Business Name: Apex Fuels One
Last Updated: 01 April 2026
Effective Date: 01 April 2026
Apex Fuels One is committed to protecting the privacy and personal information of every client, partner, and visitor who interacts with our business. This policy explains what information we collect, why we collect it, how we use it, how we protect it, and what rights you have over it.
1. Who We Are
Apex Fuels One is a diesel import and wholesale distribution company registered and operating in the Republic of Botswana. We are part of the Apex Group of companies and operate from our principal place of business at Plot 14400, New Lobatse Road, Gaborone, Botswana.
For the purposes of this Privacy Policy, Apex Fuels One is the data controller responsible for your personal information. Any reference to “we”, “us”, or “our” in this policy refers to Apex Fuels One and its authorised personnel.
2. What Information We Collect
We collect personal information only when it is necessary to provide our services, respond to your enquiries, process your orders, or comply with our legal obligations. We collect information in the following categories:
2.1 Information You Provide Directly
When you contact us, complete a quote request form, apply for a supply contract, register for a loyalty card, or engage with our business in any way, you may provide us with:
- Your full name
- Your job title and role within your organisation
- Your company or organisation name
- Your business registration number
- Your physical and postal address
- Your telephone number including WhatsApp number
- Your email address
- Your industry and nature of business operations
- Your monthly or annual fuel volume requirements
- Your delivery site location and access details
- Your payment and billing information
- Any other information you choose to provide in correspondence with us
2.2 Information We Collect Automatically
When you visit our website at www.apexfuelsone.com, we may automatically collect certain technical information including:
- Your IP address and approximate geographic location
- The type of device and browser you are using
- The pages you visit and time spent on each page
- The website or link that referred you to our site
- Date and time of your visit
- Cookies and similar tracking technologies as described in Section 8 of this policy
2.3 Information From Third Parties
We may receive information about you from third parties in limited circumstances, including:
- Business referrals from our existing clients or partners
- Publicly available company registration information from the Registrar of Companies, Botswana
- Credit or trade reference information where relevant to establishing a credit account
- Information shared by your colleagues or representatives when making enquiries on your behalf
3. How We Use Your Information
We use your personal information only for legitimate business purposes. The specific purposes for which we use your information are as follows:
3.1 To Provide Our Services
- To process and fulfil your fuel orders and delivery requests
- To prepare and issue price quotations and supply proposals
- To manage your supply contract, loyalty card account, or corporate fuel account
- To schedule and track deliveries to your site or location
- To issue invoices, delivery notes, and Certificates of Quality
- To manage payments, credit terms, and outstanding accounts
- To provide after-delivery support and account management services
3.2 To Communicate With You
- To respond to your enquiries, quote requests, and correspondence
- To send you order confirmations, delivery notifications, and invoices
- To send monthly consumption reports and loyalty reward statements to contracted clients
- To notify you of price changes, supply updates, or service announcements relevant to your account
- To contact you for contract renewals and account reviews
3.3 To Improve Our Business
- To analyse demand patterns, delivery performance, and operational efficiency
- To improve our website, services, and customer experience
- To conduct internal business planning and forecasting
- To train our staff and improve service delivery standards
3.4 To Comply With Legal Obligations
- To comply with our obligations under the laws of Botswana including the Botswana Data Protection Act and related regulations
- To maintain records required by the Botswana Energy Regulatory Authority (BERA)
- To maintain import, export, and customs records required by the Botswana Unified Revenue Service (BURS)
- To respond to lawful requests from regulatory authorities, law enforcement agencies, or courts of competent jurisdiction
- To enforce our contractual rights and pursue legitimate legal claims where necessary
3.5 Marketing Communications
We may use your contact information to send you information about our services, promotions, price updates, and industry news that we believe may be of interest to your business. We will only send marketing communications where you have:
- Given us your express consent to do so, or
- Where you are an existing client and the communication relates to our services similar to those you have previously used
You may opt out of marketing communications at any time by contacting us at info@apexmart.co.bw or by replying STOP to any WhatsApp marketing message we send you.
4. Legal Basis for Processing Your Information
We process your personal information on the following legal grounds:
- Contract Performance: Processing is necessary to fulfil our obligations under a supply contract, corporate account agreement, or loyalty card programme with you.
- Legitimate Business Interests: Processing is necessary for our legitimate business interests in operating and growing our fuel supply business, provided those interests are not overridden by your rights and interests.
- Legal Obligation: Processing is necessary to comply with applicable laws and regulations in Botswana, including BERA, BURS, and tax compliance requirements.
- Consent: Where we rely on your consent — for example for marketing communications — you have the right to withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.
5. How We Share Your Information
We do not sell, rent, or trade your personal information to third parties. We share your information only in the following limited circumstances:
5.1 Service Providers and Operational Partners
We may share your information with trusted third parties who assist us in operating our business, including:
- Logistics and transport providers involved in delivering fuel to your site
- Fuel testing laboratories conducting quality certification on our behalf
- Accounting and invoicing software providers
- IT and website service providers
- Banking and payment processing institutions
All service providers are contractually required to handle your information securely and only for the specific purpose for which it is shared.
