Aim4price operates the platform, while an owner or organisation controls who may access its Asset Register. A professional invited into a record is also responsible for using that information lawfully and only for the agreed purpose.
1. Scope and responsibility
Aim4price is the trading name used by Kuyler Chris Geldenhuys, an individual operating in South Africa. Aim4price is not currently an incorporated company or a VAT-registered vendor. In this policy, "Aim4price", "we" and "us" refer to that operator. Contact: aim4price@gmail.com; telephone +27 62 572 1650.
This policy covers our website, Owner, Dealer, Middleman and Field Manager experiences, estimates, Asset Registers, Document Vault, budgets, costs, fuel, maintenance, reports, Ad Studio, showrooms, Invoice Drop, Discovery and Marketplace, and professional workspaces where enabled. It also applies to people whose information is supplied by an account holder or a public contributor.
We act as the responsible party when we determine the purposes and means of account administration, service security, billing and our own lawful product improvement. Where we process client, staff or business records solely on a customer's instructions, that customer is the responsible party and we act as operator. A dealer, accountant, broker or other professional may separately be responsible for their own records and decisions. Responsibilities depend on the actual processing, not simply the account label.
Reading or acknowledging this policy is not blanket consent to all processing. Where a particular use requires consent, we must obtain that consent separately.
2. Information we collect
The information depends on the features and role you use. It may include:
- Account and profile information, including names, contact details, organisation details, account type, role and authentication information.
- Asset information, including descriptions, serial or registration details, location, condition, values, photos, documents and ownership-related records you choose to add.
- Operational records, including estimates, fuel and cost entries, invoices, maintenance, licensing, finance, accounting, insurance and supporting reports.
- Collaboration activity, including invitations, permissions, approvals, notes, messages, contact requests, contributions and audit history.
- Marketplace and Discovery information, including listings, seller-authorised details, enquiries and transaction-related communications.
- Support, billing and communication information, including subscription or transaction references and payment details that may appear on uploaded receipts; source files may still contain unmasked information.
- Estimate inputs and outputs, replacement-price assumptions, listing views, sale outcomes supplied by users, and account-linked product activity used for administration and product improvement.
- Push notification subscriptions, delivery and read status, device permissions and location readings submitted through enabled features.
- Technical information, including IP address, browser and device information, session data, security events, pages used and diagnostic logs.
Most information is provided voluntarily. Information marked as required is needed to create the account, identify the asset, provide the selected feature or meet a legal or security requirement. Without it, that feature may not work.
3. Where information comes from
We receive information from you; account owners and their authorised staff, Dealers and Field Managers; professional collaborators; uploaded documents and photos; public Invoice Drop contributors; and your use of the platform. Catalogue research, public business listings and user-supplied market information may also inform the service. A public business listing does not mean the business is an Aim4price subscriber or has authorised marketing.
Invoice Drop can collect sender contact details, the destination code, files, allocation instructions and technical abuse-prevention information from a person without an account. The intended owner and authorised Aim4price capture staff may receive that submission. Do not include unrelated personal information. An upload code permits the intended submission; it does not grant access to the owner's entire register.
If you supply information about another person, you must have a lawful basis, give any required notice and obtain any required permission. This obligation does not remove Aim4price's own privacy responsibilities. Only provide records reasonably needed for the selected service.
4. Why we use information
We use information to create and operate accounts; link records to the correct asset and authorised users; calculate estimates; produce reports; capture invoices and fuel slips; manage budgets and maintenance; process requested sharing, listings and enquiries; deliver notifications; support customers; and administer agreed fees and partner arrangements.
Contract performance supports processing necessary to deliver a service to a person who is party to that contract. Legal duties may require particular records. Legitimate interests can support proportionate security, fraud prevention, troubleshooting, service administration and compatible product improvement, after considering the rights and reasonable expectations of affected people. Consent is used where required, including relevant optional disclosures and marketing. We do not assume that a customer's contract supplies a lawful basis for every person mentioned in their files.
We do not sell personal information or private customer documents. We do not make a private register available to another customer merely because that customer could benefit from it. The improvement rules below limit our use of customer information.
4.1. Using data to improve Aim4price
We may analyse asset specifications, age, usage, condition, replacement-price inputs, estimate results, maintenance and cost patterns, and user-reported listing or sale outcomes to improve catalogue coverage, pricing assumptions, depreciation methods, data quality, reports and usability. Asking prices and unverified sale reports are not treated as confirmed transaction evidence. Product activity and error information also help us understand which features work and investigate faults.
Some operational and estimate history is initially linked to an account and can be reviewed by authorised administrators. It is personal information where a person or business can be identified. We limit identifiable review to a necessary, lawful purpose; replacing a name with an account ID or hash does not make a record anonymous.
