Draft — pending legal review
This document describes how the BidMyMove platform handles information. Its final wording is subject to review and approval by BidMyMove’s legal adviser, and passages marked as such still need to be completed. It is not legal advice.
1. Purpose of this Manual
This manual describes the records BidMyMove Platforms (Pty) Ltd holds, the personal information contained in them, who that information is shared with, and how a person can ask to see it, correct it, or object to our use of it.
It is written to be used, not filed. Everything in sections 4 to 8 describes how the BidMyMove platform actually handles information today, so that a person reading it can tell what we hold about them without having to ask first.
2. The Responsible Party
Entity: BidMyMove Platforms (Pty) Ltd
Nature of business: An online marketplace on which customers post moving jobs and vetted transport operators bid to carry them out.
Registration number, registered address and postal address: to be confirmed by BidMyMove before publication
3. Information Officer
POPIA requires a responsible party to designate an Information Officer, who is accountable for the organisation’s compliance and for handling requests from data subjects.
privacy@bidmymove.co.za
Requests sent to this address, and requests lodged through the privacy request form, reach the same queue and are tracked against the same response target.
The name of the appointed Information Officer, and confirmation of registration with the Information Regulator, are to be completed by BidMyMove before publication.
4. Records We Hold
The platform keeps the following categories of record. Each entry says what the record is for, because a record with no stated purpose is one we should not be keeping.
Account
Information held: Name, email address, phone number, password (stored as a one-way hash), profile photo, and which portals the account has access to.
Why: To identify you, sign you in, and contact you about a move.
Who can see it: You, and our support and operations staff.
Moves and bookings
Information held: Pickup and delivery addresses, dates, an inventory of what is being moved, special instructions, and the status of the move.
Why: To run the marketplace: drivers price a job from these details, and the accepted driver carries it out.
Who can see it: You, the driver whose bid you accept (or the customer who accepts yours), and staff. Before a bid is accepted, drivers see the job but not your identity.
Bids and pricing
Information held: Amounts quoted, the vehicle offered, and estimated times.
Why: To let you compare offers and to settle what was agreed.
Who can see it: You and the driver concerned, and staff.
Payments and invoices
Information held: Amount, date, status, platform fee, and the invoice issued. Card numbers are held by our payment provider, not by us.
Why: To take payment, pay the driver, and meet accounting and tax obligations.
Who can see it: The customer, the driver (the amounts owed to them), and our finance staff.
Driver verification
Information held: Identity document or passport and permit, a selfie, driving licence, vehicle registration, identity number, nationality and issuing country.
Why: To confirm a driver is who they say they are and is entitled to work, before anyone gets into a vehicle with them.
Who can see it: The driver, and the verification team. Not customers, and not other drivers.
Bank account details
Information held: Bank, account holder name, account number, account type and branch code, for a driver only.
Why: To pay a driver their earnings.
Who can see it: Only the driver who entered them, and — for one specific approved payout, with the access recorded — the member of the payments team making the transfer. Shown as the last four digits everywhere else, including to the driver.
Messages and calls
Information held: Messages sent about a booking, and call records: who called whom, when, for how long, and how the call ended.
Why: To let the two parties to a move reach each other without either giving out their phone number.
Who can see it: The two parties to that booking, and staff investigating a dispute. Call audio is never recorded and is never stored.
Location
Information held: A driver’s position while a move is underway.
Why: So the customer can see where their goods are.
Who can see it: The customer on that move, and staff. Cleared when the account is closed.
Support, disputes and ratings
Information held: Tickets, dispute details and outcomes, and ratings and reviews.
Why: To resolve problems and to help people choose who to move with.
Who can see it: The people involved, and staff.
Privacy requests and consent records
Information held: Requests lodged under POPIA and their outcome, and a record of which legal documents an account agreed to and when.
Why: So requests are answered within our response target, and so consent can be demonstrated.
Who can see it: The person who lodged it, and staff.
5. Who We Share Information With
Personal information is shared only where the service cannot be delivered without it:
- Between the two parties to a booking. Once a bid is accepted, the customer and the driver each see the other’s name and the addresses involved, because a move cannot happen otherwise. Phone numbers are not exchanged — calls and messages run through the platform instead.
- Our payment provider (iKhokha). They receive what is needed to process a card payment. Card numbers are entered on their systems and are never held by BidMyMove.
- Our infrastructure and email providers. Data is stored and transmitted through them under contract.
- Law enforcement or a regulator, where we are legally obliged to provide it.
We do not sell personal information, and we do not share it for another party’s marketing.
6. How Access is Restricted
Access rules are enforced by the platform itself, on the server, not by hiding fields in a screen. The controls that matter most:
- Bank account details belong to the driver who entered them. No other driver, no customer, and no fleet owner can retrieve them through any route. A driver who works under a fleet keeps their own account; their employer cannot see it.
- A bank account number is never returned to a screen, including the owner’s. It is shown as the last four digits. The full number is released once, to the member of the payments team making a specific approved payout, and that release is recorded — the driver can see it on their own banking page.
- A booking is visible only to its two parties and to staff. Messages, tracking, call records and job details are all checked against the same rule.
- Identity documents are viewable only by the verification team and are erased when an account is closed.
7. Retention
When an account is closed, personal information is erased or overwritten and the transaction record is kept in anonymised form. We separate the two because a completed move is a record of a transaction between two people, and one party cannot erase the other party’s record of it.
Erased on closure: name, email address, phone number, password, profile photo, saved addresses, bank account details, identity documents and the stored image files, driving licence number, identity number, last known location, and notifications.
Kept, with the person anonymised: completed moves, payments, invoices, payouts, transaction logs, disputes, ratings, and messages on a booking.
The retention period applying to the records above is governed by tax, company and consumer protection legislation, and is to be confirmed by BidMyMove’s legal adviser before publication.
8. Security
- All traffic between your device and the platform is encrypted in transit.
- Passwords are stored as one-way hashes and cannot be read back by anyone, including us.
- Card details are handled by our payment provider and never reach our systems.
- Every request is checked against the requester’s own identity on the server before any record is returned.
- Closing an account ends every signed-in session immediately, on every device.
- Access to a full bank account number is logged with the reason it was needed.
No system is beyond compromise, and we do not claim otherwise. If a breach affects your personal information, POPIA requires us to notify you and the Information Regulator.
9. Your Rights, and How to Exercise Them
You may ask us to tell you what we hold about you, to correct it, to delete it, to stop using it for a particular purpose, or to explain a decision. You may do any of this whether or not you can still sign in.
Lodge a request
Use the privacy request form, or email privacy@bidmymove.co.za. You will be given a reference, and we may ask you to verify your identity before we act — which protects you, because otherwise anyone could ask for your information by using your name.
To close your account and erase your personal information yourself, see Delete Your Account.
If you are not satisfied with how we have handled your request, you may complain to the Information Regulator (South Africa) at inforegulator.org.za or complaints.IR@justice.gov.za.
The prescribed PAIA request form, any applicable fees, and the grounds on which a request may be refused are to be completed by BidMyMove’s legal adviser before publication.