Privacy Policy

Last updated: 16 September 2026

Optix – Global Privacy Policy  

September 2026 | Version 1.0 

Introduction 

  1. About this policy. Welcome to Optix‘s privacy policy. It describes how the Optix group of companies collects, stores, uses and protects personal data. The Optix group includes Optix Europe Limited (registration number 16147744), Optix Africa (Pty) Ltd (registration number 2017/198179/07) and Optix Australasia Pty Ltd (ABN/ACN 57 113 677 473), together with any other group companies. 
  2. Transparency notice. This policy is a transparency notice for the purposes of applicable data protection law. Optix may issue a supplementary notice or product-specific terms where a particular product, service or jurisdiction requires more detail than this policy provides. 
  3. Responsible entity. The legal entity responsible for Optix’s processing of your personal data depends on your relationship with Optix, the product or service involved, and where you are located. Unless Optix tells you otherwise in a contract, order form, service terms or supplementary notice: 
    • for website visits, marketing, sales enquiries, customer relationship management and business communications in the United Kingdom or European Economic Area, the controller is Optix Europe Limited; 
    • for the equivalent activities in South Africa, the responsible party is Optix Africa (Pty) Ltd; 
    • for the equivalent activities in Australia, the APP entity is Optix Australasia Pty Ltd; 
    • for product and service delivery, support, billing and account administration, the controller, responsible party or APP entity is the Optix group company that contracts with you or your organisation for the relevant product or service; and 
    • where Optix processes driver, passenger or vehicle user data only on the instructions of one of its business customers, that customer is generally the controller, responsible party or APP entity, and Optix acts as a data processor or operator on its behalf. 

The relevant controller or responsible party for your jurisdiction is also identified in the applicable section at the end of this policy. 

  1. Vehicle monitoring services. Where Optix provides vehicle monitoring systems and services to business customers, it processes the personal data of drivers, passengers and other vehicle users at the direction of those customers, who are generally the controller, responsible party or APP entity; Optix acts as their processor or operator and is not responsible for their privacy practices in that context. 

Audience 

  1. Who this policy covers. This policy applies to: 
    • visitors to Optix’s website; 
    • prospective and existing customers and authorised users; 
    • suppliers, service providers, resellers, business partners and their representatives; 
    • individuals who contact Optix, attend an Optix event or respond to a survey; and 
    • job applicants, where Optix directs them to this policy. 
  1. Drivers and vehicle users. If you are a driver, passenger or vehicle user and Optix processes your personal data only on a business customer’s behalf, please direct privacy enquiries to that organisation, whose own privacy notice will apply. Optix may, in limited cases (such as incident investigation, legal claims, system security or aggregated product improvement), process this data as a controller in its own right, in which case this policy applies. 

What is personal data? 

  1. Definition. Personal data includes information collected automatically from your visit to Optix‘s website, on registration or submission, through Optix’s products and services (including vehicle monitoring systems), and information you provide voluntarily. It excludes information that has been anonymised, permanently de-identified, or is purely statistical and does not identify you. 
  2. Common examples. Common examples include your: 
    • identifying information – such as your name, date of birth or identification number; 
    • contact information – such as your phone number or email address; 
    • address information; and 
    • company information – such as registration number, VAT number or billing details. 
  1. Telematics, location and camera data. Depending on the products or services you or your organisation use, Optix may collect telematics, location and camera data through its vehicle monitoring systems, including location and route data, driving event data, journey and timestamp details, vehicle telemetry, and, where enabled by the relevant business customer and the law allows, video footage and cabin audio recordings. 
  2. Fleet management and processor role. Optix uses this information to provide fleet management and vehicle monitoring services to its business customers. Where Optix collects this data as a processor on behalf of a business customer, its processing is governed by its data processing agreement with that customer. 
  3. Sensitive personal data. Depending on the goods or services that you or your organisation require, Optix may also collect or come into contact with sensitive personal data including your: 
    • financial information – such as bank account details; 
    • health or safety information – such as information relevant to an incident or emergency; 
    • protected characteristics – such as race or ethnicity, trade union membership, political or religious beliefs, or sex life or sexual orientation, including where this appears incidentally in images or audio; and 
    • criminal information – such as an alleged offence or related legal proceedings, for Optix’s legal obligations or legitimate business purposes. 
  1. Additional safeguards. Optix applies additional safeguards whenever it processes sensitive personal data, and will only do so to the extent allowed by applicable law. 

Acceptance 

  1. Deemed acceptance. By accepting this policy, you are deemed to have read, understood, accepted, and agreed to be bound by all of its terms. 
  2. Your obligations. You may only send Optix your own personal data or the personal data of another data subject where you have their permission to do so. 

