Privacy Policy
Last updated: 13 September 2026
This Privacy Policy explains how Claim Pilot collects, uses and shares information when you use our website, our Client Portal and the Claim Advance interest registration page.
Who we are
Claim Pilot is a trading name of Moonstone 64 Investments (Pty) Ltd (Registration No. 2016/167956/07). For purposes of this Privacy Notice and applicable data-protection requirements, references to 'Claim Pilot', 'we', 'us' or 'our' refer to Moonstone 64 Investments (Pty) Ltd trading as Claim Pilot. Claim Pilot is an online third-party damage claim administration and recovery support service. We assist with claim information, documents, submissions, follow-ups and settlement administration.
Information we collect
When you complete a claim check or contact us, we may collect information such as your name, contact details, claim details, and any supporting documents you choose to submit.
If you register your interest in Claim Advance, we collect the information described under ‘Claim Advance interest registration’ below.
How we use your information
We use the information you submit to assess, administer and progress your claim. This includes reviewing eligibility, preparing documentation, and following up on your behalf where appropriate.
Sharing your information
Where necessary for your claim, we may share your information with insurers, responsible parties, claims administrators, assessors, attorneys, or other relevant parties involved in assessing, administering or resolving the claim. We do not sell your information.
Claim Pilot Assistant (chatbot)
If you use the Claim Pilot Assistant chat feature, the messages you submit are processed using a third-party AI service in order to generate a response. The assistant provides general information only and does not assess, accept or process a claim — using the chatbot is not the same as submitting a claim check. Please do not enter identification numbers, banking details, card details, passwords or other sensitive personal or financial information into the chat. Claim Pilot does not intentionally store or retain chatbot conversations.
No guarantee of outcome
Claim Pilot does not guarantee that a claim will be accepted, admitted, settled or paid. Submitting information does not guarantee any recovery.
Data security
We take reasonable steps to keep your information secure.
Portal accounts and authentication
When you create or access a Claim Pilot Client Portal account, we process your email address and authentication and security information so that we can create or secure your account, verify access to it and communicate with you about your submission or claim.
Information we may process
Depending on your matter, we may process your contact information, incident and claim details, vehicle or property information, photographs, supporting documents, correspondence, portal activity and security records, and records showing which legal notices, acknowledgements or agreements applied to your matter.
Providing your email address and the information necessary to assess a claim is voluntary, but it is required if you want Claim Pilot to assess or administer your matter through the portal.
Claim Advance interest registration
Claim Advance is a proposed service that is not currently available. The Claim Advance page on this website allows you to register an expression of interest so that Claim Pilot can measure demand and research and design the proposed service. Registering interest is market and product-development research. It is not an application for credit or finance, not an offer, not a quotation, not approval or pre-approval, and not a promise that Claim Advance will be launched.
If you complete the Claim Advance interest form, we may collect your name, email address, mobile number and province; whether you are already a Claim Pilot client and, where relevant, your Claim Pilot claim reference; the broad type of your claim, a broad claim-value band and whether the claim has been submitted; the proportion and broad rand band of an advance you say you would want, how quickly access would matter and what you would use it for; whether you are interested as an individual, a self-employed person or a business, with limited employment-status or business-trading-period information where applicable; what would matter most to you in such a service; whether you would like to be contacted if Claim Advance becomes available; campaign or source attribution information where the link you followed contains it; and a record of your consent, including the date and time, the version of the consent wording shown to you and a cryptographic hash of that wording.
The Claim Advance interest form does not collect your identity number, banking details, net monthly income, debt-review status, annual turnover, credit score, credit-bureau information, bank statements, payslips or other financial documents. Claim Pilot would only collect information of that kind under a separately approved Claim Advance product and compliance design, and would tell you before doing so.
We use this information to record expressions of interest; to measure demand for the proposed service; to research and design it; to analyse broad customer and service preferences; to administer the Claim Advance interest register; for security, abuse prevention and system integrity; and to contact you about Claim Advance where the contact preference you selected permits it. We do not use it to assess, administer or decide a recovery claim, and registering interest does not affect a claim.
