Privacy Policy

1Introduction

URBYN (Pty) Ltd ("URBYN", "we", "our" or "us") respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 ("POPIA") and all other applicable South African laws.

This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when you use our website, request our services or otherwise interact with URBYN.

By using our website or engaging our services, you acknowledge that your personal information will be processed in accordance with this Privacy Policy.

2Company Information

Registered Name: URBYN (Pty) Ltd

Registration Number: 2025/684427/07

Trading Name: URBYN

Website: www.urbyn.co.za

Email: info@urbyn.co.za

Telephone: +27 69 055 1241

Registered Address: 14 Sandpiper Place, Hout Bay, Cape Town, Western Cape, 7806

3Personal Information We Collect

Depending on the services you request, we may collect information including:

Customers

• •Full name
• •Email address
• •Telephone number
• •The address at which the vehicle may be inspected
• •Vehicle details, including registration number, vehicle identification number (VIN), make, model, derivative, year and odometer reading
• •Photographs and video of the vehicle recorded during the inspection
• •Voice notes, WhatsApp messages and other communications exchanged with URBYN or its inspectors
• •Booking information and inspection requirements
• •Payment confirmation
• •Any documents, photographs or files submitted during booking or inspection

Inspectors

• •Full name
• •South African ID or Passport details
• •Driver's Licence information
• •Contact details
• •Banking details (where required for payment)
• •Professional information supplied during onboarding
• •Inspection records
• •Communications with URBYN

Website Information

When you visit our website, we may automatically collect:

• •IP address
• •Browser type
• •Device information
• •Operating system
• •Pages visited
• •Time spent on our website
• •Cookie information
• •Website usage statistics

3AInformation About Vehicle Sellers

To carry out an inspection, URBYN must contact the person who has the vehicle. When a customer makes a booking, we ask them for the seller's name, telephone number and, where available, email address.

This information is given to us by the customer rather than by the seller.

We use it only to contact the seller, arrange access to the vehicle and carry out the inspection the customer has requested. We do not use seller information for marketing, we do not add it to any marketing list, and we do not share it other than with the inspector assigned to that inspection.

Sellers have the same rights under POPIA as anyone else whose information we hold, set out in section 13, and may contact us at info@urbyn.co.za at any time.

Seller information is held with the booking record and deleted on the same schedule.

4How We Collect Information

We may collect personal information through:

• •Our website booking forms
• •Inspector onboarding forms
• •Email correspondence
• •Telephone conversations
• •WhatsApp communications
• •Information supplied during inspections
• •Payment processing
• •Customer enquiries
• •Voluntary submissions

We only collect personal information that is reasonably necessary for providing our services or complying with legal obligations.

5Why We Collect Your Information

We process personal information for purposes including:

• •Booking vehicle inspections
• •Allocating inspections to authorised inspectors
• •Preparing inspection reports
• •Confirming that a person requesting an inspection or a report is entitled to it
• •Securing inspection reports against unauthorised access
• •Communicating with customers and inspectors
• •Processing payments
• •Maintaining business records
• •Improving our services
• •Preventing fraud
• •Complying with legal obligations
• •Responding to enquiries
• •Resolving complaints
• •Maintaining quality assurance standards

We will only process personal information where permitted by POPIA or where you have provided your consent where required.

6Technology-Assisted Processing

URBYN uses technology-assisted systems, including artificial intelligence, to assist in processing inspection information, analysing inspection data and generating inspection reports.

These technologies are used to improve consistency, efficiency and report quality. All reports remain subject to URBYN's quality assurance processes and professional oversight before being released to customers.

URBYN may also use inspection information and inspection media to test, develop and improve these systems. Where this is done, information is anonymised wherever reasonably possible, and personal information is not disclosed to any third party for this purpose without consent.

7Sharing Personal Information

We only share personal information where necessary to provide our services or where required by law.

