Privacy Policy
Effective Date: July 8, 2026 • Compliance and Transparency Statement
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1. Introduction
Petroleum Directory is a South Africa-focused petroleum supplier directory and business lead platform that connects verified suppliers with verified business buyers. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you use our website, dashboards, directory, verification features, messaging features, RFQ tools, and related services (“Platform”).
By using the Platform, you acknowledge that you have read and understood this Privacy Policy. We process your personal information in compliance with South African privacy laws, including the Protection of Personal Information Act (POPIA).
2. Scope
This Privacy Policy applies to personal information collected through:
- the public website;
- supplier, client, and admin dashboards;
- account registration and login;
- verification and onboarding workflows;
- supplier directory listings;
- RFQ submission tools;
- in-platform messaging;
- support communications; and
- any related interactions with Petroleum Directory.
3. Who We Collect Information From
We may collect information from:
- website visitors;
- guest users;
- supplier applicants and supplier account holders;
- client applicants and client account holders;
- authorised representatives, directors, employees, and contact persons linked to business accounts;
- users who submit RFQs, messages, support requests, or verification documents; and
- administrators reviewing verification cases.
4. What Information We Collect
Depending on how you interact with the Platform, we collect several categories of information to verify business credibility, provide directories, and run secure services:
4.1 Identity and Contact Information
This includes full names, business registration details, business addresses, telephone numbers, business email addresses, job titles, and account passwords.
4.2 Business Profile Information
Details submitted for supplier cards and directories, including company trading names, operational descriptions, service locations, delivery radius capabilities, product offerings (e.g., bulk diesel, LPG), and business logo assets.
4.3 Verification Documents
Legally required compliance documentation, such as CIPC registration certificates, proof of business address, VAT registration notices, bank confirmation letters, ID documents of authorized representatives, HSE compliance records, and trade references.
4.4 Transactional and Communication Data
Data containing details of RFQs (Request for Quotes) submitted, prices offered, support tickets raised, conflict reports, and records of messages exchanged through the Platform.
4.5 Technical and Usage Data
IP addresses, browser client agents, device profiles, technical logs, audit trails of administrative updates, and platform navigation metrics gathered through secure tracking.
5. How We Collect Information
We collect information:
- directly from you when you register, complete profiles, upload files, submit RFQs, or contact our support team;
- automatically through telemetry tools like cookies and secure access logs;
- from internal administrators during tier checks and vetting reviews; and
- from external database verifiers or business references provided by you.
6. How We Use the Information Collected
We collect and use your personal information to run a functional, secure platform. Specifically, we use it to:
- Manage Accounts: Authenticate users, process registration requests, and secure platform access;
- Onboarding & Verification: Review corporate uploads, assess business legitimacy, and assign appropriate verification badges and tiers;
- Facilitate Directories: Display verified supplier profiles on the public directory index;
- Operate RFQ Workflows: Enable buyers to request quotes and suppliers to respond securely with pricing;
- Enable Notifications: Send transaction alert emails (RFQ triggers, document rejection notes, and message warnings) via Resend;
- Maintain Compliance: Audit administrator decisions, trace fraud, enforce platform terms, and protect the system against vulnerabilities.
7. Verification Documents and Sensitive Data
We handle verification documents with extreme caution. Files are saved in a private storage bucket. Authorization checks restrict file views, and administrators use short-lived, secure signed URLs to inspect them. Row Level Security (RLS) restricts database queries to keep sensitive files private.
8. What Information We Share
We do not sell, rent, or trade your personal information to third-party advertisers.
We only share personal information under the following limited conditions:
8.1 Sharing with Other Users
To connect buyers and sellers, we display verified supplier profiles in our directory. Additionally, we share contact details and quote requests between users once verification checks are passed and an RFQ is sent.
8.2 Sharing with Service Providers
We share data with infrastructure partners that host services, manage authentication, store uploads, send emails, or provide analytics (including Supabase, Vercel, Resend, and Google Analytics), under strict confidentiality agreements.
8.3 Sharing for Legal and Safety Reasons
We disclose information when required by a court subpoena, regulator investigation, audit check, or when necessary to protect user safety or defend system integrity.
8.4 Business Transfers
In the event of a corporate merger, restructure, or asset acquisition, user records may be transferred as a business asset, subject to this policy.
9. Public vs Private Information
Public Information: Displays on directory listings (company name, products, locations, approved badges). Only vetted, visible suppliers are displayed.
Private Information: Remains secure and hidden (verification uploads, reviewer records, internal communications, support cases).
10. Cookies, Analytics, and Similar Technologies
We use cookies to maintain your login session, protect form writes, analyze traffic trends, and measure SEO positioning. You can customize which cookies you allow by visiting our Cookie Policy and updating your preferences.
11. Security Measures
We apply secure technical controls to shield personal information. These include SSL transport encryption, Supabase RLS (Row Level Security), sandboxed file uploads, signed secure asset links, rate-limiting rules, secure HTTP headers, and admin log audits.
12. Retention of Information
We preserve personal information only as long as necessary to run active business accounts, audit verification histories, settle disputes, or comply with South African tax and corporate retention regulations.
13. Cross-Border Storage and Processing
Data may be stored or processed in cloud systems hosted outside South Africa (e.g. on secure Vercel or AWS servers). Where cross-border processing occurs, we verify that hosting vendors maintain standard protections equivalent to POPIA rules.
14. Your Rights
In line with POPIA and data protection rules, you have the right to request access to the personal data we store, request edits to wrong data, object to specific processing, request account removal, and lodge complaints with the Information Regulator of South Africa.
15. Your Responsibilities
You are responsible for submitting true, accurate business details, keeping your login passwords secure, and obtaining necessary consents before uploading representatives' personal documents.
16. Children
The Platform is strictly a B2B business tool and is not intended for or directed to children. We do not knowingly gather information from children.
17. Third-Party Links and Services
Our directory pages contain links to external supplier websites. We are not responsible for the privacy practices of external sites; please check their policies separately.
18. Changes to This Privacy Policy
We may edit this policy from time to time. Updates will be published here with an updated revision date.
19. Contact Us
For questions regarding data processing, POPIA queries, or access requests, contact:
Petroleum Directory by ELANEY ENTERPRISES (PTY) LTD
Email: info@petroleumdirectory.co.za
Phone: +27 (73) 085 4439
Address: Sandton, Johannesburg, South Africa