How does Optix collect personal data? 

  1. Direct collection. Optix collects personal data when you register, make an enquiry, or order goods or services, including your name, contact and company details, postal address, and account credentials; when you attend an Optix event, when you provide additional information voluntarily, for example through competitions, surveys or requests for extra goods or services, and when you call Optix, where calls may be recorded subject to notice and applicable law. 
  2. Through vehicle monitoring systems. Where Optix is contracted to provide vehicle monitoring products and services to a business customer, it may collect personal data through those systems, including location data, driving event data, video footage and audio recordings as described in this policy, to the extent allowed by applicable law. This collection takes place at the direction of the relevant business customer, unless Optix is acting as controller for a specific processing activity. 
  3. From your browser. Optix automatically collects usage information from your browser when you visit its website, such as your IP address, browsing activity, device and software information, and the pages you visit (usage information). 
  4. Cookies and tracking technologies. Optix uses cookies and similar tracking technologies on its website, where the law allows, to operate and secure the website, remember your preferences, and support analytics and marketing. See Optix’s Cookie Policy at [cookie_policy_url] for more detail. 
  5. From third parties. Optix may also receive personal data about you from third parties, such as credit reference agencies, resellers, implementation partners and social media platforms, and will inform you of this where required by applicable law. 

Who are Optix’s data subjects? 

Optix processes the personal data of customers and organisations, prospects and leads, suppliers and business partners, contractors, dealers and resellers, drivers and vehicle users, job applicants, and directors and shareholders. 

Purpose for processing 

  1. Purposes. Optix collects and processes your personal data for: 
    • goods or services purposes – such as fulfilling orders and requests, managing contracts and customer credit, handling complaints, and providing support; 
    • marketing purposes – such as marketing to customers and prospects, and running promotional competitions; 
    • business purposes – such as internal audit, accounting, business planning and due diligence, and improving Optix’s products and services; and 
    • legal purposes – such as handling claims, complying with applicable law, and investigating incidents and disputes. 

Optix also uses usage information to remember your preferences, monitor website usage, and track your participation in promotions. 

  1. Consent to collection. Optix will obtain your consent to collect personal data where required by applicable law, including when you provide registration or optional information. 

Legal reasons for using personal data 

  1. Legal grounds. Optix only uses your personal data where it has a legal reason to do so, namely: 
    • consent – which you may withdraw at any time; 
    • contract or pre-contract steps; 
    • compliance with a legal obligation; 
    • protection of vital interests; 
    • performance of a public interest task or official function – where applicable law supports this; 
    • Optix’s legitimate interests – such as operating and improving its business, managing customer relationships, preventing fraud, and securing its systems, where not overridden by your rights; or 
    • another locally recognised equivalent ground. 
  1. Sensitive personal data and jurisdiction-specific grounds. Where Optix processes sensitive personal data, Optix will identify and rely on an additional legal ground as required by applicable law. Further details on the legal grounds for processing under specific national laws are set out in the jurisdiction-specific sections at the end of this policy. 

Use 

  1. No spam or unsolicited messages. Optix does not advertise its website, products, or services via spam or unsolicited messages. It does not send bulk or indiscriminate marketing messages, nor does it buy or harvest contact lists for that purpose. Optix does send administrative and service messages to its customers and authorised users, messages requested by you or your organisation, and lawful direct marketing where you have opted in or relevant law permits it. Every marketing message identifies Optix as the sender and includes a working unsubscribe facility. If you receive a message that appears to come from Optix but you did not expect it, please contact us. 
  2. Communications and targeted content. Optix may send you administrative messages and information about new goods or services it thinks may interest you. Promotional messages require your opt-in, though Optix may send one invitation to opt in. While logged into the website, you may also see targeted ads based on your personal data through automated matching, where the law allows. Optix never shares personal data with advertisers without your consent, and advertisers receive only aggregate impression and click data. Optix sends promotional messages only from its dedicated marketing addresses. These messages always identify Optix as the sender and include an unsubscribe facility that you can use at any time. 

Sharing personal data 

  1. Sharing. Optix may share your personal data, where the law allows, with: 
    • other Optix group companies, for joint services, transactions, support, fraud prevention and product improvement (they will only market to you if you have requested their goods or services); 
    • contracted service providers who support Optix’s operations and may only use your data to perform those services; 
    • resellers, distributors, implementation partners and integrators; 
    • credit bureaus, as permitted by law; and 
    • other relevant third parties. 

Optix does not sell personal data and will not disclose statistics in a way that identifies you. 