For reusable benchmarks, statistical research and model development, we use genuinely de-identified or aggregated information wherever practicable. We must remove or generalise names, contact details, account identifiers, serial numbers, VINs, exact locations and other identifying combinations; assess unusual assets and small groups; and avoid outputs from which a customer or confidential transaction can reasonably be identified. We do not attempt to re-identify de-identified records.
Private source documents, identities, signatures, payment details and confidential notes are not made public or supplied to other customers as training examples. The limited content licence does not authorise uploading private records to a third party for its own general-purpose AI training. Any proposed new use of identifiable information, including AI training, requires a lawful basis, a compatibility and risk assessment, appropriate notice and separate consent where required before it starts.
We may retain and use genuinely de-identified insights after an account closes if re-identification is not reasonably foreseeable. Identifiable source records remain subject to retention limits and privacy rights. Contact us to object to processing where the law permits; a published policy does not waive that right.
5. Owner-controlled access and collaboration
An owner or authorised administrator selects sharing and staff permissions. Depending on those permissions, Dealers, Middlemen, Field Managers, accountants, insurers, financiers or other professionals may receive relevant asset details, documents, contact information or workflow history. Authorised Aim4price staff may access records to provide requested capture and support, maintain the service, investigate security issues and perform the limited administration and improvement described here. Private from other customers does not mean inaccessible to the platform operator.
Access may be limited to particular assets, registers, tasks or document categories. Paying for an Owner account or introducing the customer does not itself grant a Dealer ownership of the records or permission to view everything. Actions may record the acting user, organisation, time, approval and changes for accountability.
Revoking access affects future access through the service. It cannot recall screenshots, exported files, messages, previously authorised snapshots or offline copies. Independent recipients remain responsible for lawful retention and use; contact them directly where appropriate and contact us for help identifying a recipient. Records do not become public when permission ends.
6. Marketplace, Discovery, sharing and QR visibility
Publishing a listing, showroom or advert can disclose selected asset details, prices, photos, business branding and seller contact or location information to the public. These may be indexed, downloaded or reshared outside Aim4price. Review both the selected fields and the contents of uploaded files before publishing. Publicly available information is still subject to applicable privacy law.
Discovery uses participation and access controls to separate discoverable asset information from restricted details. A user's enquiry or approved sharing can reveal additional contact and asset information. A QR label or shared link may identify an asset and open a limited view or require additional access credentials, depending on the feature; do not assume that possession of a link provides confidentiality.
When you share a report, document, photo or advert through email, WhatsApp, social media or your device's sharing tools, the selected recipient or service receives that content and handles it under its own practices. Removing the original or revoking a link does not delete delivered copies. Do not include identity, banking, finance or insurance documents in a public advert.
8. Document capture and external services
Uploading for Aim4price capture authorises necessary access by capture staff to read, match, allocate and verify the submitted material. Processing may include extraction tools, security checks and owner approval. Verification of capture is not certification that an invoice, claim or underlying transaction is genuine. Source files can contain information that is absent from the extracted fields; automated masking is not a guarantee that the original file has been redacted.
External business referrals can send the asset information and contact details selected for the enquiry to a business outside Aim4price. Check the recipient and scope. A Google Business link, directory entry or external provider is not necessarily connected to or endorsed by Aim4price.
Where a connection to another system is offered, the access, purpose and external provider must be disclosed before you enable it. This policy does not mean that automatic accounting, banking or insurance integrations are currently enabled. Disconnecting an integration does not automatically remove imported records or copies already delivered to another service.
9. Messages, browser storage and usage tracking
We send necessary account, capture, security, support and requested workflow messages. Optional push notifications depend on device permission and available account settings. Notification previews can appear on a locked screen; review your device settings if they could reveal sensitive activity.
Direct marketing is separate from service messages. Electronic marketing requires consent or a permitted existing-customer exception that satisfies the applicable conditions. A public email address, referral, enquiry or agreement to our Terms of Service is not blanket marketing consent. You can object or opt out without losing access to unrelated paid features; contact aim4price@gmail.com if a message lacks a working opt-out.
Cookies and browser storage support sign-in, sessions, preferences, account separation and enabled offline functions. We also record first-party activity such as completed estimates, saved assets, feature use, listing views and Discovery views. Signed-in activity can be linked to a user account and, in administration views, associated with a profile or email. Guest listing views may use a browser-stored identifier recorded as a hash. That is pseudonymous tracking, not a guarantee of anonymity.
Browser controls can clear or block storage, but may also sign you out or remove unsynchronised work. Clearing browser data does not erase server-side activity records. You can contact us about access, deletion or objection. Any optional tracking that requires consent must be subject to that consent before use; this notice does not itself provide it.
10. Security and incident response
We use safeguards appropriate to the information and risks, including authenticated access, role and ownership checks, restricted storage access and controls against abuse. Security also depends on deployment settings, provider arrangements and ongoing operational work. No website, backup or device can be guaranteed free from loss, unauthorised access or disruption.
