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VIRTUTECH SOLUTIONS

Privacy Policy

VirtuTech Solutions (Pty) Ltd ("VirtuTech", "we", "us", or "our") respects the privacy of individuals and organisations that interact with us.

This Privacy Policy explains how we collect, use, store, protect, and disclose personal information when you:

  • Visit our website;
  • Contact us;
  • Request a quotation;
  • Purchase our products or services;
  • Subscribe to one of our services or software platforms;
  • Make a payment;
  • Use one of our digital platforms;
  • Participate in our marketing activities;
  • Communicate with our employees or representatives; or
  • Otherwise interact with VirtuTech.

VirtuTech is committed to processing personal information responsibly and in accordance with applicable South African privacy and data protection legislation, including the Protection of Personal Information Act 4 of 2013 (POPIA).

POPIA establishes conditions for the lawful processing of personal information by responsible parties.

VirtuTech Solutions (Pty) Ltd

Website: www.virtutech.co.za

Registered Address: Johannesburg, South Africa

Email: info@virtutech.co.za

Telephone: +27 73 331 3840

For privacy-related matters, please contact:

Information Officer / Privacy Contact: Nosipho Mahlangu

Email: nosipho@virtutech.co.za

Personal information means information relating to an identifiable, living natural person and, where applicable, an identifiable existing juristic person.

Depending on how you interact with us, personal information may include:

  • Name and surname;
  • Company name;
  • Email address;
  • Telephone number;
  • Physical address;
  • Postal address;
  • Billing address;
  • Delivery address;
  • Identification or registration information where legitimately required;
  • Banking or payment-related information;
  • Purchase and transaction information;
  • Account information;
  • Login information;
  • Communication records;
  • Website usage information;
  • IP address;
  • Device and browser information;
  • Marketing preferences;
  • Information provided through contact forms;
  • Information contained in documents supplied to us;
  • Information necessary to provide our services.

We only seek to collect information that is reasonably necessary for a legitimate business purpose.

POPIA requires personal information to be adequate, relevant and not excessive in relation to the purpose for which it is processed.

We may collect information directly from you when you:

  • Complete a website form;
  • Contact us by email;
  • Contact us by telephone;
  • Request a quotation;
  • Enter into a service agreement;
  • Purchase a product;
  • Subscribe to a software service;
  • Make a payment;
  • Create an account;
  • Submit information through one of our platforms;
  • Communicate with our team;
  • Participate in surveys or marketing campaigns.

We may also receive information from third-party service providers where this is necessary to provide a requested service or complete a transaction.

When you visit our website, certain technical information may be automatically collected.

This may include:

  • IP address;
  • Browser type;
  • Device type;
  • Operating system;
  • Pages visited;
  • Referring website;
  • Date and time of access;
  • General website usage information.

This information may be used for security, analytics, website performance, troubleshooting, and improving the user experience.

VirtuTech may use cookies and similar technologies to improve website functionality and understand how visitors use our website.

Cookies may be used for:

  • Website functionality;
  • Analytics;
  • Performance monitoring;
  • Security;
  • User preferences;
  • Marketing and advertising where applicable.

You may configure your browser to reject or restrict cookies. However, disabling certain cookies may affect some website functionality.

Where required, VirtuTech will obtain appropriate consent for non-essential cookies and similar technologies.

We may process personal information for the following purposes:

Providing Services

To provide websites, software, mobile applications, digital marketing, branding, consulting, automation, and other services.

Processing Orders

To process product purchases and orders, including VirtuBrand printing, embroidery, branding and promotional products.

Payments

To process payments, subscriptions, invoices, refunds, and financial transactions.

Customer Support

To respond to enquiries, provide technical support, resolve complaints, and communicate with customers.

Business Administration

To manage contracts, quotations, invoices, accounts, records, and business relationships.

Security

To protect our systems, website, platforms, customers, employees, and business against fraud, abuse, unauthorised access, and security threats.

Marketing

Where legally permitted, we may use personal information to communicate with customers and prospective customers regarding products, services, promotions, events, and business updates.

You may unsubscribe from marketing communications at any time.

Legal Compliance

We may process information where required to comply with applicable legislation, regulatory requirements, court orders, lawful requests, accounting obligations, or other legal requirements.

VirtuTech processes personal information in accordance with the applicable lawful processing requirements under POPIA.

Depending on the circumstances, processing may be based on:

  • Consent;
  • Performance of a contract;
  • Taking steps at the request of a data subject before entering into a contract;
  • Compliance with a legal obligation;
  • Protection of a legitimate interest;
  • Protection of the legitimate interests of VirtuTech or a third party;
  • Another lawful basis permitted by applicable law.

