Aim4price operates the platform, while an owner or organization 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
This policy explains how Aim4price collects and processes personal information when you visit the website, create or join an account, build an Asset Register, request estimates or reports, collaborate with another role, or use Discovery and Marketplace.
Aim4price is the responsible party where we decide why and how information is used to operate, secure and improve the platform. Where an owner, business or professional uses Aim4price for its own clients, staff or business records, that party may be a separate responsible party and Aim4price may act as its operator for that processing.
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, organization 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-authorized details, enquiries and transaction-related communications.
- Support, billing and communication information, including subscription or transaction references and masked payment details that may appear on uploaded receipts.
- 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 directly from you, from an owner or authorized user who invites you or adds a record, from documents and images users upload, from connected services a user authorizes, and automatically from use of the platform. Estimate and market information may also use lawful public or commercial data sources.
If you provide information about another person, you must have authority to do so and must tell them how their information will be used where required.
4. Why we use information
We use personal information to:
- provide accounts, estimates, Asset Registers, reports, collaboration, marketplace and related platform functions;
- keep records connected to the correct asset, user, organization and authorized role;
- send service messages, invitations, security alerts, support responses and requested reports;
- protect accounts, investigate misuse, prevent fraud and maintain reliable audit history;
- improve platform performance, usability, data quality and relevant product features; and
- meet legal, regulatory, accounting, dispute-resolution and record-keeping obligations.
We process information where it is necessary to provide an agreed service, comply with law, protect legitimate interests, or where you have given consent. We do not sell personal information as part of our ordinary business model.
5. Owner-controlled access and collaboration
The owner or authorized account administrator decides who may access an Asset Register and what each role may see or contribute. Depending on those permissions, dealers, accountants, financiers, insurers, brokers, managers and other invited professionals may view or add information relevant to their work.
Permissions may be changed or withdrawn, but this does not automatically remove information already lawfully included in an audit trail, retained under a legal obligation, or separately held by another responsible party. Users must not use shared information outside the authorized purpose.
6. Marketplace, Discovery and QR visibility
Asset information is private by default unless an authorized user chooses to share it, publish a listing, respond to an enquiry, or make selected details available through a QR-linked view. A person with a shared link or QR code may be able to see the fields made available through that view.
Do not publish identity documents, finance records, policy documents or other sensitive information in a public or marketplace view unless it is necessary and lawful to do so.
8. Connected services and imports
If Aim4price enables connections to accounting, finance, insurance or other external services, information will be accessed only after an authorized user initiates or approves the connection. The external provider's own terms and privacy policy will also apply.
Disconnecting a service stops future access where technically supported, but does not automatically remove information already imported into an Asset Register. Users must review imported or extracted data because automated matching, document reading and synchronization may be incomplete or incorrect.
9. Service messages, cookies and direct marketing
We may send necessary account, invitation, security, report and support messages. Marketing messages are separate. Where consent or another lawful basis is required, we will obtain it, identify the sender and provide a simple way to opt out.
Aim4price may use cookies, local storage and session technologies for sign-in, preferences, security, performance and product usage measurement. You can control optional browser storage through your browser, although essential functions may then be affected.
10. Security, retention and account deletion
We use reasonable technical and organizational safeguards designed to protect personal information against loss, misuse, unauthorized access, alteration and disclosure. This includes access controls, role-based permissions, protected infrastructure and operational monitoring. No online service can guarantee absolute security.
We retain information for as long as needed to provide the service, preserve lawful asset and audit records, resolve disputes, protect the platform and meet legal or record-keeping requirements. Deleting an account may not remove records another responsible party must lawfully retain, and limited copies may remain in protected backups until they are overwritten.
11. Cross-border processing
Some providers may process information outside South Africa. Where personal information crosses borders, Aim4price takes reasonable steps to use providers and arrangements that provide an appropriate level of protection as required by applicable law.
Estimates, reports and automated tools support human decisions. Aim4price does not make final credit, insurance, accounting, legal or employment decisions about users solely through automated 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 authorized 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.
13. Contact, complaints and policy changes
For a privacy request or question, contact Aim4price at aim4price@gmail.com. You may also submit a complaint to the Information Regulator of South Africa.
We may update this policy as Aim4price and its account roles develop. Material changes will be communicated where reasonably required, and the date above will show when the published policy was last revised.