POPIA & PAIA

PRIVACY NOTICE

Protection of Personal Information Act, 4 of 2013 (POPIA)

TSI Central Station (Pty) Ltd | Effective: June 2025 | Version 1.0

1. Who We Are

TSI Central Station (Pty) Ltd (Registration Number 2011/105899/07, VAT Number 422 026 1467) is a managed logistics operator headquartered at Growth Point Industrial Estate, Unit C7, 1 Bell Street, Meadowdale, 1609, Johannesburg. We provide sea freight, air freight, road transport, cross-border trucking, warehousing, distribution and courier services nationally.

We are the Responsible Party for the personal information we collect and process, as defined in POPIA.

2. Our Information Officer

In accordance with Section 55 of POPIA, TSI Central Station has appointed a registered Information Officer who is responsible for ensuring our compliance with POPIA and for handling all data-related requests and complaints.

Information Officer	Kevin Ross, Chief Operating Officer
Email	pricing@centralstation.co.za & kevin@centralstation.co.za
Telephone	+27 (0)11 868-2444
Postal address	Unit C7, 1 Bell Street, Meadowdale, 1609

3. What Personal Information We Collect

The type of personal information we collect depends on your relationship with us. We collect only what is necessary for the specific purpose.

3.1 Clients and Prospective Clients

Full name and job title
Company name and registration details
Business and postal addresses
Email address and telephone numbers
Cargo details, shipment values and commodity descriptions (required for customs and freight processing)
Banking details, where relevant to invoicing or payment

3.2 Suppliers and Service Providers

Contact person name and designation
Company registration and VAT details
Banking details for payment purposes
Insurance and accreditation records

3.3 Employees and Job Applicants

Identity documents, qualifications and employment history
Tax and banking details
Emergency contact details
Health information, only where required by law or for occupational health purposes

4. Why We Collect and Use Your Information

We process personal information only for the purposes set out below, each of which has a lawful basis under Section 11 of POPIA.

Purpose	Lawful Basis	Section Reference
To prepare freight estimates and quotations at your request	Pre-contractual steps at the data subject’s request	Section 11(1)(b)
To execute shipments, clear cargo and fulfil contracted logistics services	Performance of a contract	Section 11(1)(b)
To comply with customs, SARS, CIPC and other regulatory obligations	Legal obligation on the responsible party	Section 11(1)(c)
To send our logistics industry newsletter to existing clients and opted-in contacts	Legitimate interest (existing clients) or consent (new contacts)	Section 11(1)(d) / Section 69
To manage supplier and third-party relationships	Performance of a contract	Section 11(1)(b)
To process employee payroll, leave and HR administration	Legal obligation and performance of employment contract	Section 11(1)(b) and (c)

5. Obtaining Freight Estimates on Your Behalf

When you ask us for a freight rate, quote or estimate, we need to share certain details about your cargo and routing with our carrier partners, port agents, customs brokers and other third-party service providers in order to obtain accurate pricing. This includes, but is not limited to, the commodity description, weight, dimensions, origin, destination and declared value.

By requesting a quote from TSI Central Station, you authorise us to share the minimum necessary information with our network of freight and logistics service providers for the sole purpose of obtaining that estimate. We do not share your personal or commercial information for any other reason.

6. Our Newsletter and Marketing Communications

6.1 Existing Clients

In terms of Section 69 of POPIA, we may send our weekly logistics and industry newsletter to existing clients without requiring fresh consent each time, provided the communication relates to our logistics services and we offer a clear opt-out in every edition. If you wish to unsubscribe at any point, you may do so by clicking the unsubscribe link in any newsletter or by emailing pricing@centralstation.co.za.

6.2 Prospective Clients and New Contacts

For contacts who are not yet clients, we will only add you to our newsletter distribution if you have given your express consent at the point of first contact. Consent is recorded and can be withdrawn at any time by emailing us or clicking the unsubscribe link. We will not send marketing communications to any contact who has not consented or who has previously opted out.