  1. Law enforcement. Optix may disclose personal data where required or permitted by applicable law, including: 
    • in response to a subpoena or court order; 
    • to comply with a legal or regulatory requirement; 
    • to protect anyone’s safety; or 
    • to prevent violation of its customer relationship terms. 
  1. Employees. Optix may disclose personal data to employees who need it to do their jobs, including management, human resources, accounting, audit, compliance and IT personnel. 
  2. Change of ownership. If Optix undergoes a merger, acquisition, sale of assets or other change of ownership, it may, where the law allows, transfer the personal data it processes to the successor entity, and will disclose the transfer on its website. You may request deletion of your personal data if you are concerned about this. 

Automated processing and profiling 

Optix may use automated tools, where the law allows, to analyse driving or usage events, detect safety-related patterns or suspected misuse, and improve service functionality. Optix does not intend to make solely automated decisions producing legal or similarly significant effects on individuals unless lawfully permitted and accompanied by the required safeguards. Where applicable, you may request human review of such a decision as described in the policy. Where Optix processes driver or vehicle data using automated tools as a processor, the relevant business customer is responsible for ensuring compliance with any rules on automated decision-making that affect their drivers or employees. 

Security 

  1. Optix’s security responsibilities. Optix takes the security of personal data very seriously and always does its best to comply with applicable data protection laws by maintaining appropriate technical and organisational measures to protect personal data from loss, misuse, and unauthorised access, disclosure, alteration, and destruction. 
  2. Technical and organisational measures. Optix’s hosting provider maintains a secure server environment with firewalls and other safeguards, access to personal data is restricted to employees who need it, and Optix implements disaster recovery procedures where appropriate. 
  3. Security disclaimers. Third parties whose systems Optix links to are responsible for the security of information on systems under their control, and Optix gives no warranties about the privacy practices of linked or third-party websites. While Optix takes reasonable steps to protect its website and your information, it cannot guarantee against harmful code or compromise beyond its control and will do its best to assist if a problem occurs, to the extent permitted by applicable law. 
  4. Data breaches. If Optix becomes aware of a personal data breach, Optix will assess it promptly and take appropriate action to contain and investigate it. Where required by applicable law, Optix will notify the relevant regulator or supervisory authority and, where necessary, affected individuals. 

Accurate and current 

Optix will try to keep the personal data it collects accurate, current and reliable, and may ask you to update it from time to time. You can review or update your personal data by accessing your account online, or by emailing or phoning Optix. Optix will verify your identity first to protect your personal data. 

Retention 

  1. Retention period. Optix will only retain your personal data for as long as necessary for the purposes set out in this policy, unless retention is required or authorised by law, or you have consented to it. 
  2. Non-disclosure during retention. During retention, Optix continues to abide by its non-disclosure obligations and will not share or sell your personal data, and may retain it in physical or electronic form at its discretion, to the extent allowed by applicable law. 
  3. Vehicle monitoring data. Where Optix processes vehicle monitoring data as a processor on behalf of a business customer, retention of that data is governed by the data processing agreement with that customer. 

Transfer to another country 

  1. International transfers. Optix sends personal data to other countries and will do so only using an appropriate transfer mechanism that provides an adequate level of protection for the transferred personal data. 
  2. Transfer mechanisms. Optix uses an appropriate transfer mechanism for each cross-border transfer as required by applicable law, which may include an adequacy decision, standard contractual clauses, binding corporate rules, or another lawful safeguard recognised in the jurisdiction from which the data is transferred. You may contact Optix using the details in the ‘Enquiries’ section in this policy for more information about the specific transfer mechanism used for any particular transfer. 

Children 

Optix‘s website, products and services are designed for business use and are not directed at children. Optix does not knowingly collect personal data directly from children under 16 through its website or services. Some of Optix’s vehicle monitoring services may incidentally capture images or audio of child passengers or other minors. Where that happens, Optix will process that data only where there is a lawful basis and a valid business, safety or legal reason to do so. 

Your rights 

  1. Right of access. You may request access to, and a copy of, the personal data Optix holds about you. 
  2. Updating or removing. You may correct or update the personal data you have submitted to Optix, by clicking the relevant menu on Optix’s website or contacting Optix by phone or email. You may also request that Optix delete your personal data in certain circumstances, for example where it is no longer necessary for the purpose for which it was collected. 
  3. Withdrawal of consent or objection to processing. You may withdraw your consent where Optix relies on it as a lawful basis to process your personal data, and may object to Optix‘s processing where it relies on another lawful basis, including direct marketing, though this may limit Optix’s ability to provide certain services to you. 
  4. Further rights. Depending on where you are located and which law applies, you may also have the right to request restriction of processing, to receive certain personal data in a portable format, and to lodge a complaint with your local supervisory authority. Further details on rights applicable in specific jurisdictions are set out in the jurisdiction-specific sections in this policy. 
  5. Identity verification. Optix may need to verify your identity before giving effect to these rights, to ensure your personal data is not disclosed to an unauthorised person. If Optix processes your personal data only as a processor on behalf of one of its business customers, you may need to direct your request to that customer instead. 

