TSI Central Station Privacy Policy
Protection of personal information under South African law
Responsible party | TSI Central Station (Pty) Ltd |
Registration number | 2011/105899/07 |
Effective date | 9 September 2026 |
Policy owner | Information Officer |
This Privacy Policy explains how TSI Central Station (Pty) Ltd collects, uses, stores, shares and protects personal information. It also explains the rights available to data subjects under the Protection of Personal Information Act 4 of 2013 and how those rights may be exercised.
The policy applies when a person visits our website, requests a quotation, uses our logistics services or technology platform, communicates with us, subscribes to our newsletter, supplies goods or services to us, applies for employment or otherwise deals with TSI.
1 Who We Are
TSI Central Station (Pty) Ltd is a South African managed logistics operator. We coordinate local and international supply chains through our own personnel and a network of specialist service providers including freight agents, customs service providers, carriers, transporters, warehouses and technology providers.
TSI is the responsible party for personal information where we determine why and how that information is processed. A service provider processing information for us under our instructions acts as an operator as defined in POPIA.
2 Company and Information Officer Details
Company | TSI Central Station (Pty) Ltd |
Registration | 2011/105899/07 |
VAT number | 422 026 1467 |
Principal office | Growthpoint Industrial Estate, Unit C7, 1 Bell Street, Meadowdale, 1609, Johannesburg |
Information Officer | Kevin Ross, Chief Operating Officer |
kevin@centralstation.co.za or pricing@centralstation.co.za | |
Telephone | +27 (0)11 868 2444 |
3 Personal Information We Collect
The information we collect depends on the relationship and the service required. It may include the following:
• Identity information including names, identity or passport numbers, nationality, date of birth, signatures and identity verification information where legally or operationally required.
• Contact information including business and residential addresses, telephone numbers, email addresses and emergency contact details.
• Company information including registration details, directors, shareholders, beneficial owners, tax numbers, business addresses and authorised representatives.
• Financial and account information including banking details, payment records, credit applications, credit bureau information, invoices, estimates, account status and insurance details.
• Shipment and trade information including cargo descriptions, tariff classifications, values, origins, destinations, purchase orders, commercial invoices, packing lists, permits, bills of lading, airway bills, customs entries and delivery records.
• Communication records including emails, telephone records, meeting notes, service instructions, complaints and other correspondence.
• Website and technology information including internet protocol addresses, device and browser details, login activity, cookie identifiers, pages viewed and platform usage records.
• Employment and recruitment information including qualifications, employment history, references, remuneration information, criminal or credit checks where lawful and information required to administer employment.
• Supplier and service provider information including contact details, contracts, banking details, tax information, compliance records and service performance records.
4 Sources of Personal Information
We may obtain personal information from the following sources:
• The data subject directly through forms, contracts, email, telephone, meetings, our website, our platform or other communications.
• A client, employer, supplier, representative or other person authorised to provide the information.
• Freight agents, carriers, transporters, customs service providers, warehouses, insurers, banks, credit providers and other participants in a shipment or transaction.
• SARS, port and terminal authorities, regulators, courts, public registers, credit bureaux and fraud prevention services where access is lawful.
• Publicly available sources and professional or business platforms where using the information is lawful and relevant to our business relationship.
Where another person supplies personal information to TSI, that person must have authority to do so and must provide any notice or obtain any consent required by law.
5 Why We Process Personal Information
We process personal information for purposes connected with our business and legal obligations including:
• Preparing quotations, estimates, tenders and service proposals.
• Opening and managing client, supplier and service provider accounts.
• Planning, booking, coordinating, tracking and completing shipments and deliveries.
• Preparing or supporting customs, port, transport, warehousing, insurance and trade documentation.
• Administering logistics funding, credit, duty, VAT, freight and related payments where these services form part of the client arrangement.
• Issuing invoices, collecting payment, reconciling accounts and managing credit risk.
• Communicating operational updates, delays, exceptions, delivery information and client service matters.
• Meeting tax, customs, company, employment, health and safety, anti fraud, audit and regulatory obligations.
