Legal & Compliance Centre

Document: Privacy Policy | Version: 1.0 | Effective Date: 17 June 2026 | Next Review Date: 17 June 2027

Our Commitment to Your Privacy

FulTank respects your privacy and is committed to protecting your personal information. We understand the importance of trust when you share information with us, and we take reasonable steps to ensure that your information is handled securely and responsibly.

Who We Are

FulTank (Pty) Ltd is a South African prepaid fuel card provider offering fuel payment solutions for individuals, families and businesses.

Our services include prepaid fuel cards, customer account management, ClientHub, Fuel API services, customer support and related payment processing services.

Information We Collect

Depending on the services you use, we may collect:

• Your name and surname
• Identity number and identification documents
• Mobile number
• Email address
• Physical address
• Proof of address
• Proof of payment documents
• Fuel card information
• Transaction and top-up information
• Support requests and correspondence
• Business registration documents where applicable

How We Use Your Information

We use your information to:

• Process applications
• Verify customer identities
• Activate and manage fuel cards
• Load and administer card balances
• Provide customer support
• Send important service communications
• Improve our products and services
• Meet legal and regulatory requirements

How We Communicate With You

FulTank may contact you through:

• Email
• SMS
• WhatsApp
• Telephone
• ClientHub notifications

These communications are generally used for account management, customer support, card services, payment notifications, security verification and other operational matters.

Sharing Information

FulTank does not sell customer information.

Information may be shared with carefully selected service providers where required to deliver our services, including:

• PayCentral / FuelCentral
• Payment service providers
• Hosting and technology providers
• Communication service providers
• Accountants and auditors
• Courier providers
• Regulators where legally required

Protecting Your Information

We use security measures designed to protect information from unauthorised access, misuse, disclosure, loss or alteration.

Security measures include:

• Secure systems and hosting environments
• Password protection
• OTP verification controls
• Restricted staff access
• Activity monitoring and logging
• Secure document storage

How Long We Keep Information

We retain information only for as long as reasonably necessary for operational, contractual, legal and regulatory purposes.

• Closed customer accounts: 5 years
• Approved applications: 5 years
• Unsuccessful applications: 12 months
• Transaction records: 5 years
• Support tickets: 12 months
• Authentication records: 12 months

Your Rights

You have the right to:

• Request access to information held about you
• Request correction of inaccurate information
• Request deletion where legally permissible
• Object to certain processing activities
• Lodge complaints regarding privacy concerns

Contact Us

For privacy-related questions, requests or concerns:

Email: paia@fultank.co.za
Telephone: 087 822 1374

Policy Updates

This Privacy Policy may be updated periodically to reflect changes in legislation, technology, business operations or customer requirements.

Document: POPIA Notice | Version: 1.0 | Effective Date: 17 June 2026 | Next Review Date: 17 June 2027

1. Introduction

FulTank (Pty) Ltd is committed to protecting the privacy, confidentiality and security of personal information. This notice explains how FulTank collects, uses, stores, protects and shares personal information in accordance with the Protection of Personal Information Act, 2013 ("POPIA").

By applying for, using or interacting with FulTank products, services, systems, websites or communication channels, you acknowledge that your personal information may be processed in accordance with this notice.

2. Responsible Party

Company: FulTank (Pty) Ltd
Registration Number: 2021/403778/07
Address: 44 Alice Street, The Reeds, Centurion, 0157, South Africa
Website: www.fultank.co.za

3. Information Officer

Name: Tebogo Kekana
Position: Managing Director & Information Officer
Email: paia@fultank.co.za
Telephone: 087 822 1374

4. Information We Collect

FulTank may collect and process the following information:

• Full name and surname
• Identity number
• Identity document copies
• Mobile number
• Email address
• Physical address
• Proof of address
• Proof of payment documents
• Fuel card numbers
• Transaction history
• Top-up information
• OTP verification information
• Customer correspondence
• Support requests and support tickets
• Website and system usage information

5. Information Collected from Businesses

• Company name
• Company registration number
• VAT number
• Director identity documents
• Director contact information
• Business banking information where applicable
• Fleet and card allocation information
• Business application documents

6. Why We Collect Information

FulTank collects personal information for legitimate business purposes including:

• Processing fuel card applications
• Customer onboarding and verification
• Identity verification and fraud prevention
• Card activation and administration
• Fuel card top-up processing
• Customer support and service delivery
• Communication with customers
• OTP authentication and account security
• Financial administration and reconciliation
• Compliance with legal and regulatory obligations
• Managing ClientHub and Fuel API services

7. Communication Channels

FulTank may communicate with customers through:

• Email
• SMS
• WhatsApp
• Telephone calls
• ClientHub notifications
• Customer support systems

FulTank currently uses these channels primarily for operational, support and service-related communications.

