Privacy Policy

1. Introduction

HEXAMOB INVESTMENT PROPRIETARY LIMITED respects the privacy of every visitor, client, supplier, and business contact who interacts with our website or services. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you browse our website, submit a quote request, contact our team, hire a vehicle, request business process outsourcing support, or engage us for supply and procurement services. It is intended to give a clear and practical description of how information moves through our business so that you can make informed decisions before sharing any details with us.

This policy applies to information collected through the HEXAMOB website, our contact forms, quotation requests, email communications, telephone conversations, service onboarding processes, and other business interactions that reference this policy. By using this website or providing information to us, you acknowledge that you have read this Privacy Policy and understand that your information will be handled in line with it. If you do not agree with how we handle information, you should discontinue use of the website and avoid sending personal data through the available channels.

Our website is designed to present our services in car hire, business process outsourcing, and general supply dealings. Because those services may require different categories of information, the exact information we collect can vary depending on the nature of your request. We only seek information that is relevant to legitimate business, operational, compliance, security, or customer support purposes, and we aim to avoid excessive or unnecessary collection wherever possible.

2. Information We Collect

We may collect personal information that you voluntarily provide to us. This includes your name, company name, job title, telephone number, email address, physical address, and any details you include in a message, enquiry, or request for quotation. When you request transport or vehicle hire services, we may also collect travel dates, destination details, preferred vehicle class, driver requirements, billing details, and supporting identification or licensing information where needed to process your request or meet legal obligations.

When you engage us for BPO or general supply services, we may collect operational details about your organization, internal contact points, delivery instructions, procurement preferences, requested items, service timelines, and commercial information needed to prepare a proposal or execute a contract. In some cases, you may choose to share additional information such as tender documents, company registration details, tax information, or project-specific requirements. We treat all such submissions as business information provided for a legitimate commercial purpose.

We may also collect technical and usage information automatically when you use the website. This can include your IP address, browser type, device type, language settings, referring pages, time spent on pages, pages visited, and general interaction data. This information helps us understand site performance, improve usability, diagnose technical problems, and protect the site against misuse or malicious activity.

3. How We Use Information

We use personal information to respond to enquiries, prepare quotations, provide requested services, manage ongoing business relationships, arrange deliveries, verify transactions, communicate about service updates, and maintain accurate records. If you ask us for a quotation, your information may be reviewed by relevant operational or management personnel so we can assess your request, confirm availability, price the service appropriately, and follow up with a suitable proposal.

Information may also be used to improve the quality of our services and the functionality of our website. We may review enquiry patterns, service demand, customer feedback, and technical usage information to refine our content, adjust service offerings, improve customer response times, and strengthen our internal processes. We may additionally use information for security monitoring, fraud prevention, legal compliance, dispute management, audit support, debt recovery, and enforcement of our contractual rights where necessary.

Where permitted by law, we may use business contact details to share service-related updates, respond to prior requests, or provide information about offerings that are reasonably related to your relationship with HEXAMOB. We do not treat personal information as an unrestricted marketing asset, and we aim to keep communications relevant to the services you have requested, discussed, or used.

4. Legal Bases and Business Justification

We process information because it is necessary for legitimate business purposes, because it is necessary to take steps before entering a contract, because it is necessary to perform a contract with you or your organization, or because we are required to do so by law. In practical terms, this means we use information when it is needed to answer your request, deliver a service, verify identity, issue invoices, fulfill reporting duties, or protect the integrity of our operations.

In situations where consent is an appropriate basis, such as when you intentionally submit information through a website form or ask us to contact you, your voluntary action serves as the basis for that interaction. You are not required to provide optional information, but withholding key details may limit our ability to respond accurately, issue a quotation, or deliver a requested service.

We aim to balance our business needs with reasonable privacy expectations. For that reason, we review information use in context and avoid using personal data in ways that are incompatible with the original purpose unless a new lawful basis exists or a further notice is appropriate.

5. Sharing and Disclosure

We may share information internally with personnel who need it to perform their duties, including management, operations, procurement, logistics, finance, administration, and customer support staff. Access is limited according to role and business necessity. We may also share information with third-party service providers who support our operations, such as hosting providers, email providers, payment facilitators, vehicle management partners, delivery partners, IT support providers, accountants, auditors, insurers, or legal advisers.

Information may be disclosed when required by law, court order, regulatory request, or lawful government process. We may also disclose information when we believe it is reasonably necessary to protect our rights, investigate fraud, respond to a complaint, enforce our agreements, recover debts, or protect the safety, property, systems, personnel, or customers of HEXAMOB or others.

We do not sell personal information as a standalone commercial product. If the structure of our business changes through a merger, acquisition, restructuring, or asset transfer, information relevant to the affected operations may be transferred as part of that transaction, subject to appropriate confidentiality and legal controls.