When you register interest in Claim Advance, Claim Pilot uses the information you provide to create an internal operational notification so that your registration can be monitored and actioned. That notification is sent only to Claim Pilot's own business email account. It is not a finance application, an approval, a claim submission or a communication to an insurer, responsible party, assessor or attorney.
Claim Advance interest records are kept separately from claim records and are not shared with insurers, responsible parties, assessors or attorneys for claim purposes.
Service providers and international processing
Claim Pilot uses third-party cloud and technology service providers to operate its website, the Client Portal, the Claim Advance interest register and its claims process. These providers may support hosting, authentication, secure data storage and document management (including documents you upload), communications and notifications, AI-assisted responses, workflow automation, security and related operational services.
Where you use the website, the Claim Advance page or the Client Portal, providers of hosting, network and security services may process connection, device, IP-address, request and security information.
Where a service provider processes personal information on Claim Pilot's behalf as an operator, Claim Pilot requires appropriate confidentiality, security and processing safeguards in accordance with POPIA and the applicable service arrangements.
Some of these service providers, or their authorised subprocessors, may process personal information outside South Africa, including in the European Union and the United States. The level of legal protection given to personal information in other countries may differ from the protection given under South African law. Where cross-border processing occurs, Claim Pilot uses appropriate contractual, organisational and security safeguards for that processing as required by POPIA.
This applies to information processed through the website, the Client Portal, the claims process, the Claim Advance interest register and related operational communications.
Retention
We keep personal information only for as long as reasonably required for the purpose for which it was collected, the administration and defence of a claim, applicable contractual, evidential, accounting and legal requirements, and legitimate security and accountability purposes.
Different types of records may therefore have different retention periods. Claim-related records will generally be retained according to Claim Pilot's approved retention schedule, while disaster-recovery backup copies are retained on a shorter rolling backup cycle.
Where personal information is no longer required and no lawful retention or legal-hold reason applies, it will be deleted or de-identified in accordance with Claim Pilot's retention procedure.
Claim Advance interest records have their own retention treatment. Where you asked to be contacted if Claim Advance becomes available, the record is retained for 730 days from collection; where you did not, it is retained for 365 days. If Claim Pilot decides not to launch Claim Advance, personal Claim Advance interest records are disposed of within 90 days of that decision unless another genuinely applicable lawful retention basis requires otherwise. Disposal in each case is by deletion. Any longer-term market analysis uses genuinely anonymised aggregate figures, not identifiable records.
The specific Claim Advance retention periods above apply to the Claim Advance interest register. Related operational correspondence and notification records are retained only for as long as reasonably necessary for administration, security, evidential and legal purposes and are disposed of in accordance with Claim Pilot's retention practices.
Sensitive information and service scope
Claim Pilot is intended for property and asset damage recovery. It is not intended for personal-injury or medical-expense claims.
Please do not upload medical information or other highly sensitive information unless it is directly relevant and specifically required for the matter.
Supporting documents such as accident reports or police documentation may sometimes contain sensitive information incidentally. Where this occurs, Claim Pilot limits processing and access to what is relevant and reasonably necessary.
Your rights
Subject to applicable law, you may request access to personal information Claim Pilot holds about you, ask for inaccurate information to be corrected, request deletion where Claim Pilot has no lawful reason to retain the information, or object to certain processing.
Requests may be sent to:
Claim Pilot's operational service target is to acknowledge a privacy request within 5 business days and provide a substantive response within 30 days where reasonably practicable. These are Claim Pilot service targets and should not be interpreted as replacing any specific statutory procedure or period that applies to a particular request.
Privacy and POPIA enquiries
Claim Pilot's responsible party is:
Moonstone 64 Investments (Pty) Ltd
Registration No. 2016/167956/07
trading as Claim Pilot
Enquiries may be sent to:
Complaints to the Information Regulator
You may lodge a complaint with the Information Regulator (South Africa) if you believe your personal information has been processed unlawfully.
Information Regulator (South Africa)
Woodmead North Office Park
54 Maxwell Drive
Woodmead
Johannesburg
2191
Telephone: 010 023 5200
General enquiries: enquiries@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
Contact us
If you have questions about this Privacy Policy or how your information is used, contact us at info@claimpilot.co.za.