Version 2.0
Effective Date: 1 January 2026
1. Introduction
Automotive Distributor Incorporated (“Automotive Distributor Incorporated”, “we”, “us”, or “our”) is committed to protecting the privacy and security of your personal information.
This Privacy Notice explains how we collect, use, store, share, and protect your personal information in accordance with the Cyber and Data Protection Act [Chapter 12:07], applicable regulations, and other relevant laws governing privacy and data protection in Zimbabwe.
This Privacy Notice applies to customers, prospective customers, suppliers, website users, and any other individuals who interact with Automotive Distributor Incorporated.
2. Who We Are
Automotive Distributor Incorporated is a vehicle dealership and automotive services provider operating in Zimbabwe.
For the purposes of applicable data protection laws, Automotive Distributor Incorporated is the Data Controller responsible for the personal information described in this Privacy Notice.
3. Personal Information We Collect
Depending on the services you use, we may collect the following categories of personal information:
Identity Information
- Full name
- National ID Number
- Date of birth
- Nationality
Contact Information
- Physical address
- Postal address
- Email address
- Mobile and telephone numbers
Financial Information
- Bank account details
- Payment information
- Finance application information
- Employment information required for finance applications
Vehicle Information
- Vehicle registration number
- Chassis number
- Vehicle purchase history
- Service and repair records
Technical Information
- Website usage information
- Cookie information
- IP address and online identifiers
CCTV Information
- Images and recordings captured when you visit our premises
4. How We Collect Your Information
We collect personal information directly from you when you:
- Enquire about vehicles, parts, or services.
- Purchase a vehicle, parts, or accessories.
- Book a vehicle service or repair.
- Apply for finance or insurance products.
- Participate in promotions or events.
- Contact us by phone, email, website, or social media.
- Visit our premises where CCTV systems operate.
- Use our website or online services.
We may also obtain information from:
- Vehicle manufacturers.
- Finance providers.
- Insurance providers.
- Payment service providers.
- Publicly available sources.
- Marketing service providers.
- Business partners and service providers.
5. Why We Use Your Information
We process personal information for the following purposes:
Vehicle Sales and Services
- Processing vehicle purchases and sales.
- Delivering vehicles and related services.
- Managing warranties and manufacturer programmes.
- Providing servicing, repairs, and aftersales support.
Customer Service
- Responding to enquiries.
- Managing complaints and feedback.
- Providing customer support.
Finance and Insurance
- Processing applications for finance and insurance products.
- Verifying information provided during applications.
Vehicle Registration
- Registering vehicles with ZINARA and other relevant authorities.
- Facilitating compliance with applicable vehicle registration requirements.
Business Operations
- Managing customer accounts.
- Performing business administration.
- Improving products and services.
- Conducting market research and service analysis.
Safety and Security
- Managing vehicle recalls and safety notifications.
- Preventing fraud and financial crime.
- Protecting our customers, employees, systems, and assets.
Marketing
- Sending marketing communications where you have provided consent.
6. Legal Basis for Processing
We process your personal information based on one or more of the following lawful grounds:
Contract
Where processing is necessary to provide goods or services that you have requested from us.
Legal Obligation
Where processing is required by law, regulation, or governmental authority.
Consent
Where you have provided clear consent for a specific purpose, including marketing communications.
Legitimate Interests
Where processing is necessary for legitimate business purposes and does not override your rights and freedoms.
Vital Interests
Where processing is necessary to protect your safety or the safety of others.
7. Marketing Communications
We will only send marketing and promotional communications where you have provided your consent or where otherwise permitted by law.
You may withdraw your consent at any time by:
- Clicking the unsubscribe link included in our communications.
- Contacting the Data Protection Officer.
- Updating your communication preferences with us.
Withdrawal of consent will not affect the lawfulness of any processing carried out before consent was withdrawn.
Please note that safety recalls, warranty notices, service reminders, and other essential operational communications are not considered marketing communications.
8. Sharing Your Personal Information
We do not sell personal information.
We may share information where necessary with:
- Vehicle manufacturers.
- Financial institutions and finance providers.
- Insurance companies and insurance administrators.
- Payment processors.
- Information technology service providers.
- Professional advisers such as auditors and legal advisers.
- Government authorities and regulators.
- Law enforcement agencies.
- Service providers acting on our behalf.
We only share information necessary for the purpose concerned and require third parties to protect it appropriately.
9. International Transfers
In some circumstances, personal information may be transferred outside Zimbabwe, including to vehicle manufacturers, technology providers, or other service providers.
Where this occurs, Automotive Distributor Incorporated will take reasonable steps to ensure that appropriate safeguards are implemented to protect your personal information and maintain a level of protection consistent with applicable data protection laws.
10. Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal, regulatory, tax, accounting, and operational requirements.
Typical retention periods include:
| Record Type | Retention Period |
|---|---|
| Customer enquiries | 12 months |
| Vehicle sales records | 7 years |
| Financial and accounting records | 7 years or longer where required by law |
| Warranty records | Warranty period plus 2 years |
| Complaints records | 5 years |
| CCTV footage | Up to 90 days unless required for investigation |
| Marketing consent records | Duration of consent plus 2 years |
11. Security of Personal Information
We implement appropriate technical, organizational, and physical security measures designed to protect personal information against:
- Unauthorized access.
- Unauthorized disclosure.
- Loss or destruction.
- Alteration or misuse.
While no system is completely secure, we continuously review and improve our security controls to safeguard your information.
12. Personal Data Breaches
Automotive Distributor Incorporated maintains procedures for detecting, investigating, managing, and responding to personal data breaches.
Where required by law, we will notify affected individuals and relevant regulatory authorities of reportable breaches within the applicable legal requirements.
13. Your Rights
Subject to applicable law, you may have the right to:
- Be informed about how your personal information is used.
- Request access to your personal information.
- Request correction of inaccurate information.
- Request deletion of personal information in certain circumstances.
- Restrict or object to processing.
- Request portability of personal information where applicable.
- Withdraw consent where processing is based on consent.
- Object to direct marketing.
- Request review of significant decisions made solely by automated means.
To exercise any of these rights, please contact the Data Protection Officer.
14. Complaints
If you are dissatisfied with the way Automotive Distributor Incorporated has handled your personal information, please contact our Data Protection Officer first so that we can investigate and resolve your concern. You also have the right to lodge a complaint with:
Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ)
1008 Performance Close
Mount Pleasant Business Park
Harare, Zimbabwe
Telephone: +263 242 333032
Email: the.regulator@potraz.gov.zw
Website: www.potraz.gov.zw
15. Third-Party Websites
Our website may contain links to third-party websites. Automotive Distributor Incorporated is not responsible for the privacy practices, content, or security of external websites.
We encourage you to review the privacy notices of any third-party websites you visit.
16. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our services, business operations, legal requirements, or regulatory obligations.
The latest version will always be available through our official communication channels and website.
17. Contact Us
Data Protection Officer
Clover Leaf Motors
82 Mutare Road
P.O. Box AY140
Amby, Harare
Zimbabwe
Email: dpo@cloverleaf.co.zw
If you have questions regarding this Privacy Notice or wish to exercise your data protection rights, please contact the Data Protection Officer using the details above.
End of Privacy Notice
Version 2.0 – January 2026