Data Deletion Instructions

1. Who This Applies To

You can use this process if you are:

• A vehicle owner whose repair was managed through TMS-Online by an automotive repair workshop, and who has received WhatsApp or SMS communications from that workshop via our platform
• A customer who has interacted with a TMS-Online–enabled workshop's customer portal
• A platform user (a workshop employee, insurer representative, or supplier representative) with a TMS-Online login account
• Any other individual whose personal information you believe TMS Teamwork holds

2. How to Request Deletion

Step 1 — Send us an email

Send your request to dsra@tmsteamwork.co.za.

Use the subject line: Data Deletion Request.

Step 2 — Include the following information

So that we can find your records and verify your identity, please include:

Step 3 — We will confirm receipt

You will receive a confirmation from our team within 1–2 business days, followed by a personal response from our Information Officer's office within 5 business days.

3. What Happens Next

1. We verify your identity using the information you provide. If we cannot match your request to a record on our platform, we will tell you so.
2. We locate every record across the TMS-Online platform that contains your personal information, using our internal Data Subject Locator tool.
3. We evaluate which fields can be erased and which are subject to a legal retention hold (see section 4 below).
4. We generate a preview of what will be anonymised and what will be retained, and we send this to you for confirmation.
5. On your confirmation, our Information Officer authorises the anonymisation. PII fields are replaced with a redaction marker referencing your request ID; financial amounts and statutory records that must be retained are preserved but stripped of identifying information where lawful.
6. We provide written confirmation that the deletion has been completed, including a list of the records affected and any records that were retained under a legal hold (with the legal basis cited).

4. Information We May Be Required to Retain

Under South African law, certain records must be retained for a minimum period even after a deletion request. Where this applies, we will anonymise the personal information (replace your name, contact details, and identifiers with redaction markers) but preserve the underlying transactional or financial record. The retention obligations include:

Once the retention period expires, the underlying record itself is also deleted on our next scheduled retention sweep.

5. WhatsApp and SMS Message Data

If your request relates specifically to WhatsApp or SMS communications you received from a TMS-Online–enabled workshop:

• Message content and delivery metadata held by TMS Teamwork will be anonymised within the 30-day window described above.
• Copies held by Meta (for WhatsApp) or by your mobile network operator (for SMS) are outside our control. To request deletion of message data held by Meta, please follow Meta's own data deletion process at facebook.com/help/whatsapp.
• The WhatsApp Business Account itself, where your data was processed, belongs to the individual workshop. We will notify the workshop of your deletion request as part of the process so that they can also remove your contact from any local records they maintain outside the platform.

6. Account Deletion (Platform Users)

If you are a TMS-Online platform user (workshop staff, insurer user, or supplier user) and you wish to delete your login account:

• If you can still log in: request deletion via the email address above. Your account will be deactivated within 1 business day and your personal profile information anonymised within 30 days, subject to retention holds on any audit log entries generated by your activity (12 months for security audit logs; 7 years for security incident records).
• If you can no longer log in: follow the same email process. We will verify your identity by other means (your most recent email address on file, your manager, or the workshop's primary administrator).

7. Children's Data

TMS-Online is not intended for use by children under 18, and we do not knowingly collect personal information from children. If you believe we hold personal information about a child without appropriate parental consent, please contact us immediately at the email address above and we will prioritise the deletion request.

8. Escalation

If you are not satisfied with how we have handled your deletion request, you may escalate it to our Information Officer:

If you remain unsatisfied, you may lodge a complaint with the Information Regulator of South Africa:

9. Related Policies

• Privacy Policy — full details on how we collect, use, and protect personal information
• Terms of Service — terms governing your use of the TMS-Online platform

10. Changes to These Instructions

We may update this page from time to time. When we make material changes we will update the Last updated date at the top of this page. The current version is always the version published at this URL.