Privacy Policy
How we collect, use, share and protect personal information, and the rights you have over it under the Protection of Personal Information Act 4 of 2013.
Last updated: 29 September 2026
1.Who we are
Hazardous Goods Logistics (Pty) Ltd (“HGL”, “we”, “us”) is the responsible party for the personal information described in this policy, as that term is used in the Protection of Personal Information Act 4 of 2013 (“POPIA”).
| Registered name | Hazardous Goods Logistics (Pty) Ltd |
|---|---|
| Registration number | [company registration number — to be confirmed] |
| Physical address | Unit 4 CTU Business Park, 7 Malan Street (entrance on Montreal Drive), Boquinar Industrial Area, Cape Town, 7490, South Africa |
| Telephone | 021 380 0209 | 021 380 0231 |
| Information Officer | [Information Officer name — to be confirmed] |
| Information Officer contact | [Information Officer email — to be confirmed] |
Our Information Officer is responsible for compliance with POPIA and for dealing with requests made under the Promotion of Access to Information Act 2 of 2000 (“PAIA”). See our PAIA Manual.
2.Information we collect
We collect only what we need to quote for, carry out and account for our work.
Information you give us
- Enquiry and quote details — your name, company, email address, contact number, the shipping mode and service you need, and the consignment details you supply (UN numbers, packing group, mass and destination).
- Consignment and transport records — collection and delivery addresses, contact people at each end, and the information required on dangerous goods declarations and transport documents.
- Correspondence — emails, telephone notes and other communications between us. Enquiries submitted through the forms on this site reach us by email and are retained in our mailbox as part of that correspondence.
- Billing information — the details needed to invoice you and record payment.
Information collected automatically
Our web host records standard server logs, which may include your IP address, browser type and the pages requested. This site sets no analytics or advertising cookies — see Cookies and website data below.
Special personal information and children
We do not seek special personal information as defined in section 26 of POPIA, and this site is not directed at children. Where a consignment concerns infectious substances or clinical specimens, any information we handle relates to the consignment and its regulatory classification, not to an identifiable patient. If you need to send us information of that kind, please contact us first so it can be handled appropriately.
3.Why we process it
We process personal information for these purposes, and no others without telling you:
- To respond to enquiries and prepare quotations.
- To pack, mark, label, document, transport and deliver consignments, and to complete the dangerous goods documentation the regulations require.
- To meet obligations imposed on us by law — including IATA/ICAO and IMDG requirements, national road transport and hazardous substances legislation, customs and cross-border formalities, and tax and company law record-keeping.
- To invoice, take payment and keep proper accounting records.
- To deal with queries, claims, incidents and disputes.
4.Our lawful basis
Section 11 of POPIA requires a justification for each processing activity. We rely on the following:
| Processing | Justification under POPIA |
|---|---|
| Quoting for and performing your consignment | Necessary to conclude or perform a contract — s11(1)(b) |
| Dangerous goods declarations and transport documents | Compliance with a legal obligation — s11(1)(c) |
| Accounting, tax and statutory record-keeping | Compliance with a legal obligation — s11(1)(c) |
| Protecting our legitimate interests, including claims and site security | Legitimate interests — s11(1)(f) |
| Optional cookies and electronic marketing | Your consent — s11(1)(a), which you may withdraw at any time |
6.Transfers outside South Africa
International consignments necessarily involve sending consignment and contact details to parties outside South Africa — the receiving carrier, agent, consignee and the authorities in the destination country. Section 72 of POPIA permits this where the transfer is necessary to perform a contract with you, or to conclude or perform a contract in your interest, or where you have consented.
Where we use a service provider that stores information outside South Africa, we satisfy ourselves that it is subject to a law, binding rules or an agreement giving an adequate level of protection.
7.How long we keep it
Section 14 of POPIA requires that records are not kept longer than necessary for the purpose, unless another law requires or permits a longer period. Several do apply to us — company law and tax legislation generally require accounting and transaction records to be retained for at least five years, and dangerous goods transport documents carry their own retention requirements.
[retention schedule — to be confirmed] Our specific retention periods by record type should be set out here. Once fixed, they are applied consistently and records are destroyed or de-identified at the end of the period.
8.How we protect it
Section 19 of POPIA requires appropriate, reasonable technical and organisational measures. We maintain measures proportionate to the sensitivity of what we hold, including access controls on our systems, encryption of this website in transit (HTTPS), restriction of consignment records to staff who need them, and agreements with our operators requiring the same.
No system is perfectly secure. If there are reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person, section 22 of POPIA requires us to notify the Information Regulator and the affected data subjects as soon as reasonably possible, and we will do so.
9.Your rights
Under POPIA you have the right to:
- Be told what personal information we hold about you, and to be given a copy of it — sections 23 and 24, exercised through the PAIA procedure in our PAIA Manual.
- Correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully — section 24.
- Object to processing we base on legitimate interests, on reasonable grounds relating to your situation — section 11(3).
- Withdraw consent at any time, where we rely on consent. Withdrawing does not affect processing already carried out lawfully.
- Object to direct marketing at any time, free of charge — section 11(3).
- Not be subject to a decision based solely on automated processing that has legal consequences for you — section 71. We do not make such decisions.
- Complain to the Information Regulator — see Complaints.
To exercise any of these, contact our Information Officer at [Information Officer email — to be confirmed]. We may need to verify your identity before acting on a request.
10.Direct marketing
Section 69 of POPIA prohibits direct marketing by electronic communication unless you have consented, or you are an existing customer and the marketing relates to our own similar products or services. Where we rely on consent, we ask once and do not ask again if you decline. Every marketing message identifies us and offers a free means of opting out, as sections 69(4) and 45 of the Electronic Communications and Transactions Act 25 of 2002 require.
If you are a consumer as defined in the Consumer Protection Act 68 of 2008, you may also demand that we stop, and may register a pre-emptive block on the opt-out registry contemplated by section 11 of that Act.
12.Complaints
Please raise any concern with our Information Officer first — most things are resolved quickly that way. If you are not satisfied, you may complain to the Information Regulator:
| Body | Information Regulator (South Africa) |
|---|---|
| Address | Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 |
| Telephone | 010 023 5200 · Toll free 0800 017 160 |
| POPIA complaints | POPIAComplaints@inforegulator.org.za |
| Website | inforegulator.org.za |
13.Changes to this policy
We may update this policy as our processing or the law changes. The date at the top of the page shows when it was last revised. Where a change materially affects your rights, we will bring it to your attention rather than relying on you to notice it.