Changes 

Optix may change this policy at any time, where permitted by applicable law, and will notify you by placing a notice on its website or by email, indicating the date of the update. If you do not agree with a change, you must stop using the website or Optix’s goods or services. Continued use after notification of a change means you accept the updated terms, to the extent permitted by applicable law. 

Enquiries 

  1. General enquiries. If you have any questions or concerns arising from this privacy policy or the way in which Optix handles personal data, please contact Optix: 
    • by email at privacy@optix.co; 
    • by telephone at +27 860105417; or 
    • by post at 81 Sarel Cilliers St, Rynfield, Benoni, 1501. 
  1. Supervisory authorities. If you are not satisfied with how Optix handles your concern, you may complain to the relevant regulator or supervisory authority. Details are set out in the jurisdiction-specific sections below. 

United Kingdom and European Economic Area 

  1. Application of this section. This section applies in addition to the rest of this policy where UK GDPR or EU GDPR governs Optix’s processing of your personal data. 
  2. Controller identification. For the purposes of UK GDPR and EU GDPR, the controller responsible for Optix’s processing in the United Kingdom and European Economic Area is Optix Europe Limited (registration number 16147744) of 6 Drakes Meadow, Penny Lane, Swindon, Wiltshire, United Kingdom, SN3 3LL, unless Optix tells you otherwise in a contract, order form, service terms or supplementary notice. 
  3. International transfers from the UK and EEA. In addition to the transfer mechanisms described in this policy, transfers from the United Kingdom may also rely on the UK International Data Transfer Agreement or Addendum, where applicable. 
  4. Your rights under UK GDPR and EU GDPR. Where UK GDPR or EU GDPR applies, you have the rights described in this policy, including access, rectification, erasure, restriction, portability, objection (including to direct marketing), withdrawal of consent, and human review of significant automated decisions. 
  5. Response timelines. Optix aims to respond to requests within one calendar month of receipt. The response period may be extended by two further months in complex cases, with notice to you. 
  6. Complaints. If you are in the United Kingdom and are not satisfied with how Optix has handled your concern, you have the right to lodge a complaint with the Information Commissioner’s Office: 
    • website: www.ico.org.uk 
    • telephone: 0303 123 1113 
    • address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

If you are in the European Economic Area, you have the right to lodge a complaint with the supervisory authority in the EU Member State where you live, work or where you believe the infringement has occurred. 

South Africa 

  1. Application of this section. This section applies in addition to the rest of this policy where POPIA governs Optix’s processing of your personal data. 
  2. Personal information under POPIA. References here to ‘personal data’ include ‘personal information’ as defined in POPIA: information about an identifiable, living natural person, or, where applicable, an identifiable existing juristic person. ‘Personal information’ corresponds to ‘personal data’, ‘responsible party’ to ‘controller’, and ‘operator’ to ‘processor’. The South African responsible party for Optix’s processing is Optix Africa (Pty) Ltd (registration number 2017/198179/07) of 81 Sarel Cilliers Street, Rynfield, Benoni, 1501. 
  3. Notification of collection. POPIA requires Optix to notify you when it collects your personal information; this policy serves as that notification. If personal information is collected from a source other than you, Optix will inform you of the collection, source and purpose as soon as reasonably practicable, unless a POPIA exception applies. 
  4. Conditions for lawful processing. Where POPIA applies, Optix processes personal information in accordance with the eight conditions for lawful processing set out in Chapter 3 of POPIA. 
  5. Lawful grounds under POPIA. Where POPIA applies, Optix processes personal information only where it has a lawful justification under section 11 of POPIA, namely: 
    • your consent; 
    • performance of a contract; 
    • compliance with a legal obligation; 
    • protection of a legitimate interest; 
    • performance of a public law duty; or 
    • Optix’s legitimate interests or those of a third party to whom the information is supplied. 
  1. Special and children’s personal information. POPIA places additional restrictions on the processing of special personal information (such as information about religious or philosophical beliefs, race or ethnic origin, trade union membership, political persuasion, health or sex life, biometric information, or criminal behaviour) and of personal information concerning children. Optix will only process either category where a lawful ground under POPIA applies, including, for children, the consent of a competent person as defined in POPIA. 
  2. Transfers outside South Africa. Optix will only transfer personal information outside South Africa where: 
    • the recipient ensures a level of protection substantially similar to that required by POPIA; 
    • you have consented; 
    • the transfer is necessary to perform a contract; or 
    • Optix has put other appropriate safeguards in place. 
  1. Rights under POPIA. Subject to POPIA and any applicable limitations, you have the rights described in this policy, as well as the right to be notified of the collection of your personal information and to lodge a complaint with the Information Regulator (see below). 
  2. Information Regulator. If you believe that Optix has processed your personal information in breach of POPIA, you may lodge a complaint with the Information Regulator (South Africa): 