6. Data Retention

We retain information only for as long as reasonably necessary for the purposes described in this policy, including customer service, contract management, recordkeeping, legal compliance, tax reporting, dispute resolution, audit support, and security investigation. The appropriate retention period depends on the nature of the information, the type of service provided, the sensitivity of the data, and whether there is an ongoing commercial, legal, or operational need to keep it.

For example, information connected to a quote that does not progress may be retained for a shorter business reference period, while records associated with completed transactions, invoices, contracts, or regulated business documentation may be kept for longer. If data is no longer needed, we aim to delete it, anonymize it, or otherwise render it unusable in a secure manner, subject to technical and legal constraints.

Backups and archived records may persist for a limited period after deletion requests or operational clean-up cycles. Where that occurs, the information remains subject to the same protection expectations and is only accessed when needed for restoration, legal, or security purposes.

7. Security Measures

HEXAMOB takes reasonable administrative, technical, and organizational measures to protect information against unauthorized access, misuse, loss, alteration, or disclosure. These measures may include access controls, role-based restrictions, password protection, secure hosting arrangements, routine software maintenance, limited internal access, and procedural safeguards for handling business documents and customer communications.

No internet-based transmission or storage environment can be guaranteed to be completely secure. Although we work to protect information responsibly, we cannot promise absolute security. For that reason, you should avoid sending highly sensitive information through unsecured channels unless specifically requested and appropriately protected. If a service engagement requires more sensitive documentation, we may coordinate a more suitable transfer method.

If we become aware of a material security issue affecting personal information under our control, we will assess the incident, take appropriate containment and remediation steps, and provide notices where required by applicable law or reasonable business practice.

8. Cookies and Website Analytics

Our website may use basic cookies, local storage, or similar technologies to support core functionality, remember technical preferences, improve performance, and understand aggregate site usage. These technologies can help us determine which pages are most useful, whether visitors complete contact flows, and where performance or usability issues may exist. Some of these tools may be provided by third-party platforms that process technical usage information on our behalf.

Most browsers allow you to manage cookies through settings that let you block, delete, or limit certain tracking technologies. Disabling some functions may affect how the site behaves, but you generally remain free to browse core informational content. Because site technology can change over time, we may update our implementation of analytics or related tools as the website evolves.

We do not use website analytics as a reason to profile visitors in an unfair or hidden manner. Our main objective is to maintain a functional, reliable, and professionally presented site that helps prospective clients understand our services and contact us efficiently.

9. Your Rights and Choices

Subject to applicable law, you may have the right to request access to personal information we hold about you, request correction of inaccurate or incomplete data, object to certain processing activities, request deletion where appropriate, or ask that we limit use in particular circumstances. You may also withdraw consent where consent was the basis for a specific interaction, although this does not affect the lawfulness of earlier processing carried out before withdrawal.

If you would like to exercise a privacy-related request, you can contact us using the contact details published on the website. We may need to verify your identity before acting on the request, particularly where disclosure, correction, or deletion is involved. In some cases, we may lawfully refuse or limit a request if we must retain the information for contractual, legal, security, accounting, or dispute-resolution reasons.

You may also choose not to submit information through our website forms. However, doing so may prevent us from responding to a quote request, arranging a booking, or progressing a service discussion. Privacy choices are meaningful, but they do affect what we can practically deliver.

10. International Transfers and Third-Party Links

Our website and some of our service providers may use infrastructure located in jurisdictions outside Botswana. As a result, information may be stored or processed in other countries where data protection standards may differ from those in your location. When we use third-party systems, we seek commercially reasonable providers and expect them to maintain appropriate safeguards relevant to the nature of the service they provide.

The website may contain links to third-party websites, platforms, or communication channels for convenience. Once you leave our website or interact with an external service, that third party's privacy practices apply. HEXAMOB is not responsible for the content, security, or privacy policies of third-party sites that we do not own or control. You should review their policies independently before providing information.

11. Children and Policy Updates

This website is intended for business users, adult consumers, and organizational representatives seeking commercial services. It is not directed to children, and we do not knowingly collect personal information from children through the site. If we learn that information from a child has been submitted without appropriate authority, we will take reasonable steps to remove it from active systems where feasible.

We may update this Privacy Policy from time to time to reflect changes in our business operations, legal obligations, website functionality, or service model. When we do, the revised version will be posted on this page and will take effect from the time of publication unless otherwise stated. Continued use of the website after a revised policy is posted indicates acceptance of the updated policy to the extent permitted by law.

Questions about this policy or our privacy practices may be directed to HEXAMOB through the contact information provided on the website. We encourage clients and visitors to reach out if they need clarification before submitting personal or commercial information through our website or service channels.