaign information in the link you followed (for example UTM parameters, Google “gclid” or Facebook “fbclid” values).
Technical information such as your IP address, browser type and device, recorded in server logs for security.

3. Why we use your information

To respond to your enquiry: to contact you about a vehicle, a test drive, finance or a trade-in that you asked about, and to send you a brochure you requested.
Finance referrals: if you start a finance enquiry (section 5), we may share your details with banks or finance houses so that they can contact you about finance options. A finance enquiry is not a credit application.
Marketing, only if you opt in: news about new stock and specials, sent only if you ticked the marketing box. You can opt out at any time.
Improving our service: anonymous statistics about which pages, vehicles and adverts are useful, so we can improve the website and measure our advertising.
Security and fraud prevention: protecting our forms and systems against spam and abuse.
Legal obligations: keeping records we are required to keep by law.

We rely on your consent, on steps you ask us to take before a possible sale, on our legitimate interest in running and improving our business, and on legal obligations, as permitted by section 11 of POPIA.

Every form, pop-up and chat step on this website carries the notice “By continuing you agree to our Privacy Policy” above its button. By continuing you agree that we may contact you about that enquiry by phone, WhatsApp or email, and process your information as described here. We record that you continued, together with the date, time and the version of this policy. Marketing is separate and optional: we only send it if you tick the marketing box. For finance enquiries, see section 5. You may withdraw any consent at any time by contacting us at sales@greylingmotors.co.za. Withdrawal does not affect processing that took place before you withdrew.

5. Finance enquiries

When you press “Apply for finance” on the website (from a consultant’s card, the Finance page or the chat) we ask only for your name and mobile number, and, if you like, the vehicle and a rough monthly budget. We never ask for your ID number, income details or banking details on this website. By continuing you agree that:

Greyling Motors may contact you about this finance enquiry by phone, WhatsApp or email;
Greyling Motors may share your name, contact details and the vehicle you are interested in with registered finance providers (banks and finance houses) so that they can assess the enquiry and contact you about finance options;
a full finance application and any credit check only happen with your further, separate consent, which you give to the finance provider in its own secure application (for example the online application your consultant sends you, which is run by the finance provider under its own privacy terms);
a finance enquiry is not a credit application and does not affect your credit record;
finance is always subject to the bank’s approval.

We record your finance enquiry, the consultant handling it and the date, time and policy version under which you continued. You may withdraw this consent at any time by contacting us at sales@greylingmotors.co.za.

We never sell your personal information. We share it only with:

Our consultants and managers who need it to help you.
Operators that process information on our behalf under written agreements requiring confidentiality and security (section 21 of POPIA): our website and platform operator (CallTech Technologies), our hosting provider, and our email service provider.
WhatsApp (Meta Platforms): when you message us on WhatsApp, your messages are processed by WhatsApp in line with its own terms and privacy policy.
Google and Meta advertising tools: only if you accept optional cookies (see section 12).
Banks and finance houses: only for finance enquiries you started (section 5).
Authorities, where we are legally required to do so.

7. Cross-border transfers

Some of our operators (for example WhatsApp/Meta, Google and email providers) may store or process information outside South Africa. We only allow this where the recipient is subject to laws, binding corporate rules or an agreement that provide an adequate level of protection, or where you have consented, as required by section 72 of POPIA.

8. How we protect it

We take reasonable technical and organisational measures to protect your information (section 19 of POPIA), including encrypted connections (HTTPS), restricted and logged access to our lead-management portal, and staff access based on their role. If we become aware of a security compromise affecting your information, we will notify you and the Information Regulator as required by section 22.

9. How long we keep it

We keep personal information only for as long as we need it for the purposes above or as required by law. Enquiries that do not lead to a sale are deleted or de-identified after a set period (currently about 24 months), and website analytics are kept in de-identified form for about 25 months. Records relating to a vehicle purchase are kept for as long as the law requires.

10. Your rights

Under POPIA you have the right to:

Access: ask whether we hold information about you and request a copy.
Correction: ask us to correct or update inaccurate information.
Deletion: ask us to delete information we no longer need or are not allowed to keep.
Objection: object to processing based on our legitimate interests, and to direct marketing at any time.
Complaint: lodge a complaint with the Information Regulator (section 14).

To exercise these rights, email sales@greylingmotors.co.za or call 012 335 3840. We may need to confirm your identity first. Formal access requests can also be made under the Promotion of Access to Information Act (PAIA).

11. Direct marketing and unsubscribing

We only send you marketing if you opted in. Every marketing email includes an “unsubscribe” link: it opens a page on this website that shows the (partly hidden) email address and lets you opt out with one click. Once you opt out, we stop sending you marketing; we may still contact you about an enquiry you make. You can also opt out by emailing sales@greylingmotors.co.za.

12. Cookies and analytics

When you first visit, a banner lets you accept all, reject all or choose in settings. We use three kinds of cookies and browser storage:

Necessary (always on): what the website needs to work, for example remembering your chat session, your compare list and your cookie choice. These never identify you.
Analytics (only with your consent): our own first-party statistics. Random identifiers in your browser’s storage let us count visits and see which pages, vehicles, searches, photos, walk-around views, calculator settings, chat buttons and consultant buttons are used, and which website or advert brought you here. Nothing is sent to an advertising network, and no IP address is stored. We only link this browsing to a person when that person sends us an enquiry from the same browser, so that we know how the enquiry came about.
Marketing (only with your consent): Google Analytics, Google Ads conversion measurement and the Meta (Facebook / Instagram) Pixel and Conversions API, which measure whether our adverts lead to enquiries. These load only after you accept them; if you accepted them when you sent an enquiry, we may report that an enquiry happened to Google or Meta in a hashed (unreadable) form.

You can change or withdraw your choice at any time with “Cookie preferences” in the website footer, or by clearing cookies and site data in your browser. Rejecting optional cookies never affects your ability to use the website or to contact us.

13. Children

This website is intended for adults. We do not knowingly collect information from children under 18.

14. Complaints and the Information Regulator

If you’re unhappy with how we handle your information, please contact us first so we can try to resolve it. You also have the right to complain to the Information Regulator (South Africa):