How we handle your information
This policy explains what VendorFlow collects, how we use it, and the steps we take to protect customer and visitor data.
Effective date: 13 April 2026
1. Overview
This Privacy Policy provides VendorFlow's ("the Company") policies and procedures for collecting, using, processing, and disclosing your information. Users can access the Service through the Company's website. This Privacy Policy governs the access and use of the Service, regardless of how it is accessed.
By using the Services, you consent to the collection, transfer, processing, storage, disclosure, and other uses of your information as described in this Privacy Policy. All forms of data, content, and information described below are collectively referred to as "Information".
2. Compliance with POPIA
This Privacy Policy is intended to comply with the Protection of Personal Information Act (POPIA) of South Africa.
3. Information we collect and store
We may collect and store the following information when you use the Service:
Information provided by you
When you register on the website, you may be required to provide certain personal information, such as your name, phone number, billing information, email address, and physical addresses.
Log data
When you use the Service, we may automatically record information from your device, its software, and your activity using the Services. This may include information you search for on our website, locale preferences, identification numbers associated with your devices, date and time stamps associated with transactions, system configuration information, metadata concerning your files, and other interactions with the Service.
Cookies
We may use cookies to collect information and improve our Services. A cookie is a small data file that we transfer to your device. We may use session ID cookies to enable certain features of the Service, better understand how you interact with the Service, and monitor aggregate usage and web traffic routing on the Service.
You can instruct your browser to stop accepting cookies or to prompt you before accepting a cookie from websites you visit. If you do not accept cookies, you may not be able to use all aspects of the Service.
4. How we use personal information
We may use personal information to:
- Provide and improve our services, products, and website.
- Administer your use of the Service.
- Better understand your needs and interests.
- Personalise and improve your experience.
- Provide or offer software updates and product announcements.
If you no longer wish to receive communications from us, please follow the unsubscribe instructions in those communications or update your profile information where available.
5. Analytics
We also collect some information, ourselves or using third-party services, through logging and cookies, such as IP address, which can sometimes be correlated with personal information. We use this information to monitor and analyse the use of the Service, for technical administration, to improve functionality and user-friendliness, and to verify that users have the authorisation needed for the Service to process their requests.
6. Information sharing and disclosure
Your use
Your information may be displayed to other users in the course of using the Service. We will endeavour to ensure that such disclosure falls within the ordinary parameters of the product design and use and your selected settings for such use. You can review and revise your information at any time. We do not sell your information to any third party.
Service providers, business partners, and others
We may use trusted third-party companies and individuals to help us provide, analyse, and improve the Service, including data storage, maintenance services, database management, web analytics, payment processing, and feature improvement. These third parties may have access to your information only for the purpose of performing tasks on our behalf and under obligations similar to those in this Privacy Policy.
Compliance with laws and protection of rights
We may disclose files stored in your account and information about you where we have a good faith belief that disclosure is reasonably necessary to:
- Comply with a law, including POPIA.
- Protect the safety of any person from death or serious bodily injury.
- Prevent fraud or abuse.
- Protect the Company's property rights.
Non-private or non-personal information
We may disclose non-private, aggregated, or otherwise non-personal information, such as usage statistics relating to our Service.
7. Rights of data subjects
Under POPIA, you may have the right to:
- Access your personal information.
- Correct inaccuracies in your personal information.
- Object to the processing of your personal information.
- Request the deletion of your personal information.
To exercise these rights, contact us at support@vendorflow.tech.
8. Changing or deleting your information
If you are a registered user, you may review, update, correct, or delete personal information provided in your registration or account profile by changing your account settings. If your personally identifiable information changes, or if you no longer desire our Service, you may update or delete it through your account settings where available.
In some cases, we may retain copies of your information if required by law. For questions about your personal information on our Service, contact support@vendorflow.tech.
9. Data retention
We will retain your information for as long as your account is active or as needed to provide you services. If you wish to cancel your account or request that we no longer use your information to provide services, you may delete your account where supported.
We may retain and use your information to comply with legal obligations, resolve disputes, and enforce our agreements. Consistent with these requirements, we will try to delete your information promptly upon request, although there may be latency in deleting information from our servers and backed-up versions may continue to exist for a period after deletion.
10. Security
The security of your information is important to us. When you enter sensitive information, such as a credit card number, we encrypt the transmission of that information using secure socket layer technology (SSL).
We implement security measures such as encryption, access controls, and regular security reviews to safeguard your information. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.
If you have any questions about security on our website, contact us at support@vendorflow.tech.