Privacy notice
Last updated 8 September 2026 · Protection of Personal Information Act 4 of 2013 (POPIA)
AxleClear is a fleet maintenance governance platform operated by Axle Labs (Pty) Ltd, Cape Town, South Africa. This notice explains what personal information we process, why, and what you can require of us.
Who is responsible
For personal information about our own users and enquirers, Axle Labs (Pty) Ltd is the responsible party. Where a fleet operator uses AxleClear to process information about their staff, drivers or suppliers, that operator is the responsible party and we act as their operator under section 1 of POPIA, processing only on their documented instruction.
What we process
- Account information — name, work email address, organisation, role
- Operational records — quotes, approvals, invoices, job records and the approval decisions attached to them
- Workshop contact details — including the mobile number used for WhatsApp intake
- Technical records — authentication events and system logs needed to keep the service secure and available
How we protect it
- Data residency. Processed and stored in Google Cloud
africa-south1(Johannesburg). Personal information is not transferred outside South Africa in the ordinary operation of the service. - Identifier hashing. Personal identifiers are hashed at system boundaries, and raw personal information is not written to application logs.
- Access control. Access is scoped by organisation and by role.
- Encryption. TLS in transit; credentials hashed with bcrypt.
- Integrity. Financial events are written into a SHA-256 hash chain, so a record cannot be altered after the fact without detection.
Why we process it
To provide the service, to authenticate users, to maintain the audit record that is the product's purpose, and to meet legal obligations. We do not sell personal information, and we do not use it for advertising.
How long we keep it
Account information is kept while the account is active. Operational records are retained for as long as the customer requires them for their own audit and tax obligations, and are deleted on written instruction subject to any law requiring us to keep them.
Your rights under POPIA
You may ask us to confirm what personal information we hold about you, to correct or delete it, or to object to its processing. Where a fleet operator is the responsible party, we will refer your request to them and support them in answering it.
Requests: privacy@axleclear.com. You also have the right to complain to the Information Regulator (South Africa) — inforegulator.org.za.
Sub-processors
We use Google Cloud Platform for hosting (South African region) and Meta's WhatsApp Business Platform for workshop message intake. Each processes personal information only to the extent needed to deliver that function.
Changes
If this notice changes materially we will update the date above and, where the change affects existing customers, notify them directly.
Contact
Axle Labs (Pty) Ltd, Cape Town, South Africa
privacy@axleclear.com