PRIVACY POLICY – CROSSTATE AUCTIONEERS

Last Updated: August 2026

Crosstate Auctioneers (“the Company”, “We”, “Us”, or “Our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy sets out how we collect, use, process, and safeguard your Personal Information in accordance with the Protection of Personal Information Act, No. 4 of 2013 (“POPIA”) and other applicable privacy laws.

RESPONSIBLE PARTY DETAILS

Entity Name: Crosstate Auctioneers
Physical Address: Corner Top & Skew Road, Boksburg, Johannesburg, South Africa
Email Contact: info@crosstate.co.za
Website: www.crosstate.co.za

INFORMATION WE COLLECT

We collect personal information necessary for carrying out commercial auctions, direct vehicle sales, buyer/seller registrations, legal compliance (including FICA requirements), responding to enquiries, and operating our website services:

Identity Data: Full name, ID/Passport number, company registration details, and FICA verification documentation.
Contact Data: Email address, phone number (including WhatsApp number), and physical/billing address.
Enquiry Data: Your name, contact details, location, the vehicle or equipment you are interested in, the content of your messages to us (including WhatsApp messages, calls and online enquiry forms), and whether you are interested in finance.
Finance Data: Information you provide when you apply or ask to apply for finance, which may include income and credit-related details.
Financial Data: Proof of payment, bank details for processing deposits or payouts, and tax numbers.
Transaction Data: Details of bids placed, lots purchased, vehicles purchased, registration history, and invoice records.
Technical & Usage Data: IP address, device identifier, browser type, the pages you view and the adverts you interact with, collected through cookies and similar technologies.

PURPOSE & LEGAL BASIS FOR PROCESSING

We process your personal information under the following lawful grounds:

Performance of a Contract and Pre-Contractual Steps: To process auction registrations, verify eligibility, manage bidding, respond to your enquiries about vehicles, arrange inspections, and facilitate payment and delivery of goods.
Legal Obligation: To comply with South African statutory requirements, including FICA, Consumer Protection Act auction rules, and SARS requirements.
Legitimate Interests: To prevent fraud, ensure platform security, manage and improve our sales process and response times, keep records of enquiries, measure the effectiveness of our advertising, and improve website functionality.
Consent: For direct marketing communications to people who are not existing customers, for passing your details to a finance provider, and for marketing and advertising cookies. You may withdraw consent at any time.

ENQUIRIES VIA WHATSAPP, PHONE AND ONLINE FORMS

When you contact us through the WhatsApp, call, or enquiry buttons on our website, or through our online form, we use your details to respond to your enquiry. Your phone number and the content of your conversation may be recorded in our customer records (CRM) together with the vehicle you asked about, the branch handling your enquiry, and the source of the enquiry (for example, which web page or advert you came from). Our sales staff may handle these conversations on company-approved devices. [Confirm.]

FINANCE APPLICATIONS

If you ask to apply for finance, we may pass your details to [name of bank(s) / finance provider(s)] so that they can assess your application. The finance provider’s decision is theirs alone, and they will process your information in line with their own privacy policy. We will only share your information for this purpose with your consent.

DIRECT MARKETING

We will send you marketing messages (such as new stock alerts and auction notices) if you have given us consent, or if you are an existing customer and the message relates to similar products or services. Every marketing message will identify us and include a simple way to opt out (for example, an unsubscribe link or replying “STOP”). We will honour opt-out requests promptly. You can also opt out at any time by emailing info@crosstate.co.za.

HOW WE SHARE YOUR INFORMATION

We do not sell your personal data. We may share necessary information with:

Service Providers: Third-party IT support, website hosting providers, payment gateways, logistics/courier services, customer relationship management (CRM) and messaging tools, email-sending platforms, analytics providers, and AI-assisted tools we use to help draft replies and summarise enquiries, all acting under confidentiality and data-protection obligations. [Delete the AI line if not used.] Staff review communications before important decisions are made.
Finance Providers: Banks and finance partners, where you have asked to apply for finance.
Advertising Platforms: Platforms such as [Google and Meta] receive technical and usage data through cookies and pixels, if you have accepted marketing cookies.
Regulatory & Legal Authorities: Law enforcement agencies, tax authorities, or regulators when legally obligated to do so.
Business Transfers: Parties involved in potential corporate restructurings, subject to non-disclosure agreements.

CROSS-BORDER DATA TRANSFERS

Some of our service providers, including cloud hosting, CRM, messaging, advertising, and AI tools, may store or process data outside South Africa. Where personal data is transferred across international borders, we ensure that appropriate safeguards are in place in compliance with Section 72 of POPIA.

DATA SECURITY & RETENTION

Security: Technical and organisational measures, including encryption, firewalls, restricted administrative access, and security rules for devices that staff use to handle customer enquiries, are maintained to prevent loss, unauthorised access, or disclosure.
Retention: Personal data is retained only as long as necessary to fulfil the purpose for which it was collected or to comply with statutory retention periods (for example, tax and financial record-keeping laws). Enquiry details for people who do not buy from us are kept for up to [24] months, after which they are deleted or anonymised, unless you have consented to continue receiving marketing from us.

YOUR RIGHTS UNDER POPIA

Subject to statutory limits, you have the right to:

Access: Request confirmation of whether we hold personal information about you and obtain a copy.
Rectification: Request correction or updating of inaccurate, incomplete, or out-of-date information.
Objection & Deletion: Object to processing based on legitimate interests or request the erasure of your personal data where legally permissible.
Withdraw Consent: Withdraw consent at any time where processing relies on your consent, including for marketing and advertising cookies.

To exercise any of these rights, please contact our Information Officer at info@crosstate.co.za.

COOKIES & TRACKING TECHNOLOGIES

We use functional and analytical cookies to maintain user sessions and enhance user experience. With your consent, we also use marketing and advertising cookies and pixels to measure the performance of our adverts and to show you relevant adverts. You can accept, decline, or change your choices at any time through the cookie settings on our website. For more detail, please refer to our Cookie Policy.

COMPLAINTS

If you believe that your personal data has been processed unlawfully, we encourage you to contact us directly to resolve the matter. You also retain the right to submit a complaint to the South African Information Regulator:

Website: https://inforegulator.org.za/
Email: enquiries@inforegulator.org.za / POPIAComplaints@inforegulator.org.za

POLICY UPDATES

We reserve the right to update this Privacy Policy periodically to reflect changes in legal requirements or operational practices. Updated versions will be published on www.crosstate.co.za with an updated revision date.