Your information may be shared with:

• •Authorised URBYN inspectors assigned to your inspection
• •Vehicle sellers or their authorised representatives, where reasonably necessary to arrange and perform an inspection
• •PayFast, our payment provider
• •Meta Platforms, which operates the WhatsApp service through which inspections are conducted
• •Anthropic, whose systems analyse inspection photographs and assist in preparing report text
• •Groq, whose systems transcribe inspectors' voice notes
• •Google, which hosts our systems and stores inspection files
• •Supabase, which hosts our database
• •Resend, which sends our confirmation emails
• •Vercel, which hosts our website
• •Professional advisers, regulatory authorities and law enforcement where required

URBYN may change or replace any of these service providers from time to time, and will require any replacement to offer comparable protection for your information.

Several of these providers are located outside South Africa. See section 14.

Such communications may include the customer's name, appointment information and relevant vehicle details solely for the purpose of facilitating the inspection.

We do not sell personal information to third parties.

Any third party processing personal information on our behalf is expected to maintain appropriate confidentiality and security measures consistent with applicable legal requirements.

8Payment Processing

Payments made through our website are processed by PayFast.

URBYN does not store your banking card details. Payment information is processed securely by our authorised payment provider in accordance with their own security and privacy standards.

9Marketing Communications

URBYN will only send marketing communications where you have expressly chosen to receive them.

You may withdraw your consent to receive marketing communications at any time by:

• •Using the unsubscribe option contained within our communications; or
• •Contacting us directly using the details provided in this Privacy Policy.

Service-related communications relating to bookings, inspections or customer support may still be sent where necessary to fulfil our contractual obligations.

10Cookies

Our website may use cookies and similar technologies to:

• •Ensure the website functions correctly
• •Improve website performance
• •Analyse website usage
• •Remember user preferences
• •Enhance your browsing experience
• •Support website security

Some cookies are essential for the operation of the website, while others help us improve our services through analytics.

You may manage or disable cookies through your browser settings, although doing so may affect certain website functionality.

11Data Security

URBYN takes reasonable technical and organisational measures to protect personal information against:

• •Unauthorised access
• •Loss
• •Theft
• •Misuse
• •Disclosure
• •Alteration
• •Destruction

While no system can guarantee absolute security, we continually seek to maintain appropriate safeguards appropriate to the nature of the information we process.

12Data Retention

URBYN retains personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected or as required by law.

Our general retention periods include:

• •Inspection reports, including the original report, any corrected version and the copy supplied to the customer – 5 years
• •Inspection photographs, video and voice notes – 5 years
• •Booking records – 5 years
• •Inspector records – Duration of engagement plus 5 years
• •Accounting and financial records – 7 years

Information may be retained for longer where required by law or where reasonably necessary to protect URBYN's legal rights.

13Your Rights Under POPIA

Subject to applicable law, you have the right to:

• •Request access to your personal information.
• •Request correction of inaccurate or incomplete information.
• •Request deletion of information where legally permissible.
• •Object to certain forms of processing.
• •Withdraw consent where processing is based on consent.
• •Lodge a complaint with the Information Regulator of South Africa.

Requests may be submitted using the contact details below.

14Cross-Border Processing

Some of the technology platforms or service providers used by URBYN may process or store information outside South Africa.

Where this occurs, URBYN will take reasonable steps to ensure that appropriate safeguards are in place and that such processing complies with POPIA and other applicable legal requirements.

15Children's Privacy

URBYN's services are intended for adults.

We do not knowingly collect personal information directly from children unless permitted or required by applicable law or with the necessary consent from a parent or legal guardian.

16Changes to this Privacy Policy

URBYN may update this Privacy Policy from time to time to reflect changes in legislation, technology, our services or our business operations.

The latest version will always be published on our website with the updated effective date.

17Contact Us

If you have any questions regarding this Privacy Policy or wish to exercise your rights under POPIA, please contact us:

URBYN (Pty) Ltd

Email: info@urbyn.co.za

Telephone: +27 69 055 1241

14 Sandpiper Place, Hout Bay, Cape Town, Western Cape, 7806

18Complaints

If you believe that URBYN has not processed your personal information in accordance with POPIA, we encourage you to contact us first so that we may attempt to resolve your concerns.

You also have the right to lodge a complaint with the Information Regulator (South Africa) in accordance with applicable legislation.