Privacy Policy

Introduction

Scans.AI (Pty) Ltd (“Scans.AI”, “we”, “us”) respects your privacy. This Privacy Policy explains how we collect, use, share, and protect personal information in our mobile app, website, and related services. We comply with applicable laws, including POPIA, GDPR (and the UK GDPR), and app-store requirements.

Who Is The Controller?

Unless stated otherwise, Scans.AI (Pty) Ltd, [33 Fricker Road, Illovo, Johannesburg] is the data controller for personal data we collect directly. When we process data on behalf of insurers, fleets, dealers, or e-hailing partners, we act as a data processor and process that data only under their instructions.

Personal Data We Collect

We may collect the following categories (depending on how you use our services):

• Identification data: name, ID/passport number, driver’s licence, company details.
• Contact data: email, phone number, postal/physical address.
• Demographic data: date of birth, gender, nationality.
• Vehicle & inspection data: VIN, registration details, inspection images/video, damage notes, geotags/ timestamps, assessor IDs.
• Transactional data: invoices and payment details (processed via a PCI-DSS compliant provider; we do not store full card numbers).
• Usage data (website): IP address, cookies and similar technologies.
• App/Device data (mobile): device model/OS, app version, notification tokens; optional location (if you enable it); camera and photo library access (to capture/upload images).

How We Use Personal Data

We process data to:

• Deliver, operate, and improve our services;
• Conduct vehicle inspections, damage assessment, and claims/repair workflows;
• Collaborate with partners (insurers, fleets, dealers, e-hailing) and fulfil contracts;
• Monitor performance, security, and fraud/prevention;
• Comply with legal and regulatory obligations.
• Automated decision-making: we use algorithms to analyse images and metadata (e.g., damage detection/triage). We do not make decisions with legal or similarly significant effects solely by automated means without appropriate human review. You can request human review where applicable.

Legal Bases for Processing

We rely on: consent (e.g., optional location/notifications), contract (to provide requested services), legal obligation, and legitimate interests (e.g., service improvement, security), always balanced against your rights.

Sharing your Data

We share personal data with:

• Service providers/processors (cloud hosting, analytics, communication, payments) under contract;
• Partners (e.g., insurers/fleets) where necessary to perform the service or as directed by them;
• Authorities or legal counsel when required by law or to protect rights/safety;
• Parties to a business transfer (merger, acquisition), subject to safeguards.
• We do not sell personal data.

International Data Transfers

Where data is transferred outside South Africa, the EEA, or the UK, we use recognized safeguards such as EU Standard Contractual Clauses (SCCs), the UK IDTA/Addendum, and/or rely on adequacy decisions.

Security

We use technical and organizational measures, including encryption in transit and at rest, access controls/role-based permissions, logging/monitoring, and staff training.
No method is 100% secure, but we continually assess and improve our controls.

Retention

We keep personal data only as long as necessary for the purpose collected and to meet legal/accounting requirements.

Your Rights

Depending on your location, you have the right to access, rectify, erase, restrict processing, object to processing, and data portability. Where we rely on consent, you may withdraw consent at any time (this won’t affect past lawful processing).
You also have the right to lodge a complaint with the Information Regulator (South Africa) or your local EEA/UK supervisory authority.

Children’s Privacy

Our services are not intended for:

• South Africa: persons under 18 without parental/guardian authorisation (POPIA).
• EEA: children under 16 (or the lower age permitted by local law, not below 13).
• UK/US app stores: children under 13 without parental consent.
  We do not knowingly collect children’s data; if you believe we have, please contact us and we will delete it.

Updates to this Policy

We may update this policy from time to time. Material changes will be clearly communicated (e.g., in-app notice or email). The “Last updated” date will appear at the top.

Contact Us

Questions or requests: privacy@scans.ai (or support@scans.ai).