8. Third Parties Who May Receive Information

Personal information may be shared with trusted service providers where required for service delivery, compliance, communication, billing or operational purposes.

• PayCentral / FuelCentral
• Yoco
• BulkSMS
• Axxess
• Sage
• Accountants and auditors
• Courier service providers
• Regulators and public authorities where legally required

9. Cross-Border Processing

FulTank may use third-party service providers whose infrastructure, systems, support services or backup facilities may be located outside South Africa.

Where personal information is transferred outside South Africa, FulTank will take reasonable steps to ensure that adequate safeguards are in place and that personal information receives an appropriate level of protection.

10. Security Safeguards

FulTank implements reasonable technical and organisational measures to protect personal information from unauthorised access, disclosure, loss, misuse, alteration or destruction.

• Password protected systems
• OTP authentication controls
• Access control restrictions
• Secure hosting environments
• Controlled staff access to customer information
• System activity logging and monitoring
• Secure storage of customer documentation

11. Data Retention

FulTank retains information only for as long as reasonably necessary to fulfil legal, regulatory, contractual and operational requirements.

• Closed customer accounts: 5 years
• Approved customer applications: 5 years
• Declined or abandoned applications: 12 months
• FICA documents and verification records: 5 years
• Transaction and payment records: 5 years
• Support tickets: 12 months
• OTP and authentication logs: 12 months
• Employment records: 5 years after termination

12. Your Rights Under POPIA

As a data subject, you may:

• Request access to personal information held by FulTank
• Request correction of inaccurate information
• Request deletion of information where legally permissible
• Object to certain processing activities
• Submit a complaint regarding the processing of personal information

13. Data Breaches

If FulTank becomes aware of a security compromise involving personal information, appropriate steps will be taken to investigate, contain and address the incident.

Where required by law, affected individuals and relevant authorities will be notified.

14. Complaints

Any concerns regarding the processing of personal information should first be directed to:

Email: paia@fultank.co.za

If a matter cannot be resolved directly with FulTank, a complaint may be submitted to the Information Regulator of South Africa.

15. Information Regulator of South Africa

Website: www.inforegulator.org.za
Email: enquiries@inforegulator.org.za

16. Updates to this Notice

FulTank may update this POPIA Notice from time to time to reflect changes in legislation, business operations, systems or regulatory requirements.

Document: PAIA Manual | Version: 1.0 | Effective Date: 17 June 2026 | Next Review Date: 17 June 2027

1. Introduction

This PAIA Manual has been prepared for FulTank (Pty) Ltd in accordance with the Promotion of Access to Information Act, 2000. The purpose of this manual is to help members of the public understand what records FulTank holds, how access to records may be requested, and who is responsible for handling access to information requests.

2. Company Details

Registered Name: FulTank (Pty) Ltd
Registration Number: 2021/403778/07
Physical Address: 44 Alice Street, The Reeds, Centurion, 0157, South Africa
Postal Address: 44 Alice Street, The Reeds, Centurion, 0157, South Africa
Telephone: 087 822 1374
Website: www.fultank.co.za
General Email: info@fultank.co.za
Customer Support: customercare@fultank.co.za
PAIA Requests: paia@fultank.co.za

3. Information Officer

Name: Tebogo Kekana
Position: Managing Director / Information Officer
Email: paia@fultank.co.za
Telephone: 087 822 1374

4. Deputy Information Officer

FulTank has not appointed a Deputy Information Officer at this stage. PAIA and POPIA-related requests must be directed to the Information Officer.

5. Guide on How to Use PAIA

The Information Regulator has published a guide to assist members of the public in understanding how to exercise their rights under PAIA. The guide may be obtained from the Information Regulator or requested through FulTank’s Information Officer.