• Managing suppliers, agents, carriers and other service providers and monitoring service performance.
• Operating, securing, maintaining and improving our website, systems and logistics platform.
• Managing recruitment, employment, training, payroll and employee relations.
• Sending newsletters, service updates and direct marketing where permitted by law.
• Establishing, exercising or defending legal claims and resolving complaints or disputes.
6 Grounds for Lawful Processing
TSI processes personal information only where POPIA permits the processing. Depending on the circumstances, processing may be necessary to conclude or perform a contract, comply with a legal obligation, protect a legitimate interest of the data subject, pursue a legitimate interest of TSI or a third party, perform a public law duty or act with the data subject’s consent.
Consent is not the only basis on which we process personal information. Where processing relies on consent, the data subject may withdraw that consent subject to legal and contractual restrictions and without affecting processing that took place lawfully before withdrawal.
7 Information Required From You
Some personal information is required by contract, customs rules, tax law, credit requirements, transport regulations or other legal obligations. If required information is not provided, TSI may be unable to open an account, provide an estimate, arrange or release a shipment, submit documentation, make a payment or continue the relevant service.
8 Special Personal Information and Criminal Behaviour Information
TSI will process special personal information or information concerning alleged criminal behaviour only where the processing is permitted by POPIA and necessary for a legitimate operational, employment, safety, insurance, legal or compliance purpose. Access to this information is restricted to authorised persons who require it for that purpose.
9 Sharing Personal Information
TSI does not sell personal information. We share information only where it is reasonably necessary for a stated purpose, where the law permits or requires disclosure or where the data subject has authorised the disclosure. Recipients may include:
• Freight agents, customs service providers, shipping lines, airlines, road and rail carriers, couriers, warehouses, depots, ports and terminals.
• SARS, customs authorities, port authorities, regulators, law enforcement bodies, courts and other public authorities.
• Banks, payment providers, credit providers, credit bureaux, insurers and insurance brokers where relevant to the transaction.
• Technology, hosting, communications, cybersecurity, data storage and document management providers acting under appropriate contractual controls.
• Auditors, attorneys, accountants and other professional advisers who are subject to confidentiality duties.
• A prospective buyer, investor or successor where a lawful corporate transaction requires due diligence or a transfer of business assets and suitable confidentiality controls apply.
We require operators to process personal information only under our instructions, maintain confidentiality and apply appropriate security safeguards. A recipient that independently determines the purpose and means of processing may be a responsible party in its own right.
10 International Transfers
International freight requires information to move across borders. TSI may transfer personal information to foreign agents, carriers, ports, warehouses, technology providers, customs authorities or other participants where this is necessary to quote, book, manage or complete an international shipment.
We make international transfers in accordance with section 72 of POPIA. This means that an appropriate legal basis and safeguards must apply, which may include an adequate level of protection in the destination country, a binding agreement that provides adequate protection, the data subject’s consent or another ground permitted by POPIA.
11 Website Cookies and Similar Technologies
Our website may use cookies and similar technologies to operate essential functions, remember preferences, understand website use and support communications or marketing. Essential cookies may operate because they are required for the website to function. Non essential cookies will be managed through the available consent settings where consent is required.
A user may change cookie choices through the website consent tool or browser settings. Blocking some cookies may affect website features, saved preferences or access to secure functions.
12 Newsletters and Direct Marketing
TSI may send logistics news, regulatory updates, service information or marketing messages where the recipient has consented or where POPIA permits communication with an existing customer about similar services. Every electronic marketing message will provide a reasonable way to opt out and TSI will action valid opt out requests without charge.
We may retain a limited suppression record after an opt out so that the address is not added back to a marketing list. Operational, contractual, security and legal notices are not marketing and may still be sent where necessary.
13 Information Security
TSI applies reasonable technical and organisational safeguards that are appropriate to the nature of the information and the risks involved. These measures include access controls, user authentication, confidentiality requirements, system monitoring, backups, supplier controls, staff awareness and procedures for responding to security incidents.