Australia 

  1. Application of this section. This section applies in addition to the rest of this policy where the Privacy Act 1988 (Cth) and the Australian Privacy Principles govern Optix’s handling of personal information in Australia. 
  2. Australian responsible entity. The Australian APP entity responsible for handling personal information under this policy is Optix Australasia Pty Ltd (ABN/ACN 57 113 677 473) of 79 Dover Drive, Burleigh Heads, Gold Coast, Queensland 4220, unless Optix tells you otherwise in a contract, order form, service terms or supplementary notice. You may contact Optix in Australia by email at [au_privacy_email], by telephone at 1800 837 433 (toll-free) or +61 7 5689 4660, or by post at [au_postal_address]. 
  3. Personal information under Australian law. In this section, ‘personal information’ has the meaning given in the Privacy Act 1988 (Cth): information or an opinion about an identified individual, or an individual who is reasonably identifiable. This policy‘s references to ’personal data‘ include ’personal information’ for the purposes of Australian privacy law, which applies to identifiable individuals and not, in the same way, to companies or other non-individual entities. 
  4. Sensitive information under Australian law. In Australia, ‘sensitive information’ includes information about an individual’s racial or ethnic origin, political opinions, religious beliefs, trade union membership, sexual orientation, criminal record, health information, and biometric information or templates used for identification. Optix applies additional safeguards to sensitive information and will only handle it where Australian law permits. 
  5. Collection. Where Australian privacy law applies, Optix will collect personal information only where it is reasonably necessary for one or more of its functions or activities. Optix will collect sensitive information only with consent, unless an exception under Australian law applies. 
  6. Use and disclosure. Where Australian privacy law applies, Optix will use or disclose personal information for the primary purpose for which it was collected, or for a secondary purpose where permitted by the Australian Privacy Principles, including where the individual has consented or another exception applies. 
  7. Consent and deemed acceptance. Nothing in this policy is intended to treat deemed acceptance of this policy as consent where Australian law requires express, voluntary, informed, current and specific consent, including for certain handling of sensitive information, direct marketing, tracking technologies, audio or video features, or biometric processing. 
  8. Direct marketing. Where Australian law applies, Optix will only send commercial electronic messages where it has the required consent or other lawful permission, will identify itself as the sender, and will provide a functional unsubscribe facility where required. 
  9. Overseas disclosure. The Australian entity may disclose personal information to related companies, service providers and other recipients located outside Australia. Where practicable, Optix will identify the likely countries, and will take the steps required by Australian privacy law before disclosing personal information overseas. 
  10. Access and correction. You may request access to, or correction of, the personal information Optix holds about you using the Australian contact details above. Optix may need to verify your identity, will respond within a reasonable period, and will give reasons if it refuses access or correction, where Australian law permits. 
  11. Retention and destruction. Optix will take reasonable steps to destroy or de-identify personal information when no longer needed for any purpose permitted under the Australian Privacy Principles, unless Optix is required by Australian law or a court or tribunal order to retain it. 
  12. Data breaches in Australia. Where Australian privacy law applies, Optix will assess suspected data breaches and, where required under the Notifiable Data Breaches scheme, notify affected individuals and the Office of the Australian Information Commissioner of an eligible data breach. 
  13. Vehicle monitoring and workplace surveillance. Where Optix provides vehicle monitoring, telematics, camera, audio or location-based services to business customers in Australia, those business customers are generally responsible for giving any required employee, driver, passenger or workplace surveillance notices and obtaining any consents or permissions required by applicable Australian federal, state or territory laws, unless Optix is acting as the relevant APP entity for that processing. 
  14. Complaints and the OAIC. You may complain about how Optix handles your personal information using the Australian contact details above. Optix will investigate and respond within a reasonable period; if you are not satisfied, you may complain to the Office of the Australian Information Commissioner at www.oaic.gov.au.