1. Purpose of this Privacy Policy

This Privacy Policy explains how Vantex Digital collects, uses, stores, protects and shares personal information when you visit this website, submit an enquiry, request a quote, sign up for a newsletter, communicate with us or use our digital services.

This policy supports responsible processing of personal information in line with the Protection of Personal Information Act, 4 of 2013 (“POPIA”). It should be read together with our POPIA & PAIA Manual, Terms & Conditions, Cookie Policy and Website Disclaimer.

2. Who we are

Vantex Digital is a digital services provider offering website design, branding, social media content, ad creatives, documents, website care, technical support, forms, CRM concepts and digital business support.

• Brand: Vantex Digital
• Email: info@vantexdigital.co.za
• Phone / WhatsApp: +27 67 579 7553
• Website: www.vantexdigital.co.za

3. Personal information we may collect

• name, surname, business name and contact person details;
• email address, telephone number and WhatsApp number;
• project information, quote request details and service requirements;
• billing, invoice and payment-related information;
• website, domain, hosting, email or technical information needed to provide services;
• messages, enquiries, instructions, approvals, revisions and project correspondence;
• newsletter signup details and marketing communication preferences;
• website usage information, cookies, analytics information and device/browser information where applicable.

4. Why we process personal information

• responding to enquiries and quote requests;
• providing proposals, invoices, project plans and digital services;
• building and maintaining websites, forms, digital assets and support systems;
• communicating about projects, approvals, revisions, support requests and deliverables;
• setting up or supporting business emails, hosting, forms, websites or technical tools where authorised by the client;
• sending newsletters or digital business updates where consent has been given;
• maintaining records for administrative, accounting, legal and dispute-resolution purposes;
• improving website performance, service delivery and client communication.

5. Legal basis for processing

• you have given consent;
• processing is necessary to respond to a request, prepare a quote or perform a contract;
• processing is necessary for legitimate business interests, provided your rights are respected;
• processing is required by law or for record-keeping obligations;
• processing is necessary to protect rights, enforce terms, prevent abuse or resolve disputes.

6. Newsletter and direct marketing consent

You may voluntarily sign up to receive newsletters, digital business tips, service updates and promotional communication from Vantex Digital. Newsletter signup requires consent. You may unsubscribe at any time by emailing info@vantexdigital.co.za with the word “unsubscribe”.

7. Sharing of personal information

We do not sell your personal information. We may share information only where needed for legitimate service delivery or legal reasons, including with hosting providers, email providers, domain registrars, website platforms, plugin/service providers, design tools, analytics tools, advertising tools, newsletter tools, payment providers, accountants, approved contractors or legal/regulatory authorities.

8. Security safeguards and retention

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction. We keep personal information only for as long as reasonably necessary for the purpose collected, service delivery, legal requirements, accounting records, dispute handling, project history or legitimate business purposes.

9. Your rights

Subject to POPIA and applicable law, you may request access to your personal information, correction of inaccurate information, deletion where lawful, objection to processing, withdrawal of consent, or information about how your personal information is processed. Requests can be sent to info@vantexdigital.co.za. We may need to verify your identity before acting on a request.

10. Complaints

If you believe your personal information has not been handled lawfully, please contact us first at info@vantexdigital.co.za so that we can try to resolve the issue. You may also contact the Information Regulator South Africa at enquiries@inforegulator.org.za or www.inforegulator.org.za.