6. Records Available Without a Formal PAIA Request

The following records may be made available on FulTank’s website or upon request without requiring a formal PAIA application:

• Company profile and general business information
• Product and service information
• Privacy Policy
• POPIA Notice
• Terms and Conditions
• PAIA Manual
• Application forms and general customer documentation
• Public marketing material

7. Categories of Records Held by FulTank

7.1 Corporate Records

• CIPC registration documents
• Company registration records
• Share certificates
• Board resolutions
• Company policies and internal governance records

7.2 Financial and Accounting Records

• Invoices
• Customer payments
• Bank statements
• Top-up records
• Payment references
• Tax records
• Sage accounting records
• Accountant correspondence and reports

7.3 Human Resources Records

• Employment contracts
• Payroll records
• Staff correspondence
• Confidentiality undertakings
• Internal access and responsibility records

7.4 Customer Records

• Customer applications
• FICA and verification documents
• Identity documents
• Customer contact details
• Physical address details
• Fuel card numbers
• Transaction records
• Fuel card balances
• Top-up allocation records
• Support tickets
• Customer complaints
• Customer correspondence

7.5 Business Customer Records

• Company names
• Company registration numbers
• VAT numbers
• Director identity documents
• Director contact details
• Business application documents
• Fleet and card allocation records where applicable

7.6 Technical and System Records

• Website logs
• ClientHub logs
• AdminHub logs
• Login activity logs
• Password reset logs
• OTP verification records
• Security audit logs
• Support ticket records
• Database records hosted by Axxess

7.7 Fuel API Records

• Developer accounts
• API keys
• API usage logs
• Subscription records
• Billing records
• API request records
• Technical support correspondence

8. Personal Information Processed by FulTank

FulTank may process the following categories of personal information:

• Full name
• ID number
• ID copy
• Mobile number
• Email address
• Physical address
• Fuel card number
• Transaction and top-up information
• Customer support correspondence
• OTP and login verification data

9. Personal Information of Business Customers

• Company name
• Registration number
• VAT number
• Director identity documents
• Director contact details
• Business contact information
• Billing and payment information

10. Third Parties and Service Providers

FulTank may share records or personal information with selected third parties where necessary for service delivery, legal compliance, billing, support, hosting, communication, card operations, and accounting purposes.

• PayCentral / FuelCentral
• Yoco
• BulkSMS
• Axxess
• Sage
• Accountants
• Courier companies
• Regulators, law enforcement or public bodies where legally required

11. Applicable Legislation

FulTank may retain records in accordance with applicable South African legislation, including but not limited to:

• Promotion of Access to Information Act, 2000
• Protection of Personal Information Act, 2013
• Companies Act, 2008
• Consumer Protection Act, 2008
• Electronic Communications and Transactions Act, 2002
• Income Tax Act, 1962
• Value-Added Tax Act, 1991, where applicable
• Financial Intelligence Centre Act, 2001, where applicable
• Basic Conditions of Employment Act, 1997, where applicable

12. How to Request Access to Records

Requests for access to records must be submitted to FulTank’s Information Officer using the prescribed PAIA request form. The request must clearly describe the record requested and must provide sufficient detail to enable FulTank to identify the requested record.

PAIA requests must be sent to:
Email: paia@fultank.co.za
Subject line: PAIA Request - [Requester Name]

13. Proof of Identity

A requester must provide proof of identity when submitting a PAIA request. Where a request is made on behalf of another person or entity, proof of authority to act on behalf of that person or entity must also be provided.

14. Grounds for Refusal

FulTank may refuse access to records where PAIA allows or requires refusal, including where disclosure would:

• Unreasonably disclose personal information of a third party
• Disclose confidential commercial information
• Compromise the safety or security of systems, customers, staff, or service providers
• Disclose legally privileged information
• Unreasonably interfere with the operations of FulTank
• Conflict with applicable law or contractual confidentiality obligations

15. Fees

FulTank may charge request fees, access fees, reproduction fees or other fees permitted under PAIA and its regulations. Where fees are payable, the requester will be informed before the request is processed further.

16. Decision and Response Time

FulTank will process PAIA requests within the time periods prescribed by PAIA. The requester will be notified whether access is granted, refused, partially granted, or subject to the payment of prescribed fees.

17. Availability of This Manual

This PAIA Manual is available on FulTank’s website at www.fultank.co.za/legal. A copy may also be requested from the Information Officer by emailing paia@fultank.co.za.

18. Review and Updates

FulTank may update this PAIA Manual from time to time. The manual will be reviewed at least annually or when material changes occur to FulTank’s business operations, systems, legal obligations, or records processing activities.

Document: Terms & Conditions | Version: 1.0 | Effective Date: 17 June 2026 | Next Review Date: 17 June 2027

1. Introduction

These Terms and Conditions govern the use of FulTank products, services, prepaid fuel cards, ClientHub, Fuel API, websites and related services.

By applying for, activating, funding, accessing or using any FulTank service, you agree to these Terms and Conditions.

2. About FulTank

FulTank (Pty) Ltd provides prepaid fuel card solutions for individuals, families and businesses throughout South Africa.

FulTank operates through authorised service providers and card programme partners and may make use of third-party systems to deliver its services.

3. Eligibility

Customers must provide accurate and complete information during the application process.

FulTank reserves the right to request additional verification documents before approving, activating or servicing any account.

4. Fuel Card Usage

FulTank cards are prepaid fuel cards and may only be used in accordance with programme rules and merchant acceptance requirements.

Acceptance of cards remains subject to participating merchant locations, network availability and card programme restrictions.

FulTank reserves the right to suspend, block or cancel cards where fraud, misuse, suspicious activity or non-compliance is detected.

5. Funding and Top-Ups

Customers may fund cards using approved payment methods made available by FulTank from time to time.

Funds will only be loaded once payment has been received and verified.

Incorrect references, incomplete payment information, banking delays, weekends, public holidays or third-party processing delays may affect loading times.

FulTank shall not be liable for losses arising from delays caused by banks, payment providers or third-party service providers.

6. Fees

FulTank may charge fees associated with card issuance, top-ups, courier services, card replacement, PIN resets and other services.

Applicable fees may change from time to time and will be communicated to customers through appropriate channels.

7. PIN Security

Customers are responsible for maintaining the confidentiality of their PIN.

PINs must not be shared with any third party.

Transactions authorised using a valid PIN may be treated as authorised by the cardholder.

8. Lost, Stolen or Damaged Cards

Customers must notify FulTank immediately upon becoming aware of a lost, stolen or compromised card.

FulTank will take reasonable steps to assist with card blocking and replacement but cannot guarantee recovery of funds already spent prior to notification.

9. ClientHub

Customers using ClientHub are responsible for maintaining the security of their login credentials.

FulTank may require OTP verification, password resets, account verification or additional security controls from time to time.

FulTank reserves the right to suspend access where security concerns exist.

10. Fuel API Services

Fuel API services are provided on a best-effort basis and are subject to availability of source data, system maintenance and operational factors.

FulTank does not guarantee uninterrupted access or error-free operation of Fuel API services.

11. Customer Responsibilities

• Provide accurate information.
• Keep contact details updated.
• Protect cards and PINs.
• Protect ClientHub login credentials.
• Use services lawfully and responsibly.
• Report suspected fraud immediately.

12. Limitation of Liability

To the maximum extent permitted by law, FulTank shall not be liable for indirect, incidental, consequential or special damages arising from the use of its products or services.

FulTank shall not be liable for losses caused by:

• Banking delays
• Network failures
• Power outages
• Third-party service interruptions
• Merchant acceptance issues
• Customer negligence
• Incorrect payment references

13. Privacy and Information Processing

Personal information is processed in accordance with FulTank's Privacy Policy, POPIA Notice and applicable legislation.

14. Suspension and Termination

FulTank may suspend, restrict or terminate services where:

• Fraud is suspected.
• False information is supplied.
• Legal or regulatory obligations require action.
• Programme rules are breached.
• Customer conduct creates risk to FulTank or other users.

15. Amendments

FulTank may update these Terms and Conditions from time to time.

Updated versions will be published through FulTank communication channels and will become effective upon publication unless otherwise stated.

16. Governing Law

These Terms and Conditions are governed by the laws of the Republic of South Africa.

17. Force Majeure

FulTank shall not be liable for any failure or delay in performing its obligations where such failure or delay results from events beyond its reasonable control, including but not limited to power failures, telecommunications outages, cyber incidents, acts of government, strikes, natural disasters or failures of third-party service providers.

18. Contact Details

FulTank (Pty) Ltd
44 Alice Street, The Reeds, Centurion, 0157
Email: info@fultank.co.za
Telephone: 087 822 1374