Official Website Privacy Statement

Privacy Policy

1. How Ultimate Vehicle Solutions Uses Your Information

When you enquire with us via our website, contact forms, or communication channels, we collect personal information including your full name, phone/WhatsApp number, email address, destination export country, and any specific vehicle requirements you provide.

If you proceed to purchase or export a vehicle through UVS, we also collect formal compliance documentation required for cross-border transactions, including passport copies, national identity documents, company registration certificates, proof of address, and proof of payment.

2. Purpose of Collection & Use

We process your personal information strictly for legitimate operational purposes, including:

  • Responding to enquiries and generating Proforma Invoices / cost estimates.
  • Managing end-to-end vehicle sourcing, cross-border logistics, transport, and border dispatch.
  • Processing official statutory clearances, including South African Police Service (SAPS) clearance, ITAC export permits, customs documentation (SAD500/EDI), and pre-shipment inspections.
  • Communicating real-time deal and delivery progress updates.

We do not sell, rent, or trade your personal information to third parties under any circumstances.

3. Data Sharing & Third Parties

We share your details only where necessary to execute the export service, including:

  • Vehicle supplier dealerships (for vehicle registration and invoicing).
  • Sub-contracted logistics carriers, local/cross-border drivers, and freight transporters.
  • Authorized clearing agents and border authorities (e.g., SARS Customs, Interpol/SAPS, ITAC).
  • Statutory inspection authorities (e.g., QISJ, Bureau Veritas).

All third-party service providers acting as Operators on our behalf are bound by strict contractual confidentiality and data-protection agreements in compliance with POPIA.

4. International Data Transfers (Cross-Border Hosting)

To ensure system reliability, security, and uptime, your data may be securely hosted on encrypted cloud infrastructure located outside the Republic of South Africa (specifically within the European Union). We ensure that all foreign data hosting providers adhere to strict data privacy frameworks (such as the EU GDPR) that offer security protections substantially similar to POPIA.

5. Marketing Communications

If you opt-in to receive our newsletter or marketing updates, we will occasionally send you news regarding available vehicle stock, market insights, and export logistics updates. You may unsubscribe at any time using the “Unsubscribe” link in any marketing email, or by contacting us directly.

6. Retention of Records

We retain your personal information and transaction records for as long as necessary to fulfil the operational purpose for which it was collected, or as required by statutory South African tax, customs, and corporate record-keeping laws. Once data is no longer legally required, it is securely destroyed or permanently anonymized.

7. Your Data Subject Rights

Under POPIA, you have the right to:

  • Request access to the personal information we hold about you.
  • Request the correction, updating, or deletion of your personal information (where retention is not mandated by law).
  • Object to the processing of your personal information on reasonable grounds.

To exercise any of these rights, please contact our designated Information Officer:

  • Neil Arde 
  • Physical Address: Design Quarter, 1 & 2 Winnie Mandela Drive & Leslie Avenue, Fourways, 2091, South Africa

8. Complaints to the Information Regulator

If you are unsatisfied with how we handle your personal information or address your data requests, you have the right to lodge a formal complaint with the Information Regulator of South Africa: