1. Information We Collect
We collect information you provide directly, information generated through your use of our platform, and information from third parties.
1.1 Information You Provide
- Account registration: name, email address, phone number, and password.
- Dealer onboarding: business name, registration number, VAT number, physical address, and billing information.
- Vehicle submissions ("Sell My Car"): vehicle details, asking price, images, and contact preferences.
- Enquiries and leads: contact details and message content when you enquire about a vehicle or contact a dealer.
- Support requests: any information you include when contacting us for help.
1.2 Information Generated Automatically
- Usage data: pages visited, vehicles viewed, searches performed, time on listings, and feature interactions.
- Device and technical data: IP address, browser type, operating system, and session identifiers.
- Analytics events: vehicle view counts, WhatsApp click-throughs, and lead source tracking used to provide dealers with performance insights.
- Cookies and local storage: authentication tokens and user preferences. See Section 7 for details.
1.3 Information from Third Parties
- Email delivery status and engagement events from our email provider (Resend).
- Live chat interaction data from Tawk.to when you use our support widget.
- Social media page and post engagement data when dealers connect their Facebook or Instagram accounts.
2. How We Use Your Information
We use the information we collect for the following purposes:
- To provide and operate the platform — creating and managing your account, displaying vehicle listings, processing enquiries, and facilitating connections between buyers and dealers.
- To personalise your experience — showing relevant vehicles, saving favourites and search preferences, and tailoring content to your location.
- To communicate with you — sending transactional emails (account verification, password resets, offer notifications), responding to support requests, and sending marketing communications where you have given consent.
- To provide dealers with insights — generating analytics dashboards, lead reports, stock performance metrics, and market intelligence.
- To ensure platform security and integrity — detecting fraud, preventing abuse, enforcing our Terms of Service, and maintaining audit logs.
- To comply with legal obligations — retaining records as required by Namibian law and responding to lawful requests from authorities.
- To improve our services — analysing usage patterns, testing new features, and resolving technical issues.
Marketing consent: We only send promotional emails where you have explicitly opted in. You can withdraw consent at any time via your account settings or by clicking "Unsubscribe" in any marketing email.
4. Data Retention
We retain personal information for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law.
- Active accounts: retained for the lifetime of your account.
- Deleted accounts: personal identifiers are anonymised within 30 days. Transaction and audit records may be retained for up to 7 years for legal compliance.
- Vehicle listings: images for vehicles sold more than 12 months ago are deleted but the listing record is retained. Archived listings inactive for more than 2 years are reduced to summary records.
- Lead and enquiry data: retained for 3 years from date of creation.
- Analytics events: raw events older than 24 months are aggregated and individual records deleted.
- Support conversations: retained for 2 years.
5. Your Rights
Subject to applicable law, you have the following rights regarding your personal information:
- Access: request a copy of the personal information we hold about you.
- Correction: update your information directly in your account profile, or contact us for corrections you cannot make yourself.
- Deletion: request deletion of your account and associated personal information. Some data may be retained as described in Section 4.
- Objection: object to processing for direct marketing at any time, or for legitimate interest processing where your situation warrants it.
- Data portability: request an export of your personal data in a machine-readable format.
- Withdraw consent: where processing is based on consent (e.g. marketing emails), withdraw at any time via your account settings. This does not affect the lawfulness of prior processing.
To exercise any of these rights, email us at privacy@motorsmatrix.com. We will respond within 30 days.
Namibian residents: MotorsMatrix operates under Namibian law. If you believe your privacy rights have been violated, you may lodge a complaint with the relevant data protection authority.
6. Security
We implement appropriate technical and organisational measures to protect your personal information. These include:
- Encryption in transit: all data is encrypted using TLS (HTTPS).
- Password hashing: passwords are stored using bcrypt with a work factor of 12 — never in plain text.
- Authentication tokens: access tokens expire after 15 minutes; refresh tokens after 7 days, and are revoked on logout.
- Access controls: role-based access control ensures staff and dealers can only access data relevant to their role.
- Audit logs: all administrative actions are logged with timestamps and user identifiers.
- Infrastructure: the platform runs in isolated Docker containers on a hardened Ubuntu VPS with firewalled network access.
No method of transmission over the internet is 100% secure. If you suspect a security incident, contact us immediately at privacy@motorsmatrix.com.
8. Third-Party Links and Services
Our platform integrates with the following third-party services, each with their own privacy policy:
- Resend Privacy Policy
- Tawk.to Privacy Policy
- Cloudflare Privacy Policy
- Meta (Facebook/Instagram) Privacy Policy
We are not responsible for the privacy practices of third-party websites or services.
9. Children's Privacy
MotorsMatrix is not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at privacy@motorsmatrix.com and we will delete it promptly.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page.
- Send registered users an email notification.
- Display a banner on the platform for 30 days after the change.
Continued use of the platform after the effective date constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or how we handle your personal information:
Questions? privacy@motorsmatrix.com · MotorsMatrix — Built for Southern Africa 🌍