1. Purpose of this POPIA & PAIA Manual

This page is a practical POPIA and PAIA information manual for Vantex Digital. It explains how we process personal information, how data subjects can exercise their rights, and how records may be requested under South African access-to-information law.

This is not a reproduction of the full Act text. The official POPIA and PAIA legislation can be accessed from the South African Government and Information Regulator websites.

2. Responsible party and information officer contact

• Responsible Party: Vantex Digital
• Information Officer / Privacy Contact: Vantex Digital Privacy Contact
• Email: info@vantexdigital.co.za
• Phone / WhatsApp: +27 67 579 7553
• Website: www.vantexdigital.co.za

3. POPIA processing conditions followed by Vantex Digital

1. Accountability: we are responsible for how personal information is processed.
2. Processing limitation: we collect only information reasonably needed for a defined purpose.
3. Purpose specification: information is collected for specific, lawful purposes.
4. Further processing limitation: information is not used for unrelated purposes without lawful basis.
5. Information quality: reasonable steps are taken to keep information accurate and updated where needed.
6. Openness: this website explains how information is collected and used.
7. Security safeguards: reasonable measures are used to protect personal information.
8. Data subject participation: individuals may request access, correction or deletion where allowed by law.

4. Categories of data subjects and information

Vantex Digital may process information relating to website visitors, prospective clients, clients, suppliers, contractors, newsletter subscribers and people who communicate through email, forms, WhatsApp, social media or website channels.

Information may include identity and contact details, business/project details, billing records, project communication, website/hosting/email/domain details, newsletter consent records and website usage/cookie information.

5. Purposes of processing

• responding to enquiries and quote requests;
• preparing proposals, invoices and project scopes;
• providing websites, logos, branding, social media, ad creative, documents, forms, CRM concepts and technical support;
• managing project communication, approvals, revisions and support requests;
• website maintenance, hosting support, email setup and technical troubleshooting where authorised;
• newsletter communication where consent has been given;
• accounting, administration, legal compliance and dispute management.

6. Data subject rights

Subject to POPIA and applicable law, a data subject may request confirmation whether Vantex Digital holds personal information about them; access to that information; correction or deletion where lawful; withdrawal of consent; objection to processing where applicable; and information about third parties or categories of third parties who received information.

Requests must be sent to info@vantexdigital.co.za. Identity verification may be required.

7. Security safeguards, operators and cross-border transfers

Vantex Digital applies reasonable safeguards appropriate to the nature of the information and services involved. Third-party platforms and service providers may be used for hosting, WordPress, email, forms, analytics, advertising, design, automation, newsletter delivery, payment, invoicing and project support. Some tools may store or process information outside South Africa; Vantex Digital will take reasonable steps to use reputable providers for legitimate service delivery purposes.

8. Direct marketing and newsletter communication

Vantex Digital will only send newsletters, promotional updates or marketing communication where there is a lawful basis to do so, such as consent or an existing business relationship where permitted. Subscribers may opt out at any time by emailing info@vantexdigital.co.za.

9. PAIA manual and access to records

PAIA allows certain records to be requested where access is required for the exercise or protection of rights. Requests for access to Vantex Digital records must be submitted to info@vantexdigital.co.za with enough detail to identify the requested record and the right that the requester seeks to exercise or protect.

Vantex Digital may refuse access where a lawful ground for refusal applies, including privacy, confidential information, commercial information, privileged information, security concerns or other grounds recognised by law.

10. Categories of records that may be held

• client records, proposals, quotes, invoices and payment records;
• project briefs, approvals, communication and deliverables;
• website, branding, design, content and digital support records;
• supplier and contractor records;
• accounting and administrative records;
• policies, terms, legal notices and operational records;
• newsletter and marketing consent records.

11. How to submit a POPIA or PAIA request

• your full name and contact details;
• proof of identity or authority to act for another person, where required;
• a clear description of the record or personal information requested;
• the purpose of the request and the right you seek to exercise or protect, where applicable;
• your preferred method of response.

12. Complaints to the Information Regulator

If you are not satisfied with how Vantex Digital handles a POPIA or PAIA request, you may lodge a complaint with the Information Regulator South Africa. Contact: enquiries@inforegulator.org.za | www.inforegulator.org.za.