6.3 What the Newsletter Contains

Our newsletter covers logistics industry news, port and regulatory updates, tariff and fuel levy changes, and relevant service announcements from TSI Central Station. It does not contain promotional offers from third parties, and we do not sell or rent our mailing list to any external party.

7. Who We Share Your Information With

We share personal information only where necessary and only with parties who are subject to appropriate confidentiality and data protection obligations. These include:

Shipping lines, airlines and road carriers for booking and movement of cargo
Port agents, clearing brokers and customs authorities (SARS) for clearance purposes
Warehousing and distribution partners for fulfilment
Our technology and system providers, on a need-to-know basis
Regulatory bodies, courts or law enforcement where required by law

We do not sell, trade or otherwise transfer your personal information to any third party for commercial purposes.

8. How Long We Keep Your Information

We retain personal information for as long as is necessary for the purpose for which it was collected, or for as long as required by law. As a general guide:

Client and shipment records: five years from the date of last transaction (aligned with SARS and customs requirements)
Employee records: five years from date of termination of employment
Supplier records: three years from date of last transaction
Newsletter opt-in records: for the duration of the subscription and one year thereafter

When information is no longer required, it is destroyed or de-identified in a manner that prevents reconstruction.

9. Your Rights as a Data Subject

POPIA grants you the following rights in respect of your personal information held by TSI Central Station:

The right to be told what information we hold about you
The right to access a copy of that information
The right to request correction of inaccurate or outdated information
The right to object to the processing of your information in certain circumstances
The right to withdraw consent at any time, without affecting the lawfulness of prior processing
The right to lodge a complaint with the Information Regulator

To exercise any of these rights, contact our Information Officer at pricing@centralstation.co.za. We will respond within a reasonable period and in any event within 30 days.

10. How We Protect Your Information

We maintain appropriate technical and organisational measures to protect personal information against loss, theft, unlawful access, interference, modification or disclosure. These measures are reviewed and updated regularly.

In the event of a security breach that poses a risk to data subjects, we will notify the Information Regulator and affected data subjects as required by Section 22 of POPIA.

11. Complaints to the Information Regulator

If you are not satisfied with the way we have handled your personal information, you have the right to lodge a complaint with the Information Regulator of South Africa:

Website: www.inforegulator.org.za
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200

12. Updates to This Notice

We may update this Privacy Notice from time to time to reflect changes in law or in our processing activities. The current version will always be available on our website at centralstation.co.za. Material changes will be communicated directly to active clients and newsletter subscribers.

TSI Central Station (Pty) Ltd | Reg Nr: 2011/105899/07 | VAT Nr: 422 026 1467

Unit C7, 1 Bell Street, Meadowdale, 1609 | www.centralstation.co.za

Please click this link to see the Personal Information Act 4 of 2013 (“POPIA”).

The document is in PDF and is downloadable.

AGREEMENT REGULATING ACCESS, PROCESSING & STORAGE PERSONAL INFORMATION IN TERMS OF THE PROTECTION OF PERSONAL INFORMATION ACT (“POPIA”)

Click Above

PAIA MANUAL

Promotion of Access to Information Act, 2 of 2000

TSI Central Station (Pty) Ltd | Compiled: June 2025 | Version 1.0

1. Introduction

The Promotion of Access to Information Act, 2 of 2000 (PAIA) gives effect to the constitutional right of access to information held by the state and by private bodies where that information is required for the exercise or protection of any rights. PAIA requires every private body with more than 50 employees to compile a manual setting out how requests for access to information may be submitted and processed.

TSI Central Station (Pty) Ltd, with more than 100 employees, is required to publish and maintain this manual in accordance with Section 51 of PAIA.

2. Details of the Private Body

Company name	TSI Central Station (Pty) Ltd
Registration number	2011/105899/07
VAT number	422 026 1467
Physical address	Growth Point Industrial Estate, Unit C7, 1 Bell Street, Meadowdale, 1609
Postal address	Unit C7, 1 Bell Street, Meadowdale, 1609
Telephone	+27 (0)11 868-2444
Email	Kevin@centralstation.co.za
Website	www.centralstation.co.za

3. Information Officer

The Information Officer is responsible for processing requests under PAIA, for facilitating access to information held by TSI Central Station, and for ensuring compliance with the Act.

