BikeServ

Privacy Policy

Last updated: 13 June 2026

This Privacy Policy explains how BikeServ ("we", "us", "our") collects, uses, shares and protects personal information when you use the BikeServ Dashboard (web) and Mobile Apps (the "Service"). It is written to align with South Africa's Protection of Personal Information Act, 2013 ("POPIA").

For the purposes of POPIA, BikeServ is the operator that processes personal information on behalf of, and according to the instructions of, the Dealership that holds the subscription (the responsible party for owner and driver information it submits to the Service). For information about BikeServ's own customers (Dealerships and their staff), BikeServ acts as the responsible party.

1. Who We Are

BikeServ provides a fleet maintenance and breakdown management platform for motorbike dealerships in South Africa. If you have questions about this policy or how your information is handled, contact our Information Officer at privacy@bikeserv.app.

2. Information We Collect

Depending on whether you are a Dealership staff member, an Owner, or a Driver, we may collect:

  • Account information — name, email address, phone number, and login credentials.
  • Identity information — for owners and drivers, ID number and (for drivers) driver's licence number and expiry date, captured by the Dealership for fleet management and compliance purposes.
  • Business information — for dealerships and business owners, trading name, registration number, VAT number, address and banking/payment reference details.
  • Vehicle and maintenance data — bike details (make, model, year, registration, VIN), service history, job cards, quotes, parts used and costs.
  • Location data — when a Driver triggers a breakdown/SOS alert, or where fleet-tracking features are enabled, we collect the device's location at the time of the event in order to notify the relevant Owner and Dealership and help locate the bike.
  • Device and push notification information — a device push token so we can deliver alerts (e.g. breakdown, quote approval requests) to the Mobile App.
  • Usage information — basic technical logs (e.g. login times, app version) used for security and troubleshooting.

3. How We Use Your Information

  • To provide the Service — managing bikes, job cards, quotes, maintenance schedules, driver and owner records;
  • To send notifications relevant to your role — e.g. breakdown/SOS alerts to owners and dealerships, quote approval requests to owners, job status updates to drivers;
  • To allow Dealerships to manage their fleet, staff, owners and drivers;
  • To generate reports and invoices for Dealerships;
  • To maintain the security, integrity and proper functioning of the Service;
  • To comply with legal obligations (e.g. record-keeping for billing and tax purposes).

4. Legal Basis for Processing

We process personal information where it is necessary to perform our agreement with the Dealership and to provide the Service to Owners and Drivers the Dealership has registered, where it is necessary for our legitimate business interests (e.g. fraud prevention, service security), and where required to comply with the law. Where consent is the appropriate basis (for example, certain location-based features on the Mobile Apps), we will ask for it before that feature is enabled on your device.

5. Location Data and Breakdown/SOS Alerts

Location data collected through the Mobile Apps is used only to support breakdown/SOS alerts and related fleet-management features. It is shared with the bike's registered Owner and the Dealership so they can respond to the event, and is not sold or shared with third parties for marketing purposes. Drivers can review how location is used in the relevant section of our Terms of Service.

6. Sharing Your Information

We share personal information with:

  • The relevant Dealership — Owners' and Drivers' information is visible to the Dealership that registered them, as the Service is operated on the Dealership's behalf.
  • Owners and Drivers — where relevant to the Service (e.g. a Driver's name and a bike's details are visible to the bike's Owner; a breakdown location is shared with the Owner).
  • Service providers who process data on our behalf, including our database and authentication provider (Supabase), push notification provider (Expo / Firebase Cloud Messaging), SMS provider (BulkSMS), mapping provider (Mapbox), and hosting provider (Vercel). These providers are only permitted to use the information to provide their service to us.
  • Legal and regulatory bodies where required by law.

We do not sell personal information to third parties.

7. International Data Transfers

Some of our service providers (see section 6) may process or store data on servers located outside South Africa. Where this happens, we take reasonable steps to ensure the provider offers an adequate level of protection for personal information, consistent with POPIA's requirements for cross-border transfers.

8. Data Retention

We retain personal information for as long as the relevant Dealership's subscription is active, and for a reasonable period afterwards (typically up to 12 months) to allow for reactivation, billing reconciliation, and legal/record-keeping requirements. After this period, data is deleted or anonymised, unless we are required by law to retain it for longer (e.g. financial records).

9. Data Security

We use industry-standard measures to protect personal information, including encrypted connections (HTTPS), database access controls and row-level security policies that ensure a Dealership, Owner or Driver can only access data relevant to them. No system is completely secure, and we encourage users to use strong, unique passwords and to report any suspected security issue to privacy@bikeserv.app.

10. Your Rights

Subject to POPIA, you have the right to:

  • Request access to the personal information we (or the relevant Dealership) hold about you;
  • Request correction of inaccurate or outdated information;
  • Request deletion of your personal information, subject to legal or contractual retention requirements (e.g. a Dealership's own record-keeping obligations);
  • Object to processing of your personal information in certain circumstances;
  • Lodge a complaint with the Information Regulator of South Africa (inforegulator.org.za) if you believe your information has been mishandled.

Owners and Drivers should first raise requests with the Dealership that registered their account, as the Dealership controls their underlying records. You can also contact us directly at privacy@bikeserv.app and we will assist or direct your request to the relevant Dealership.

11. Cookies (Dashboard)

The Dashboard uses essential cookies to keep you securely signed in. We do not use cookies for advertising or third-party tracking.

12. Children's Privacy

The Service is intended for business use by dealerships, fleet owners and drivers, and is not directed at children. We do not knowingly collect personal information from children.

13. Changes to this Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date above, and for material changes we will make reasonable efforts to notify users (e.g. by email or an in-app notice).

14. Contact Us

For any questions about this Privacy Policy or to exercise your rights, contact our Information Officer at privacy@bikeserv.app.