VSCAN PRIVACY POLICY

UNDER THE PROTECTION OF PERSONAL INFORMATION ACT

The purpose of this Privacy Policy is to outline how, why, and when VScan (“we,” “us,” or “our”) collects, uses, and discloses your Personal Information by the Protection of Personal Information Act 4 of 2013 (“POPIA”).

IN THIS PRIVACY POLICY:

  • Personal Information has the same meaning as defined in POPIA and encompasses information related to, but not limited to: biometric data, identifying numbers, symbols, email addresses, phone numbers, location information, online identifiers, or any other specific attributes assigned to an individual. It also includes data concerning an individual’s race, gender, sex, pregnancy, marital status, education, medical history, financial history, criminal
    history, and employment history.
  • Special Personal Information is as defined in Section 26 of POPIA and encompasses personal information about an individual’s religious or philosophical beliefs, race or ethnic origin, trade union membership, political affiliations, health, or sex life.
  • Processing carries the meaning as defined in POPIA, including but not limited to the collection, receipt, recording, organization, collation, storage, updating or modification, retrieval, alteration, consultation, or use of Personal Information.

1. Collecting Personal Information:

1.1. VScan processes your Personal Information in a manner that is reasonable, lawful, adequate, relevant, and not excessive.

1.2. When you register through our online portal and website, VScan is required to collect specific personal information directly from you to establish and maintain your account on the
website.

1.3. Website usage information may be collected using “cookies,” enabling us to gather standard internet visitor usage data.

1.4. Such information may include:

  • 1.4.1. Publicly Available Personal Information: We collect first name, maiden name, last name, nickname, phone numbers, business email, business phone number, current and former address, and similar data.
  • 1.4.2. Personal Information Provided by You: We collect purchase history and other similar data.
  • 1.4.3. Credentials: We collect passwords, password hints, and similar security information used for authentication and account access.
  • 1.4.4. Payment Data: We collect data necessary to process your payments for purchases, such as your payment instrument number (e.g., credit card number) and the associated security code. Payment data is securely stored, and you can review the privacy policy link(s) related to this information here: [link to payment data privacy policy].
  • 1.4.5. Personal Information Provided by You: We collect purchase history and other similar data.
  • 1.4.6. Information Automatically Collected: We automatically collect certain information when you visit, use, or navigate the website, including device and usage data such as IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, and technical information. This data is primarily used to maintain website security and operational integrity and for internal analytics and reporting.
  • 1.4.7. Online Identifiers: We collect devices, tools, and protocols, including IP addresses, cookie identifiers, other analytics and marketing tools, device geolocation, and similar data.

1.5. VScan will collect and use your personal information solely for the purpose for which it was collected, enabling us to sell and deliver the products offered to you.

1.6. When you open an account and/or utilize our online portal, we may collect Personal Information including, but not limited to:

  • 1.6.1. Your full name.
  • 1.6.2. Your identity number and/or passport number.
  • 1.6.3. Your email address.
  • 1.6.4. Your contact numbers.
  • 1.6.5. Your place of residence.
  • 1.6.6. Your South African Income Tax Number.

1.7. VScan processes your Personal Information to:

  • 1.7.1. Identify you and verify your identity.
  • 1.7.2. Facilitate account creation and login processes.
  • 1.7.3. Send you marketing and promotional communications.
  • 1.7.4. Send administrative information to you.
  • 1.7.5. Fulfill and manage your orders.
  • 1.7.6. Manage user accounts.
  • 1.7.7. Deliver services to the user.
  • 1.7.8. Fulfil contractual obligations.
  • 1.7.9. Respond to user inquiries and offer support.
  • 1.7.10. For other business purposes.
  • 1.7.11. Comply with any legal or regulatory obligations.

2. RETENTION OF INFORMATION:

2.1. Throughout our business relationship with you, VScan will retain your Personal Information for the following durations:

  • 2.1.1. As long as VScan continues to provide services to you.
  • 2.1.2. For as long as retention is mandated or authorized by applicable law.

