Privacy Policy

Last updated: 8 May 2026

EpicRentals (Pty) Ltd (“Epic Rentals”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, and your rights in relation to it under the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African law.

This policy applies to https://epicrentals.co.za, https://epicdeals.co.za (which is powered by Epic Rentals), and any related services (together, the “Service”).

By using our Service or submitting a rental application, you consent to the processing of your personal information as described in this policy.

1. Who we are

Responsible Party: EpicRentals (Pty) Ltd

• Company registration number: 2023/210160/07
• Address: Nr 4, 5th Avenue, Rivonia, Sandton, 2128
• Email: rentals@epicrentals.co.za / info@epicrentals.co.za
• Phone: +27 72 807 0507 / +27 65 560 1098

Information Officer (POPIA section 55): Wesley Van Zyl (Chief Executive Officer). Information Officer email: info@epicrentals.co.za

2. The personal information we collect

We collect the following categories of personal information, depending on how you interact with us:

Identification and contact information: full name and surname; ID or passport number; date of birth; email address; mobile and home phone numbers; physical, postal, and delivery addresses.

Financial and credit information: bank account details for debit order setup; employment details and proof of income; credit history and affordability assessment results (sourced via our finance partner Digirent).

Order and transaction information: products rented, rental term, and payment schedule; payment, billing, and dispatch records; communication and support history.

Technical and usage information: IP address, browser type and version, device type, operating system; pages visited, time spent on pages, referring URLs; cookies and similar tracking data (see section 9).

We collect personal information directly from you when you complete an enquiry form, submit a rental application, contact us by email, phone, or WhatsApp, or interact with our website.

We may also receive personal information about you from our finance partner Digirent (Digifax (Pty) Ltd), credit bureaux (such as TransUnion, Experian, Compuscan, or XDS), and from publicly available sources where the law permits.

3. Why we collect and use your personal information

We process your personal information for the following lawful purposes (POPIA section 11):

• To assess and process your rental application, including credit and identity verification through Digirent;
• To enter into and perform a Rent2Buy agreement with you;
• To deliver, install (where requested), repair, or replace rental products;
• To collect rental payments by debit order and recover any arrears;
• To provide customer service and respond to your queries;
• To send you transactional communications about your account, payments, and deliveries;
• To send you marketing communications about Epic Rentals products, promotions, and news, only where you have opted in;
• To improve our products, website, and customer experience;
• To comply with legal, regulatory, and tax obligations, including the National Credit Act 34 of 2005 and the Companies Act 71 of 2008;
• To detect, prevent, and investigate fraud or other unlawful activity.

4. Sharing your personal information

We share your personal information only where necessary, and only with parties who are bound by confidentiality and data-protection obligations:

• Digirent (Digifax (Pty) Ltd) — our approved rental finance partner, who carries out credit and identity verification, manages your rental finance contract, and runs debit-order collections.
• Credit bureaux — for affordability checks and, where applicable, reporting of defaults in line with the National Credit Act.
• Courier and logistics partners — to deliver and (where applicable) collect rental products.
• Suppliers and manufacturers — to fulfil warranty, repair, or replacement obligations on faulty products.
• Payment service providers and banks — to process payments and refunds.
• Professional advisers — including accountants, auditors, and attorneys, where required for legitimate business purposes.
• Regulators and law-enforcement authorities — where required by law, court order, or to protect our legal rights.

We do not sell your personal information to third parties. We do not share your information with third-party advertisers for direct marketing purposes.

5. Cross-border transfers

Some of the technology service providers we use (for example email and analytics services) may store data on servers outside South Africa. Where personal information is transferred outside South Africa, we will only do so where:

• The receiving country has comparable data-protection laws;
• The recipient is bound by binding corporate rules or a written agreement that provides equivalent protection;
• You have consented to the transfer; or
• The transfer is otherwise permitted under section 72 of POPIA.

6. How long we keep your personal information

We keep your personal information only for as long as is reasonably necessary to fulfil the purposes set out in this policy, or for as long as we are required to by law, including:

• For the duration of your active Rent2Buy agreement;
• For at least 5 years after the agreement ends, in line with the National Credit Act and tax legislation;
• Longer where required to defend legal claims or comply with regulatory obligations.

When we no longer have a lawful purpose to retain your personal information, we will securely destroy, delete, or de-identify it.

7. How we protect your personal information

We take reasonable, appropriate technical and organisational measures to protect your personal information against loss, damage, unauthorised access, or unlawful processing. These include:

• Secure web hosting with HTTPS encryption;
• Restricted access to customer data on a need-to-know basis;
• Strong password and authentication policies for our staff;
• Confidentiality obligations on all employees and service providers.

If we become aware of a security compromise that affects your personal information, we will notify you and the Information Regulator as required by section 22 of POPIA.

8. Your rights under POPIA

You have the following rights in relation to your personal information:

• The right to be notified that your personal information is being collected, and where it has been compromised.
• The right to access the personal information we hold about you.
• The right to correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or unlawfully obtained.
• The right to object to the processing of your personal information on reasonable grounds.
• The right to object to direct marketing and to withdraw consent at any time.
• The right to complain to the Information Regulator.

To exercise any of these rights, please contact our Information Officer at the contact details in section 1.

You may complete a Form 1 (Objection) or Form 2 (Request for Access/Correction) under POPIA. We will respond within the time periods required by law.

9. Cookies and similar technologies

Our website uses cookies and similar tracking technologies to improve your experience, analyse site traffic, and where applicable serve relevant content. The categories of cookies we use are:

• Strictly necessary cookies — required for the website to function (for example, shopping cart and login).
• Analytics cookies — to help us understand how visitors use the site so we can improve it.
• Functional cookies — to remember your preferences (such as region or language).
• Marketing cookies — used only with your consent, to measure the effectiveness of our advertising.

You can manage cookies through your browser settings. Disabling certain cookies may affect site functionality.

10. Direct marketing

We will only send you marketing communications by email, SMS, or WhatsApp if you have opted in to receive them. Every marketing message we send includes a clear way to unsubscribe. You can also withdraw your consent at any time by emailing rentals@epicrentals.co.za.

11. Children

Our Service is not directed at children under the age of 18. We do not knowingly collect personal information from anyone under 18. Rental applications can only be made by adults aged 18 or older.

12. Third-party links

Our website may contain links to third-party websites. This Privacy Policy does not apply to those websites, and we are not responsible for their privacy practices. We encourage you to read their privacy policies before sharing personal information.

13. Complaints

If you are unhappy with how we have handled your personal information, please contact our Information Officer first so we can try to resolve the issue. If you are still unhappy, you may lodge a complaint with the Information Regulator:

Information Regulator (South Africa) — Website: https://inforegulator.org.za. Email: complaints.IR@justice.gov.za / POPIAComplaints@inforegulator.org.za

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page tells you when it was last revised. Where changes are material, we will notify you by email or by a prominent notice on our website at least 30 days before they take effect.

15. Contact us

For any privacy-related question, please contact:

• Email: rentals@epicrentals.co.za
• Phone: +27 72 807 0507 / +27 65 560 1098

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This Privacy Policy should be read together with our Terms and Conditions, Returns & Refund Policy, and Shipping & Delivery Policy.