Privacy and POPIA notice
Effective 8 August 2026 · Version 1.2
This notice explains how personal information is processed in connection with the Report Fuel public website and secure reporting channel.
Responsible party
Fuel Wholesalers Association (Pty) Ltd
Unit 40 Oaklane Office Park, 111 Grippen Road, Bartlett, Boksburg, 1459
Email: report@reportfuel.com
Separate public and secure systems
reportfuel.com provides public information and does not receive, email or store incident reports. Reports, attachments and secure follow-up are handled only through the GlobaLeaks-powered portal at secure.reportfuel.com.
Information we may process
- incident descriptions, dates, locations, organisations and people mentioned;
- documents, photographs and other evidence voluntarily supplied;
- identity and contact details where a reporter chooses confidential or identified reporting;
- secure messages and follow-up information; and
- limited technical, audit and security information needed to protect and operate the services.
Anonymous reporters should avoid including identifying details in narratives, filenames, documents or images unless they intend to do so.
Why we process information
Information may be processed to receive, assess and manage reports; communicate securely; identify urgency and risk; preserve evidence; prevent misuse; make a justified referral to an appropriate competent body; meet legal obligations; and protect the rights and safety of affected people.
Access and sharing
Access is restricted to authorised people with a legitimate need. Relevant information may be shared with professional advisers, contracted service providers, regulators, law-enforcement agencies or another competent authority where the sharing is necessary, proportionate and lawful. Only the information reasonably required for that purpose should be disclosed. A reporter’s identity choice and safety must be considered, but confidentiality may be limited by law or an urgent safety requirement.
Retention
Reports are configured for automatic deletion after 180 days. Information may be deleted earlier when no longer required, or retained longer only where a documented legal, evidential, security or operational requirement justifies an exception. When no longer required, information should be securely deleted, destroyed or de-identified as appropriate.
Security
Reasonable technical and organisational safeguards are used, including access controls, encrypted communications, security monitoring and restricted administration. No online service can guarantee absolute security, anonymity or confidentiality in every circumstance.
Your rights
Subject to POPIA and other applicable law, you may request confirmation of processing, access, correction or deletion of inaccurate or unlawfully processed personal information, or object to certain processing. A request may be limited where disclosure would compromise another person, a confidential report, security or a legal obligation. Send privacy requests to report@reportfuel.com. For anonymous reports, Report Fuel may be unable to locate or associate a request with a specific report unless the requester can provide the secure access code.
Complaints
You may contact the Information Regulator South Africa or submit a POPIA complaint through its official channels. You may also email POPIAComplaints@inforegulator.org.za.
Updates
This notice may be updated when the services, procedures or legal requirements change. The effective date and version will be updated when material changes are published.