Privacy Policy

Last updated: 15 October 2026

This policy explains how VerdanTech (Pty) Ltd collects, uses and protects personal information, as required by the Protection of Personal Information Act 4 of 2013 (POPIA). It covers visitors to our website and tools, prospective clients, clients and their staff, users of our client Portal, suppliers and job applicants.

1. Who is responsible

Responsible party VerdanTech (Pty) Ltd, registration number 2022/224559/07
Address 117 Stilgelee Avenue, Die Wilgers, Pretoria, Gauteng, South Africa
Information Officer Dennis Kriel, Director
Privacy contact info@verdantech.co.za
PAIA manual https://www.verdan.tech/paia-manual

2. When this policy does not apply

When we run campaigns, websites, forms, CRMs or automations for a client, we process that client’s customer and contact data on the client’s behalf as an operator. In that case the client is responsible for that information and the client’s own privacy policy applies. Our client agreements govern how we handle it.

3. What we collect

Category Examples Source
Identity and contact details Name, job title, company, email address, phone number You
Portal and account data Login details, user ID, activity logs, records of documents accepted (including date, time and IP address) You and automatically
Business and billing details Company name, registration and VAT numbers, invoices, payment history You
Communications Emails, messages, meeting notes and call recordings where you have been told about the recording You
Website and tool data IP address, device and browser details, pages visited, referring site, cookie identifiers, website addresses submitted to our tools Automatically and you
Marketing preferences Subscriptions, consents and opt-outs You
Information from others Public business sources, professional networks, referrers and, with consent, credit bureaux Third parties

We do not intentionally collect special personal information or the personal information of children.

4. Why we use it

Purpose Legal ground under POPIA
Responding to enquiries, preparing proposals and providing tool results Steps you ask us to take before a contract; legitimate interests
Concluding and performing client agreements, running the Portal, invoicing and recovering debts Performance of a contract; legal obligation
Running, securing and improving our website, tools and Portal Legitimate interests; consent for non-essential cookies
Sending marketing about our own services Your consent or, for existing clients, similar services with an opt-out in every message
Credit checks Consent; legitimate interests
Keeping records required by law and protecting our legal rights Legal obligation; legitimate interests

5. Do you have to provide information?

Providing personal information is voluntary. If you do not provide what we need, we may be unable to respond to your request or provide services. Some records are required by law, such as tax and accounting records under the Tax Administration Act 28 of 2011 and the Companies Act 71 of 2008.

6. Who we share it with

  1. Service providers that process information for us, such as cloud hosting, email, productivity, CRM, project management, accounting, analytics, communication and artificial intelligence providers. They are bound by written terms requiring confidentiality and appropriate security.
  2. Our professional advisers, auditors, insurers, debt collectors and credit bureaux.
  3. Regulators, courts and law enforcement, where the law requires it.
  4. A buyer or successor if all or part of our business is sold or merged.

We do not sell personal information.

7. Transfers outside South Africa

Some of our service providers store information outside South Africa, for example in the European Union or the United States. We transfer personal information only as permitted by section 72 of POPIA, ordinarily where the recipient is subject to laws, binding corporate rules or an agreement that provide an adequate level of protection.

8. Cookies

  1. Essential cookies make the website work and are always on.
  2. Analytics and advertising cookies (such as Google Analytics and Google Ads) are used only if you click Accept on our cookie banner.
  3. You can change your choice at any time through the cookie settings link in the footer or your browser settings.

9. How long we keep it

Information Retention
Client contracts, invoices and accounting records As long as the law requires, generally five to seven years
Enquiries and prospects who do not become clients Up to 24 months after our last contact
Marketing lists Until you unsubscribe, after which we keep a suppression record so that we do not contact you again
Website analytics In line with the retention settings of our analytics tools

After that, we delete or de-identify the information.

10. Security

We take appropriate, reasonable technical and organisational measures to protect personal information against loss, damage and unauthorised access, as required by section 19 of POPIA. If a security compromise occurs, we notify the Information Regulator and affected persons as required by section 22 of POPIA.

11. Your rights

Under POPIA you may:

  1. ask whether we hold your personal information and request access to it;
  2. ask us to correct or delete information that is inaccurate, out of date, excessive or unlawfully obtained;
  3. object on reasonable grounds to processing based on legitimate interests;
  4. object to direct marketing or withdraw your consent at any time; and
  5. lodge a complaint with the Information Regulator at https://inforegulator.org.za.

Send requests to our Information Officer at the contact details in section 1. We may need to verify your identity before acting on a request. Requests for access to records are handled under our PAIA manual.

12. Changes to this policy

We may update this policy by publishing a new version on this page. The date at the top shows when it was last updated.