2.2. When there are no ongoing legitimate business reasons to process your personal information, we will either delete or anonymize it. If this is not feasible, for instance, due to personal information being stored in backup archives, VScan commits to taking all reasonable and necessary measures to securely store your Personal Information.

3. DISCLOSURE OF INFORMATION:

3.1. We may disclose your personal information to our service providers who are involved in the delivery of products or services to you. We have established agreements to ensure their compliance with privacy requirements as mandated by the Protection of Personal Information Act.

3.2. Your Personal Information may also be processed by:

  • 3.2.1. Employees of VScan.
  • 3.2.2. Law enforcement officials and/or third parties when the disclosure of personal information is necessary or appropriate in connection with an investigation of criminal activities or any other activity that is illegal or may expose VScan to legal liability or financial loss.

3.3. In cases where VScan processes your Special Personal Information, we will obtain your consent before carrying out such processing.

4. PROTECTION OF YOUR PERSONAL INFORMATION:

4.1. VScan is dedicated to ensuring the integrity and confidentiality of your Personal Information in its possession or under its control. We achieve this through the implementation of appropriate and reasonable technical and organizational measures aimed at preventing the loss, damage, unauthorized destruction, unlawful access, or processing of your Personal Information.

4.2. To uphold these protective measures, VScan has identified and addressed reasonably foreseeable internal and external risks associated with your Personal Information. This includes:

  • 4.2.1. Secure storage and proper disposal of Personal Information records.
  • 4.2.2. Personal Information breach reporting and remediation procedures.

4.3. Should there be reasonable grounds to suspect that your Personal Information has been accessed or acquired by an unauthorized party, VScan is committed to notifying you in writing as soon as reasonably possible after the discovery of such a compromise.

5. DATA SECURITY:

5.1. We have implemented suitable technical and organizational security measures to safeguard the personal information we process. However, it’s essential to bear in mind that the internet itself is not 100% secure. While we take every effort to protect your personal information, the transmission of personal information to and from our services is done at your own risk. It’s advisable to access our services within a secure environment.

6. YOUR RIGHTS IN RESPECT OF YOUR PERSONAL INFORMATION:

6.1. You possess the right to access, rectify, and/or amend your Personal Information that VScan processes and retains. 6.2. You have the right to request a copy of the description of your Personal Information held  by VScan. 6.3. You have the right to request the correction, destruction, or deletion of your Personal Information. To exercise any of these rights, please send an email to VScan’s Information Officer, Mr. Grant, at info@vscan.co.za, and VScan will take all reasonable measures to verify your identity before disclosing details of your Personal Information. 6.5. Kindly note that any such access request may be subject to a legally allowable fee. 6.6. VScan commits to notifying you of the action taken in response to your request, and in  cases where the request is not granted, we will explain the reasons for refusal. 6.7. You also retain the right to object to the processing of your Personal Information or withdraw your consent to processing.

7. COOKIES AND HOW WE USE THE INFORMATION:

7.1. It’s important to be aware that VScan employs Cookies on our website.

7.2. Cookies can be described as text files containing a small amount of information that is downloaded to your device when you visit a website.

7.3. VScan uses Cookies to collect information that helps us enhance the user experience on our website.

8. MARKETING:

8.1. VScan may periodically send marketing emails or messages to the email address or cell phone number provided by you while using our website.

8.2. If you prefer not to receive such emails and/or messages, you can notify VScan by either emailing info@vscan.co.za or by clicking the opt-out option in any marketing email you receive.

9. DISCLAIMER:

9.1. VScan may include links on the website to other websites, mobile applications, or the services of third parties, advertisers, or affiliates.

9.2. Please note that VScan is not responsible for ensuring the privacy of your information with such parties. Therefore, we recommend that you familiarize yourself with the privacy policies of these parties.

10. ACCEPTANCE:

10.1. By using the website, you agree to VScan’s privacy and cookie policy.

10.2. If you do not wish to accept this policy, kindly discontinue the use of VScan’s website and its services.

11. HOW TO CONTACT US:

11.1. If you have any inquiries about this policy, require further information about our privacy practices, wish to withdraw consent, exercise preferences, or access or correct your personal information, please contact us using the contact details provided on our website.