Privacy Policy

1. Who we are

TrafficForms is operated by Pelox Trading ("TrafficForms", "we", "us", "our"), the responsible party for the processing of personal information described in this policy under the Protection of Personal Information Act, 2013 (POPIA).

Information Officer: [INSERT NAME] — [INSERT EMAIL] — [INSERT ADDRESS].

2. What this service is — and isn't

TrafficForms is an independent tool that helps you prepare South African vehicle and licensing forms (such as the NCO and RLV) by reading details from documents you upload and placing them into the correct fields, for you to review and download.

TrafficForms is not affiliated with eNaTIS, the Department of Transport, or any government authority. We do not submit forms on your behalf, and we are not a substitute for, or extension of, any government system.

3. Personal information we collect

To prepare your form, we may collect:

• Identity information: name, surname, initials, ID/passport number, date of birth, gender, nationality.
• Document images: photographs or scans of identity documents, vehicle registration certificates (RC1), licence discs, roadworthy certificates, and proof of residence.
• Vehicle information: registration number, VIN/chassis number, make, model, and related details.
• Organisation/representative information: company registration details, and the identity details of a proxy or representative acting for a company.
• Contact information: email address and phone number, used for your account and to communicate with you about your submission.
• Technical information: basic usage and device data needed to operate and secure the service (e.g. log data, session identifiers).

4. How and why we use your information

We use your information for one purpose: to fill in the official form you have selected, accurately, for your review. This is "purpose limitation" under POPIA — we do not use your information for marketing, profiling, or any purpose unrelated to preparing your form, unless you separately agree.

5. Third-party document processing

To read the details from your uploaded documents, TrafficForms sends document images to a third-party AI document-processing service for the sole purpose of extracting the data needed to complete your form. That provider processes the images under its own data-processing terms and does not use your documents for any purpose other than returning the extracted data to TrafficForms.

6. You review and confirm everything

Before any form is generated for download, you are shown every field that was filled in and can correct, add, or remove information. Nothing is finalised without your review.

7. Retention

Uploaded document images are used only to extract the data for your form and are deleted after processing. Your form data and account information are retained only for as long as needed to provide the service to you, or as required by law.

8. Who we share information with

We do not sell your personal information. We do not share it with eNaTIS, the Department of Transport, or any other government authority — submission of your completed form remains your responsibility. We only share information with the third-party document-processing provider described in section 5, and with service providers who help us operate TrafficForms (e.g. hosting and storage), under confidentiality obligations.

9. Security

We use reasonable technical and organisational measures to protect your information against loss, unauthorised access, and disclosure, including encryption in transit and access controls on stored data.

10. Your rights under POPIA

You have the right to:

• Access the personal information we hold about you.
• Request correction or deletion of your personal information.
• Object to processing of your personal information, on reasonable grounds.
• Lodge a complaint with the Information Regulator (South Africa) if you believe your information has been mishandled.

To exercise any of these rights, contact us at [INSERT EMAIL].

11. Children

TrafficForms is intended for use by adults completing forms in their own capacity or on behalf of an organisation. We do not knowingly collect personal information from children.

12. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page will reflect the most recent changes. Continued use of TrafficForms after an update constitutes acceptance of the revised policy.

13. Contact us

Pelox Trading — [INSERT NAME] — [INSERT EMAIL] — [INSERT ADDRESS].