Name	Kevin Ross
Designation	Chief Operating Officer
Email	Kevin@centralstation.co.za; pricing@centralstation.co.za
Telephone	+27 (0)11 868-2444
Address	Unit C7, 1 Bell Street, Meadowdale, 1609

4. Categories of Records Held

TSI Central Station holds records in the following broad categories. Not all records are accessible on request; certain records are subject to mandatory or discretionary refusal grounds under PAIA.

4.1 Client and Commercial Records

Client contracts, service agreements and rate confirmations
Quotation and estimate files
Shipment documentation including bills of lading, airway bills and road consignment notes
Customs entries, permits and release certificates
Invoices, proof of delivery and payment records

4.2 Supplier and Third-Party Records

Supplier contracts and service level agreements
Agent correspondence and rate sheets
Insurance certificates and claims files

4.3 Human Resources Records

Employee contracts, payroll records and leave registers
Disciplinary and grievance files
Skills development and training records

4.4 Financial Records

Annual financial statements and management accounts
SARS returns and tax records
Bank statements and payment records

4.5 Operational and Compliance Records

Operating procedures and compliance policies
Health and safety records
POPIA processing records and consent registers

5. How to Submit a Request for Access

Any person wishing to request access to records held by TSI Central Station must submit a written request using the prescribed Form C, which is available from the Information Regulator’s website at www.inforegulator.org.za. The completed form must be addressed to the Information Officer at the contact details set out in Section 3 of this manual.

5.1 What to Include in Your Request

Your request must include the following:

Your full name and contact details
A description of the records you are requesting
The form in which you wish to receive access (for example, a copy or inspection)
An explanation of why you need the information, if the records contain third-party personal information

5.2 Request Fee

A request fee of R50.00 is payable before the request will be processed, in accordance with the regulations published under PAIA. Additional access fees may apply depending on the format of the records requested. Fee schedules are published by the Information Regulator and are updated from time to time.

5.3 Turnaround Time

TSI Central Station will respond to a PAIA request within 30 days of receipt of the completed Form C and proof of payment of the request fee. Where the request is complex or involves a large volume of records, we may extend this period by a further 30 days and will notify you accordingly.

6. Grounds for Refusal

TSI Central Station may refuse access to records on the grounds set out in PAIA. The most commonly applicable grounds are:

The record contains personal information about a third party who has not consented to disclosure (Section 63)
Disclosure would reveal confidential commercial or financial information (Section 64)
Disclosure would constitute a breach of confidence (Section 65)
The record is subject to legal privilege (Section 67)
The request is manifestly frivolous or vexatious, or the work involved in processing it would substantially and unreasonably divert resources (Section 45)

A refusal will be communicated in writing, with reasons, and will include information about your right to appeal or complain.

7. Internal Appeals and External Complaints

7.1 Internal Appeal

If your request is refused, in whole or in part, you may lodge an internal appeal with the head of TSI Central Station within 60 days of receiving the refusal notice. The internal appeal must be in writing and must set out the grounds on which you are appealing.

7.2 Complaint to the Information Regulator

If you are not satisfied with the outcome of the internal appeal, or if you believe that TSI Central Station has failed to comply with PAIA, you may lodge a complaint with the Information Regulator of South Africa:

Website: www.inforegulator.org.za
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200

8. Availability of This Manual

This PAIA Manual is available free of charge at our head office and on our website at centralstation.co.za. A copy will be provided on request. The manual is reviewed and updated annually or whenever material changes occur.

TSI Central Station (Pty) Ltd | Reg Nr: 2011/105899/07 | VAT Nr: 422 026 1467

Unit C7, 1 Bell Street, Meadowdale, 1609 | www.centralstation.co.za