5.2 Apex Group Companies
As part of the Apex Group, we may share relevant business information with affiliated group companies including Apex Solar and Apex Energies where it is necessary to provide a combined or coordinated service to you. Group companies are subject to equivalent data protection standards.
5.3 Regulatory and Legal Authorities
We may disclose your information to government bodies, regulators, or law enforcement agencies where we are legally required to do so, or where disclosure is necessary to protect the rights, safety, or property of Apex Fuels One, our clients, or the public.
5.4 Business Transfers
In the event of a merger, acquisition, restructuring, or sale of all or part of our business, your personal information may be transferred to the acquiring or succeeding entity. We will notify you of any such transfer and the applicable privacy arrangements before it takes effect.
6. How Long We Keep Your Information
We retain your personal information only for as long as necessary for the purposes set out in this policy, unless a longer retention period is required by law. Our standard retention periods are as follows:
- Active client records: Retained for the duration of the business relationship plus 7 years after the last transaction, in accordance with Botswana tax and commercial record-keeping requirements.
- Supply contract records: Retained for the full contract term plus 7 years from the date of contract expiry or termination.
- Delivery notes and Certificates of Quality: Retained for a minimum of 5 years from date of delivery.
- Invoice and payment records: Retained for 7 years from the date of issue in line with BURS requirements.
- Quote requests and enquiries that did not result in a transaction: Retained for 12 months from the date of the enquiry, then deleted.
- Website analytics data: Retained in aggregated, anonymised form only after 26 months.
- Marketing consent records: Retained until you withdraw consent, plus 3 years for evidence of consent.
When your information is no longer required, we securely delete or anonymise it in accordance with our internal data disposal procedures.
7. How We Protect Your Information
We take the security of your personal information seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, alteration, disclosure, or destruction. These measures include:
- Secure, password-protected systems for storing client records and account information
- Restricted access to personal information — only authorised personnel who need it to perform their duties may access it
- Secure communication channels for transmitting sensitive business and financial information
- Regular review and update of our data security practices
- Staff training on data protection obligations and responsible handling of personal information
- Physical security measures at our business premises where paper records are stored
While we take all reasonable precautions to protect your information, no transmission of data over the internet or storage system can be guaranteed as completely secure. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at info@apexmart.co.bw.
8. Cookies and Website Tracking
Our website at www.apexmart.co.bw may use cookies and similar tracking technologies to improve your browsing experience and help us understand how visitors use our site.
8.1 What Are Cookies
Cookies are small text files placed on your device when you visit a website. They allow the website to recognise your device and remember certain information about your visit.
8.2 Types of Cookies We May Use
- Essential Cookies: Required for the basic operation of our website. These cannot be disabled.
- Analytics Cookies: Help us understand how visitors navigate our website so we can improve it. Data is collected in aggregated, anonymised form.
- Preference Cookies: Remember your preferences and settings to improve your experience on return visits.
8.3 Managing Cookies
You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. For more information about managing cookies, visit www.aboutcookies.org.
9. Your Rights
Under the Botswana Data Protection Act and applicable privacy legislation, you have the following rights in relation to your personal information:
- Right of Access: You have the right to request a copy of the personal information we hold about you.
- Right to Rectification: You have the right to ask us to correct any inaccurate or incomplete personal information we hold about you.
- Right to Erasure: You have the right to request that we delete your personal information where it is no longer necessary for us to hold it, subject to our legal retention obligations.
- Right to Restriction: You have the right to ask us to restrict the processing of your personal information in certain circumstances — for example while a dispute about its accuracy is resolved.
- Right to Object: You have the right to object to our processing of your personal information for marketing purposes. You may also object to processing based on our legitimate business interests.
- Right to Data Portability: Where processing is based on your consent or on a contract with you, you have the right to receive your personal information in a structured, commonly used, and machine-readable format.
- Right to Withdraw Consent: Where we rely on your consent to process your information, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.
To exercise any of your rights, please contact us in writing at:
- Email: info@apexmart.co.bw
- Post: Apex Fuels One, Plot 14400, New Lobatse Road, Gaborone, Botswana
We will respond to all legitimate requests within 30 days. In cases of complex or multiple requests, we may extend this period by a further 60 days and will notify you accordingly.
10. Children’s Privacy
Our services are directed exclusively at registered businesses and commercial operators. We do not knowingly collect personal information from individuals under the age of 18. If you believe that a minor has provided us with personal information, please contact us immediately and we will take steps to delete it.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business practices, technology, legal requirements, or regulatory obligations. When we make material changes, we will update the “Last Updated” date at the top of this page and, where appropriate, notify you by email or through a notice on our website.
We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of our services after any changes to this policy constitutes your acceptance of the updated terms.
12. Governing Law
This Privacy Policy is governed by and construed in accordance with the laws of the Republic of Botswana. Any disputes arising in connection with this policy shall be subject to the exclusive jurisdiction of the courts of Botswana.
13. Contact Us
If you have any questions, concerns, or complaints about this Privacy Policy or about how we handle your personal information, please contact us:
- Business Name: Apex Fuels One
- Address: Plot 14400, New Lobatse Road, Gaborone, Botswana
- Email: info@apexmart.co.bw
- Phone: +267 71 375 600
- WhatsApp: +267 71 375 600
- Operating Hours: Monday to Sunday, 08:00 to 18:00