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Privacy Policy

Last Updated: January 2026

Vortin Digital ("we," "our," or "us") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) of South Africa. This Privacy Policy explains how we collect, use, process, store, and protect your personal information when you visit our website or use our services.

1. Information We Collect

We collect the following types of personal information:

  • Contact Information: Name, email address, phone number
  • Business Information: Package selection, project description, business requirements
  • Technical Information: IP address, browser type, device information, cookies (with consent)
  • Communication Records: Messages, inquiries, and correspondence

2. How We Collect Information

We collect personal information through:

  • Contact forms on our website
  • Direct email communications
  • WhatsApp messages
  • Website analytics (with your consent)
  • Cookies and similar technologies (with your consent)

3. Purpose of Processing

We process your personal information for the following legitimate purposes:

  • Responding to your inquiries and providing customer support
  • Processing service requests and project proposals
  • Communicating about our services, pricing, and projects
  • Improving our website and services
  • Complying with legal obligations
  • Preventing fraud and ensuring security

4. Legal Basis for Processing

We process your personal information based on:

  • Consent: When you explicitly consent to data processing (e.g., contact form submission)
  • Contract Performance: To fulfill our obligations when providing services
  • Legitimate Interests: To improve our services and website functionality
  • Legal Obligations: To comply with applicable laws and regulations

5. Data Storage and Security

We implement appropriate technical and organizational measures to protect your personal information:

  • Secure HTTPS connections for data transmission
  • Encrypted data storage
  • Access controls and authentication
  • Regular security assessments
  • Secure third-party service providers

Your data is stored on secure servers and is only accessible to authorized personnel who need it to perform their duties.

6. Data Retention

We retain your personal information for as long as necessary to:

  • Fulfill the purposes for which it was collected
  • Comply with legal obligations
  • Resolve disputes and enforce agreements

Retention Periods:

  • Contact form submissions: 3 years from last contact
  • Service contracts: 7 years after contract completion (legal requirement)
  • Marketing communications: Until consent is withdrawn
  • Website analytics: 26 months (if consent given)

After the retention period, we securely delete or anonymize your personal information.

7. Third-Party Sharing

We may share your personal information with the following third parties:

  • Web3Forms: Form submission service provider (data processed in accordance with their privacy policy)
  • Hosting Providers: Website hosting and data storage services
  • Analytics Providers: Google Analytics (only with your consent)
  • Legal Authorities: When required by law or to protect our rights

We ensure all third-party service providers have appropriate data protection measures in place and only process data for specified purposes.

8. Cross-Border Data Transfers

Some of our service providers may process data outside South Africa. When we transfer data across borders, we ensure:

  • Equivalent data protection standards are maintained
  • Appropriate contractual safeguards are in place
  • Compliance with POPIA requirements for cross-border transfers

By using our services, you consent to such transfers where necessary for service provision.

9. Your Rights (POPIA Section 23-25)

Under POPIA, you have the following rights regarding your personal information:

  • Right to Access: Request a copy of your personal information we hold
  • Right to Correction: Request correction of inaccurate or incomplete information
  • Right to Deletion: Request deletion of your personal information (subject to legal obligations)
  • Right to Object: Object to processing of your personal information
  • Right to Withdraw Consent: Withdraw consent at any time (where processing is based on consent)
  • Right to Data Portability: Receive your data in a structured, commonly used format
  • Right to Lodge a Complaint: File a complaint with the Information Regulator

To exercise any of these rights, please contact our Information Officer using the details below.

10. Information Officer

Information Officer: Christiaan Blom

Email: christiaanblom115@gmail.com

Business Name: Vortin Digital

Region: Western Cape, South Africa

For any questions, concerns, or requests regarding your personal information, please contact our Information Officer. We will respond to your request within a reasonable timeframe, as required by POPIA.

11. Cookies and Tracking Technologies

Our website may use cookies and similar tracking technologies. We only use non-essential cookies with your explicit consent. For more information, please see our Cookie Policy.

12. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the updated policy on our website
  • Updating the "Last Updated" date
  • Notifying you via email if you are a current client

Your continued use of our website after changes constitutes acceptance of the updated policy.

14. Complaints

If you have concerns about how we handle your personal information, you may:

  1. Contact our Information Officer first to resolve the issue
  2. Lodge a complaint with the Information Regulator of South Africa:

15. Contact Us

For any questions about this Privacy Policy or our data practices, please contact:

Vortin Digital
Information Officer: Christiaan Blom
Email: christiaanblom115@gmail.com
WhatsApp: +27 82 949 7003

This Privacy Policy is effective as of January 2026 and complies with the Protection of Personal Information Act, 2013 (POPIA) of South Africa.