No information system or transmission method can be guaranteed to be completely secure. TSI reviews risks and safeguards regularly and takes reasonable steps to correct identified weaknesses.
14 Security Compromises
Where TSI has reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will investigate and take appropriate containment and recovery steps. We will notify the Information Regulator and affected data subjects as soon as reasonably possible where POPIA requires notification, subject to any lawful instruction that delays notice.
15 Retention and Destruction
We retain personal information only for as long as the original purpose requires, a contract remains active, legislation requires retention or the information is reasonably required for audit, insurance, dispute or legal claim purposes. Our normal retention approach includes the following:
• Client, customs, shipment and transaction records are generally retained for at least five years after the relevant transaction or for a longer period where applicable law, a dispute or a contractual obligation requires it.
• Financial, tax and company records are retained for the periods required by applicable tax, VAT and company legislation.
• Employment records are retained for the employment period and the further period required by labour, tax and other applicable laws or a pending dispute.
• Supplier records are generally retained for three years after the last transaction unless a longer legal, contractual, tax, audit or dispute period applies.
• Newsletter subscription information is retained while the subscription remains active and a limited suppression record may be retained after an opt out.
• Website and security logs are retained for a limited period based on operational and security requirements unless an incident or legal obligation requires longer retention.
When information is no longer required, TSI will delete, destroy or deidentify it in a manner that prevents reconstruction where reasonably practicable.
16 Accuracy and Your Responsibilities
TSI takes reasonably practicable steps to keep personal information complete, accurate and current where this is necessary for the purpose of processing. Clients, suppliers, employees and other data subjects should promptly tell us when their information changes or when they identify an error.
17 Your Rights
Subject to POPIA, PAIA and other applicable law, a data subject may:
• Ask whether TSI holds personal information about them and request access to that information.
• Request correction or deletion of information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained.
• Object on reasonable grounds to processing based on legitimate interests or object to direct marketing at any time.
• Withdraw consent where consent is the basis for processing.
• Ask for evidence or details of an authorisation relied on for certain processing.
• Lodge a complaint with TSI or the Information Regulator.
A request must contain enough information to confirm the requester’s identity and identify the relevant records. We may refuse or limit a request where the law permits and we may charge a prescribed fee where applicable. We will explain any lawful refusal and the available complaint process.
18 Automated Decisions
TSI does not make a decision that has legal or substantial effects on a person solely through automated processing unless the decision is permitted by section 71 of POPIA. Systems may support fraud screening, credit assessment, routing, pricing or operational risk checks but material decisions remain subject to appropriate review where the law requires it.
19 Personal Information About Children
TSI’s services are directed to businesses and are not intended for children. We will process a child’s personal information only where a competent person has consented or another authorisation under POPIA applies and the information is necessary for a lawful purpose.
20 Requests and Complaints to TSI
Requests to access, correct, delete or object to the processing of personal information should be sent to the Information Officer using the details in section 2. We will acknowledge and assess each request and respond within the period required by applicable law.
A request may also be governed by TSI’s PAIA Manual where it concerns access to a record. The current PAIA Manual and prescribed forms are available on our website at www.centralstation.co.za.
21 Complaints to the Information Regulator
A person who is not satisfied with TSI’s response may lodge a complaint with the Information Regulator of South Africa through its eServices portal at eservices.inforegulator.org.za or by using the current contact details published at www.inforegulator.org.za.
Website | www.inforegulator.org.za |
eServices | eservices.inforegulator.org.za |
enquiries@inforegulator.org.za | |
Telephone | 010 023 5200 or toll free 0800 017 160 |
22 Changes to This Policy
TSI may update this Privacy Policy when its processing activities, systems, services or legal obligations change. The current version will be published on www.centralstation.co.za with its effective date and material changes may also be communicated directly where appropriate.
23 Governing Law
This Privacy Policy is governed by the laws of the Republic of South Africa. If any part of this policy conflicts with POPIA or another applicable law, the law will prevail to the extent of the conflict.