Contact Us:
📞 +27 81 877 1585
📧 info@vantage-digital.co.za
Effective Date: 30 June 2021

1. Introduction

This policy outlines the procedures and guidelines for Vantage Digital Solution, a company specialising in digital solutions and software support, to ensure compliance with the Protection of Personal Information Act (POPIA) of South Africa. The policy aims to protect the privacy rights of individuals and ensure the responsible handling of personal information collected and processed by the company.

2. Scope

This policy applies to all employees, contractors, and third parties who handle personal information on behalf of Vantage Digital Solution. It covers all personal information collected, stored, processed, or transmitted in any form, including electronic and physical records.

3. Definitions

• Personal Information: Any information relating to an identifiable natural or juristic person.
• Processing: Any operation performed on personal information, such as collection, storage, use, and disclosure.
• Responsible Party: Vantage Digital Solution, determining the purpose and means of processing personal information.
• Data Subject: The individual to whom the personal information relates.

4. Compliance with POPIA Principles

4.1 Accountability: Vantage Digital Solution has appointed an internal Information Officer responsible for overseeing POPIA compliance. This officer ensures resources are allocated to protect personal data, implements internal controls, and serves as a point of contact for the Information Regulator.

4.2 Lawful Processing: We collect and process personal information only for lawful purposes, with data subject consent or where otherwise authorised by law. All purposes will be clearly communicated, and further processing will require additional consent.

4.3 Minimisation of Data: Only the minimum personal information necessary for the relevant purpose is collected and retained. Unnecessary collection or storage is avoided.

4.4 Accuracy: Reasonable efforts are made to ensure personal information is accurate and complete. Data subjects may request corrections to their information.

4.5 Storage Limitation: Personal information is retained only as long as necessary to fulfil its intended purpose, unless legally required otherwise. Once no longer needed, it is securely disposed of.

5. Training and Awareness

All staff, contractors, and partners handling personal information will undergo regular POPIA training and awareness sessions. Confidentiality agreements are required and adherence to this policy is mandatory.

6. Breach Notification

In the event of a data breach, we will assess and mitigate risk, notify affected individuals and the Information Regulator, and provide full details of the breach, its impact, and our response.

7. Data Protection Impact Assessments (DPIA)

We conduct DPIAs for new projects that involve the processing of personal information. These assessments help us identify and mitigate privacy risks and implement safeguards accordingly.

8. Vendor Management

We ensure all third-party vendors handling personal information comply with POPIA by including data protection clauses in contracts and regularly reviewing their compliance status.

9. Continuous Improvement and Compliance

Vantage Digital Solution commits to continuous monitoring, auditing, and improving of data protection practices. We follow regulatory updates and best practices to remain compliant.

10. Policy Review

This policy will be reviewed periodically to reflect legal, technological, or operational changes. All employees will be informed of updates, and compliance with the latest version will be mandatory.

11. Conclusion

Vantage Digital Solution is dedicated to protecting the personal information of individuals in accordance with POPIA. This policy sets out the foundation for compliant, ethical, and secure data handling. Adherence is required from all employees, contractors, and stakeholders.