Privacy policy
This explains what personal information VB Dynamics collects, why we collect it, who we share it with, and how you can ask us to change or delete it. It is written to meet South Africa's Protection of Personal Information Act, 2013 (POPIA).
Who we are
VB Dynamics Holding (Pty) Ltd, trading as VB Dynamics, is a web development, SEO, branding and digital services business based in Randburg, Gauteng, South Africa. In POPIA terms we are the responsible party for the personal information described here.
Our Information Officer is the founder, Vince. You can reach him directly:
- Email: [email protected]
- Phone or WhatsApp: +27 78 811 7164
- Address: Randburg, Gauteng, South Africa
What we collect
We only collect what we need to answer your enquiry and do the work you've asked for.
| Where it comes from | What we collect |
|---|---|
| Contact or enquiry form | Your name, email address, phone number, business name and whatever you tell us about your project. |
| Your phone number, WhatsApp display name and the messages you send us. | |
| Your email address, signature details and the content of your message. | |
| Using the website | Pages visited, time on page, approximate location (city level), device and browser type, and the site that referred you. |
| Becoming a client | Billing details, invoicing address, VAT number where applicable, and the content, images and logins you give us for your project. |
| On-site chat assistant | The messages you type into the chat widget, so we can answer you and improve the responses. |
We do not deliberately collect special personal information — health data, religious or political beliefs, biometrics, or criminal history. Please don't send it to us. If it appears in material you supply for a project, we treat it as confidential and use it only for that project.
Why we use it
- To reply to you. Answering enquiries, quoting, and scoping work.
- To deliver your project. Building, designing, hosting, printing and supporting what you've paid for.
- To invoice and keep records. Issuing invoices and meeting South African tax and company law obligations.
- To improve the website. Understanding which pages are useful and where people get stuck.
- To stay in touch about your project. Support, renewals, domain and hosting expiry reminders.
We rely on your consent, on the need to perform a contract with you, and on our legitimate business interests, depending on the purpose above. We do not send marketing email to people who have not asked for it, and any marketing we do send has a working unsubscribe link.
Who we share it with
We never sell your personal information, rent it out, or hand it to advertisers. We share it only with the service providers we need to run the business, and only as much as they need:
- Hosting and domain providers, who store the site and your email.
- Google, for analytics and business profile reviews.
- Meta, when you contact us on WhatsApp.
- Payment and accounting providers, for invoicing and reconciliation.
- Print partners, where you have ordered printed material and delivery details are required.
We will also disclose information where the law requires it, or where it is necessary to establish or defend a legal claim.
Transfers outside South Africa
Some of the providers above process data on servers outside South Africa. Where that happens, we only use providers that are subject to laws or binding agreements giving your information a level of protection substantially similar to POPIA, as section 72 of the Act requires.
How long we keep it
- Enquiries that don't become projects: up to 12 months, then deleted.
- Client project files and correspondence: for the life of the relationship and 5 years after, so we can support work we built.
- Invoices and financial records: 5 years, as required by South African tax law.
- Analytics data: retained on Google's standard retention setting, in aggregate form.
You can ask us to delete your information earlier, and we will unless the law requires us to keep it.
How we protect it
We keep the number of people with access to your information as small as possible — in practice, that is Vince and, where a project requires it, a named collaborator bound to the same confidentiality. The site is served over HTTPS, accounts use strong unique passwords with two-factor authentication where the provider supports it, and project credentials you share with us are stored in an encrypted password manager rather than in email.
No system is perfectly secure. If a breach occurs that is likely to affect you, we will notify you and the Information Regulator as POPIA requires, and tell you what happened and what to do about it.
Your rights
Under POPIA you may:
- Ask what personal information we hold about you, and get a copy.
- Ask us to correct anything inaccurate, or complete anything missing.
- Ask us to delete information we no longer have a lawful reason to keep.
- Object to us processing your information for a particular purpose.
- Withdraw consent you previously gave, without affecting what was done before.
- Complain to the Information Regulator.
Email [email protected] with what you'd like done. We respond within 30 days and there is no charge for a reasonable request. Formal access requests can be made on Form 2 under the Promotion of Access to Information Act.
Children
Our services are aimed at businesses, and we do not knowingly collect information from anyone under 18. If you believe a child has sent us personal information, tell us and we will delete it.
If you are a client: data on the sites we build
When we build or maintain a website for you, your customers' information belongs to you. In POPIA terms you are the responsible party and we act as an operator on your behalf. That means:
- We process that data only on your instructions, for your project.
- We treat it as confidential and do not use it for our own purposes.
- We tell you promptly if we become aware of a compromise affecting it.
- You remain responsible for having your own privacy policy and lawful basis for the data you collect.
Need a privacy policy for your own site? It's part of what we set up during a build. Ask Vince and we'll cover it in the scope.
Changes to this policy, and complaints
We update this page when our tools or practices change. The date at the top always reflects the current version, and material changes will be flagged on the site.
If you are unhappy with how we handled your information, please tell us first — most things are fixed in a single conversation. If you'd still like to escalate, you can contact the Information Regulator of South Africa:
- Website: inforegulator.org.za
- Complaints email: [email protected]
A note on this document. It describes our actual practices in plain language, but it isn't legal advice. If your business has unusual data obligations, have an attorney review your own version before publishing it.