Keep credentials, passcodes, invitation links and upload codes secure, use individual staff access, review sharing permissions and tell us promptly about suspected misuse. Do not upload passwords, full payment-card security details or unrelated identity documents. Your security responsibilities do not remove ours.
Where there are reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person, we will investigate and make notifications to the Information Regulator and affected people as required by POPIA, as soon as reasonably possible and subject to its permitted notification rules. Where we act as an operator, we must notify the relevant responsible party immediately. Report suspected incidents to aim4price@gmail.com.
10.1. Retention, archiving and deletion
We keep personal information only for as long as there is a lawful reason connected to the service, a legal obligation or a properly justified dispute, security or record-keeping need. An archived asset, a sold asset, an inactive account and a cancelled subscription are not the same as a deletion request. We do not promise indefinite storage or retain identifiable information forever merely because it might be useful.
Active asset and document records support your ongoing account and authorised history. Pending capture submissions remain while matching, review or an owner decision is needed. Rejected, abandoned or deleted material must move through the applicable cleanup process once no lawful need remains. Limited billing, security, audit or dispute evidence may need a different retention period; a lawful hold restricts use to that purpose.
Account closure and file deletion involve live database records, linked copies and object-storage cleanup. Some file workflows use a recovery delay before permanent object deletion; removal from the account does not mean every stored byte disappears immediately. Backup copies can persist through the applicable backup cycle and must not be reused for ordinary product improvement. If a backup is restored, applicable deletion and access restrictions must be reapplied.
You may request deletion or the retention reason and applicable period for a particular category at aim4price@gmail.com. We will assess the request, explain any lawful exception and delete, restrict or de-identify information as required. We may retain minimal evidence of the request and its outcome. Export records you need before closure; contact us if access restrictions prevent a lawful export. We cannot erase independent recipients' copies directly.
10.2. Offline copies, GPS and sensitive information
Where enabled, offline work stores an asset snapshot and queued updates or photos on the device until synchronisation or local removal. The Field Manager offline feature uses a PIN-protected encrypted local copy. Other downloads, browser caches and exported reports are not automatically covered by that protection. Revocation on the server cannot immediately remove or lock a disconnected device's copy.
GPS and location features can record asset or device coordinates, timestamps and the user submitting them. Device permission and the feature's controls govern collection; repeated submissions can build a location history. Asset locations and activity can also reveal a person's movements. Account holders must notify workers and obtain any required authority; this is not permission for covert tracking.
The service is intended for adults. Do not upload children's information or special personal information, such as health, biometric or criminal-history records, unless necessary for an expressly supported purpose and lawfully authorised. Sensitive material incidentally included in insurance or other documents should be minimised or redacted before upload. Contact us if such information has been supplied unnecessarily.
11. Cross-border processing and automated tools
Hosting, storage, email, push delivery, support and a recipient you choose may involve processing outside South Africa. We do not promise South Africa-only storage. A cross-border transfer must satisfy an applicable POPIA transfer ground, such as adequate protection under a binding agreement, qualifying contractual necessity or valid consent where applicable. We must assess onward transfers and any additional requirements for sensitive or children's information, rather than treating use of the website as consent to every transfer.
Contact us for the providers, destinations and safeguards relevant to your information. Provider locations and deployed storage settings must be considered when arranging a service that has particular residency requirements.
Estimates, price projections, matching and other automated outputs support human decisions. Aim4price does not make final lending, insurance, legal or employment decisions. You can ask us to review an apparent input or processing error and explain the relevant estimate assumptions. Any future automated decision with legal or substantial effects requires the safeguards applicable to that processing.
12. Your privacy rights
Subject to applicable law, including POPIA, you may:
- ask whether we hold personal information about you and request access to it;
- request correction or updating of inaccurate, incomplete or outdated information;
- request deletion or destruction where we are no longer authorised or required to keep the information;
- object to processing where applicable, or withdraw consent where processing depends on consent;
- opt out of direct marketing communications at any time; and
- complain to the Information Regulator if you believe your information has been handled unlawfully.
We may need to verify your identity and authority before completing a request. A request may also be limited where another person's rights or a legal retention duty applies. We will explain the outcome and applicable review or complaint options. A person does not need an Aim4price account to exercise their privacy rights.
13. Contact, complaints and policy changes
For a privacy request, objection or incident, contact Kuyler Chris Geldenhuys at aim4price@gmail.com. You may also submit a complaint to the Information Regulator of South Africa (enquiries@inforegulator.org.za; 010 023 5200). You do not have to resolve a POPIA complaint with us first.
We may update this policy as Aim4price and its account roles develop. Material changes will be brought to affected users' attention as required before the new processing starts. New purposes are not retrospectively authorised by changing this page. Where consent is required, we will seek it separately. The date above identifies this policy version.