POPIA establishes eight conditions for lawful processing, including accountability, processing limitation, purpose specification, further-processing limitation, information quality, openness, security safeguards, and data-subject participation.

VirtuTech may share personal information with third parties where reasonably necessary to provide services or conduct our business.

These parties may include:

  • Payment processors;
  • Banks and financial institutions;
  • Hosting providers;
  • Cloud service providers;
  • Software providers;
  • Website and technology providers;
  • Courier and delivery companies;
  • Printing and manufacturing suppliers;
  • Professional advisers;
  • Accountants;
  • Legal advisers;
  • Marketing and advertising platforms;
  • Government or regulatory authorities where legally required.

We require appropriate safeguards where third parties process information on our behalf.

We do not sell personal information to third parties.

Payments may be processed through third-party payment providers such as PayFast and other payment platforms.

Where a third-party payment provider processes your payment, your payment information may be subject to that provider's own terms and privacy policy.

VirtuTech does not intentionally store full payment card details where these are processed directly by the applicable payment provider.

Some of our technology, hosting, cloud, software, analytics, communication, or payment service providers may process information outside South Africa.

Where personal information is transferred outside South Africa, VirtuTech will take reasonable steps to ensure that the transfer is handled in accordance with applicable data protection requirements.

Where required, appropriate contractual, technical, or other safeguards will be implemented.

VirtuTech takes reasonable technical and organisational measures to protect personal information against:

  • Loss;
  • Damage;
  • Unauthorised access;
  • Unauthorised disclosure;
  • Unauthorised alteration;
  • Unauthorised destruction;
  • Misuse.

Security measures may include:

  • Access controls;
  • Password protection;
  • Authentication;
  • Encryption where appropriate;
  • Secure hosting;
  • Backups;
  • Monitoring;
  • Security updates;
  • Staff awareness;
  • Restricted access to information.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

If VirtuTech becomes aware of a security compromise involving personal information, we will take reasonable steps to investigate, contain, mitigate, and remediate the incident.

Where required by law, affected data subjects and/or the Information Regulator will be notified.

The Information Regulator provides a dedicated service for reporting security compromises involving personal information.

VirtuTech will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.

Information may be retained to:

  • Fulfil contractual obligations;
  • Maintain financial and accounting records;
  • Meet legal obligations;
  • Resolve disputes;
  • Enforce agreements;
  • Maintain business records;
  • Protect legitimate business interests.

POPIA's purpose-specification requirements include restrictions on retaining personal information longer than necessary for the purpose for which it was collected or subsequently processed.

Subject to applicable law, you may have the right to:

  • Request access to your personal information;
  • Request correction of inaccurate information;
  • Request deletion where legally permissible;
  • Object to certain processing;
  • Withdraw consent where processing is based on consent;
  • Request information about how your personal information is processed;
  • Complain about the processing of your personal information;
  • Request that your personal information be updated.

Some requests may be subject to lawful limitations.

Where VirtuTech sends electronic marketing communications, we will comply with applicable legal requirements.

You may opt out of marketing communications at any time by using the unsubscribe mechanism provided or contacting us directly.

Opting out of marketing communications will not necessarily stop transactional or service-related communications.

Our services are primarily intended for businesses, organisations, and adult users.

We do not knowingly collect personal information from children in circumstances where such collection is prohibited by applicable law.

Where the processing of children's information is necessary, VirtuTech will take appropriate steps to comply with applicable legal requirements.

Our website may contain links to third-party websites or services.

VirtuTech is not responsible for the privacy practices or content of third-party websites.

Users should review the privacy policies of third-party websites before submitting personal information.

We may use analytics and marketing technologies to understand website performance and improve our services.

Depending on the technology used, this may include:

  • Website analytics;
  • Advertising platforms;
  • Conversion tracking;
  • Social media platforms;
  • Email marketing platforms.

Where required, appropriate consent mechanisms will be implemented.

VirtuTech may update this Privacy Policy from time to time.

The latest version will be published on our website with the relevant effective date.

If you believe that VirtuTech has processed your personal information unlawfully, you may first contact our Information Officer so that we can investigate and attempt to resolve the matter.

You may also lodge a complaint with the Information Regulator where applicable.

The Information Regulator provides mechanisms for POPIA complaints and PAIA complaints through its eServices platform.

Information Regulator

Website: https://inforegulator.org.za/

Email: enquiries@inforegulator.org.za

Telephone: 010 023 5200

For privacy-related requests, complaints, or questions, contact:

VirtuTech Solutions (Pty) Ltd

Information Officer:Nosipho Mahlangu

Email: nosipho@virtutech.co.za

Website: www.virtutech.co.za

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