POPIA PROCESSING NOTICE

Quote My Car (Pty) Ltd (“QMC”) Version: 1.0.0 Effective Date: 27/11/2025

1. Purpose of This Processing Notice

This Processing Notice explains how Quote My Car (Pty) Ltd (“QMC”, “we”, “our”) processes personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).

It applies to sellers, motor dealers, public auction participants, and all users of the QMC platform.

2. Responsible Party Details

Responsible Party: Quote My Car (Pty) Ltd Information Officer: P.G. Wessels Email: support@qmcars.co.za Address: Stand 58, Rietvlei Heights Country Estate, Pretoria, Gauteng

3. Categories of Personal Information We Process

3.1 Sellers

• Name and surname
• Phone number, email, and contact preferences
• Location or suburb of the vehicle
• Vehicle details: make, model, VIN, mileage, condition
• Photos, videos, documents
• Optional identity verification documents
• System logs, device fingerprints, and analytics

3.2 Motor Dealers

• Business name and registration details
• Dealer representative contact details
• FICA/KYC documentation (if required)
• Dealer bidding and auction activity
• Subscription or billing information (if applicable)

3.3 Public Buyers & Public Auction Participants

• Name and surname
• Contact details
• Identity number / ID document
• Proof of address
• Bank account details for verification
• Bidder deposit payment confirmation
• Bid activity and auction history
• Security and behavioural analytics

3.4 Automatically Collected Technical Data

• IP address
• Device and browser metadata
• Cookies and session identifiers
• Usage behaviour
• Access and security logs

4. How We Collect Personal Information

We collect personal information through:

• Registration forms (seller, dealer, or bidder)
• Public bidder onboarding and verification
• KYC and identity verification processes
• Bank account verification systems
• Deposit payment confirmations
• Uploads of vehicle details and documents
• Cookies, analytics scripts, and monitoring tools
• Customer communications (email, chat, support)

5. Purpose for Processing Personal Information

Personal information is processed to:

1. Register sellers, dealers, and public bidders
2. Manage the vehicle auction lifecycle
3. Allow dealers to participate in dealer-only auctions
4. Allow public users to participate in public auctions
5. Prevent fake bidders, fraud, or price manipulation
6. Verify the identity and legitimacy of public bidders
7. Verify bank account ownership before auction participation
8. Confirm bidder deposits before enabling auction access
9. Facilitate bidding, winning, and post-auction processes
10. Enable communication between parties
11. Ensure platform integrity and prevent suspicious activity
12. Comply with regulatory and commercial obligations
13. Conduct internal reporting and analytics
14. Improve platform performance and user experience

6. Legal Basis for Processing

We rely on the following POPIA grounds:

• Consent – for KYC and bank verification
• Contractual necessity – bidder verification is required to participate
• Legitimate interest – fraud prevention, ensuring auction fairness
• Legal obligation – record keeping and compliance
• Service delivery – enabling the QMC auction process

7. Sharing of Personal Information

7.1 Motor Dealers

We share only the necessary vehicle and seller details to facilitate bidding. Seller contact information is shared only after genuine interest or bid activity.

7.2 Public Auction Participants

During public auctions, we may share:

• Vehicle listing details
• Seller-approved information needed to finalise a sale

Contact information is shared only when required.

7.3 Third-Party Operators / Processors

We share data with trusted service providers for:

• Bank account verification
• Identity (KYC) verification
• Payment handling (deposits and refunds)
• Hosting and cloud infrastructure
• Email/SMS communications
• Security monitoring and fraud detection

All operators are contractually POPIA-compliant.

7.4 Regulators & Law Enforcement

We disclose information where legally required or to prevent fraud.

8. KYC, Bank Verification & Deposit Requirement

8.1 Mandatory Identity Verification

All public bidders must complete KYC verification, which may include:

• ID number validation
• Copy of ID document
• Proof of address
• Facial match / liveness (if applicable)

8.2 Bank Account Verification

Bank details are processed to verify:

• Account holder name
• Bank name
• Account type
• Ownership confirmation

This protects the platform against:

• Fake bidders
• Bid rigging
• Price pushing
• Non-serious participants

8.3 Refundable Bidder Deposit

Before participating in a public auction:

• A refundable deposit is required
• Deposit confirmation is linked to the bidder
• Deposit and refund logs are securely retained

9. Cross-Border Transfers

If data is processed outside South Africa (e.g., cloud servers):

• Transfers occur only to jurisdictions with adequate protection
• Encryption and secure transfer protocols apply
• POPIA-compliant operator agreements are in place

10. Data Retention

• Auction records: up to 5 years
• KYC data: 5–7 years
• Bank verification records: 5 years
• Deposit logs and refund history: 5 years
• Account data: duration of account + 2 years
• Logs and analytics: 12–36 months

Data is securely deleted or anonymised when no longer required.

11. Security Measures

QMC implements reasonable and appropriate safeguards:

• Encryption at rest and in transit
• Access controls and MFA
• Firewalls and real-time security monitoring
• Secure cloud environments
• Regular backups and audit logging
• Fraud and abnormal behaviour detection systems
• Continuous security review processes

12. Your POPIA Rights

You may request to:

• Access your personal information
• Correct or update your information
• Request deletion (where permitted by law)
• Object to certain forms of processing
• Withdraw consent
• Request restrictions on processing
• Lodge a complaint with the Information Regulator

Submit requests to: support@qmcars.co.za

Information Regulator: complaints.IR@justice.gov.za https://inforegulator.org.za

13. Updates to This Processing Notice

This notice may be updated from time to time. Revised versions will be published with an updated effective date.

14. Contact Us

Quote My Car (Pty) Ltd Email: support@qmcars.co.za Information Officer: P.G. Wessels Address: Stand 58, Rietvlei Heights Country Estate, Pretoria, Gauteng