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Privacy Policy

Last updated: 26 September 2026

This Privacy Policy explains how Transport Risk Intelligence(“TRI”, “we”, “us”) collects, uses, stores and protects personal information when you use the Transport Risk Intelligence portal (the “Portal”). It is written to meet South Africa’s Protection of Personal Information Act, 2013 (“POPIA”) and Google’s API Services User Data Policy.

1. Who we are

The Portal is operated by Transport Risk Intelligence. For any privacy question or request, contact us at ruben@reliable.co.za.

The Portal is used by transport operators (our “clients”) to manage fleet compliance records. For the driver, vehicle and fleet records a client captures, the client decides what is recorded and why, and TRI processes that information on the client’s behalf. For the account information of people who sign in, TRI is responsible for how it is used.

2. Information we hold

Account information — when you sign in with Google: your name, email address and profile picture.

Fleet compliance records captured by or for our clients, which may include:

  • driver names, South African ID or passport numbers, driving licence types and expiry dates, PrDP (professional driving permit) expiry dates, and work or asylum permit expiry dates;
  • vehicle details: registration number, VIN, vehicle type, make, model, year and licence disc expiry date;
  • insurance policy folders and the documents clients upload (for example licences, permits, claims, fines, inspection and maintenance records);
  • compliance reminders (event dates, categories and the email addresses that should receive reminders), tasks, and risk-register entries;
  • contact email addresses for each client organisation;
  • an activity log of actions taken in the Portal (who did what, and when), used for security and audit.

3. Google user data we access, and why

The Portal uses Google services as follows:

  • Google sign-in (name, email address, profile picture). Used only to identify you, decide whether you are TRI staff or a client user, and show which client workspace you may access.
  • Google Drive.With your permission, the Portal accesses Google Drive to create, store and organise fleet compliance documents on the client’s behalf: it creates the client’s folder structure (for example driver, vehicle and policy folders), uploads, lists, downloads, renames, moves and trashes files within those folders, and shares a client’s folder with that client’s authorised users. The Portal acts on Drive only when you use one of these features; it does not scan, index or analyse your other Drive files.
  • Gmail (send-only).Compliance reminder emails are sent from TRI’s own mailbox using the Gmail API with send-only permission. The Portal does not read, access or send from your Gmail account.

Your Google access token is kept in an encrypted session cookie in your browser for the duration of your session and is not stored in our database.

4. Google API Services — Limited Use

Transport Risk Intelligence’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In plain terms, data obtained from Google APIs:

  • is used only to provide and improve the Portal’s user-facing features described above;
  • is not sold;
  • is not used for advertising, including personalised, re-targeted or interest-based advertising;
  • is not transferred to others except as necessary to provide the Portal’s features, to comply with applicable law, or as part of a merger, acquisition or sale of assets with notice to users;
  • is not read by humans except with your consent for specific data, where necessary for security purposes (such as investigating abuse), to comply with applicable law, or where the data has been aggregated and anonymised for internal operations.

5. Why we process personal information

  • to provide the Portal: storing and organising clients’ driver, vehicle and policy records and documents;
  • to send compliance reminders before licences, permits, roadworthy certificates and similar items expire;
  • to control access, so that each client sees only its own records and documents;
  • to keep the Portal secure, maintain an audit trail, and investigate misuse;
  • to meet our legal obligations.

We do not use personal information for marketing, and we do not sell it.

6. Where information is stored

  • Database — records are stored in a Supabase (PostgreSQL) database hosted in the European Union.
  • Documents — files are stored in Google Drive, in folders managed by the Portal.
  • Hosting — the Portal application is hosted on Vercel.

Because these providers operate outside South Africa, personal information is transferred across borders. We use providers bound by data-protection laws or agreements that give a level of protection comparable to POPIA, as required by section 72 of POPIA.

7. How we protect information

Access is restricted by role: TRI staff can access client workspaces to provide the service, and each client user can access only their own organisation’s records. Database credentials are held only on our servers, connections are encrypted in transit (HTTPS), and sensitive actions such as deleting records are limited to TRI staff and recorded in the activity log.

8. How long we keep information

We keep a client’s records and documents for as long as that client uses the Portal. When a client stops using the Portal, we delete or return its records and documents on request, except where the law requires us to keep them for longer. Archived records remain available to the client until deleted. Activity logs are kept for as long as needed for security and audit purposes.

9. Your rights under POPIA

You have the right to:

  • ask whether we hold personal information about you, and request access to it;
  • ask us to correct or update information that is inaccurate, incomplete or out of date;
  • ask us to delete information we are no longer entitled to keep;
  • object to the processing of your personal information on reasonable grounds;
  • lodge a complaint with the Information Regulator (South Africa) at inforegulator.org.za.

To exercise these rights, email ruben@reliable.co.za. If your information was captured by a transport operator that uses the Portal (for example, as one of its drivers), you may also contact that operator directly; we will assist them in responding.

10. Revoking Google access

You can remove the Portal’s access to your Google Account at any time: go to your Google Account → Security → Third-party access(“Your connections to third-party apps & services”), select Transport Risk Intelligence and remove access. After that you will need to sign in again to use the Portal. Documents already filed in Google Drive stay in Drive.

11. Changes to this policy

We may update this policy from time to time. The “Last updated” date above shows when it last changed; material changes will be communicated to clients.

12. Contact

Transport Risk Intelligence — ruben@reliable.co.za