Reporting Policy
Effective 7 August 2026 · Version 1.0
This policy explains how Report Fuel receives and handles concerns about suspected petroleum-industry misconduct.
Purpose and scope
Report Fuel provides a structured, secure channel for good-faith reporting about concerns including fuel adulteration, unlawful trading, licence misrepresentation, theft or diversion, unsafe storage, environmental offences, corruption and document fraud. Report Fuel is not an emergency service, regulator, court or law-enforcement agency and does not determine guilt.
Secure channel
All reports, attachments and follow-up must be submitted through secure.reportfuel.com. The public website and ordinary email must not be used for report content, evidence or access codes.
Reporting paths
- Anonymous: no name or contact details are requested; follow-up uses the secure access code.
- Confidential: contact or identity details are provided for restricted handling and secure follow-up.
- Identified: identity and contact details are provided where the reporter is comfortable being contacted and reasonably identified during follow-up.
Good-faith reporting and evidence
Absolute proof is not required. Reporters should describe observations accurately, separate direct knowledge from assumptions, provide relevant dates and context, avoid unnecessary personal information and correct material errors through the secure channel. Reporters must not confront suspects, trespass, unlawfully access systems, intercept communications, impersonate others or endanger anyone to obtain evidence.
Triage and assessment
Reports may be assessed for scope, urgency, immediate safety or environmental risk, clarity, credibility, supporting information, potential impact, duplication and conflicts of interest. Priority does not imply that an allegation is true. Material decisions should be recorded, and information assessed fairly without presuming guilt.
Conflicts and independence
Anyone with an actual, potential or perceived conflict must declare it and should not participate in handling the matter. Reports involving the Fuel Wholesalers Association, its leadership, staff, members or service providers must be escalated for handling that is appropriately independent of the conflicted person.
Referrals
Where justified, relevant information may be referred to an appropriate regulator, law-enforcement agency, environmental authority, professional adviser or other competent body. Decisions should consider jurisdiction, urgency, evidential value, confidentiality, identity choices, safety and minimum necessary disclosure. A referral is not a finding and does not guarantee action by the recipient.
Communication and fairness
Reporters should retain their access code and return to the secure portal for updates or questions. Operational updates may be limited where disclosure could prejudice safety, confidentiality, legal privilege or an external process. People and organisations mentioned in reports must be treated fairly; unverified allegations must not be presented publicly as fact.
Privacy and retention
Access is restricted to authorised people with a legitimate need. Reports are configured for automatic deletion after 180 days, subject to a documented lawful exception. Processing follows the Privacy and POPIA Notice and applicable security, disclosure and deletion procedures.
Retaliation and limits
Report Fuel does not condone retaliation against a good-faith reporter, but cannot control an employer or third party or guarantee protection from consequences. Using the service does not automatically create statutory whistleblower protection. Submission does not guarantee acknowledgement, investigation, enforcement, publication, recovery or a particular outcome.
Questions and complaints
General policy or handling concerns may be sent to report@reportfuel.com, but report content, evidence and access codes must remain in the secure portal.