Privacy Policy

Vertex Industrial Solutions
Country: South Africa
Applicable Legislation: Protection of Personal Information Act 4 of 2013 (POPIA)

1. Introduction

Vertex Industrial Solutions ("we", "us", "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, share, and protect personal information when you visit our website, create an account, purchase products, request quotations, contact customer support, or interact with our business.

We process personal information in accordance with POPIA and other applicable South African laws.

2. Information We Collect

We may collect the following personal information:

Personal and contact information

Full name and surname
Email address
Telephone or WhatsApp number
Billing and delivery addresses
Company name and business contact details, where applicable

Order and transaction information

Products purchased or requested
Order numbers and transaction history
Payment method and payment confirmation
Delivery and collection information
Returns, refunds, and warranty records

Website and technical information

IP address
Browser and device information
Pages visited and website interactions
Cookie identifiers
Approximate location derived from technical information

Customer communications

Emails and enquiries
Quotation requests
Customer support correspondence
Product reviews and feedback

We collect only information reasonably necessary for legitimate business purposes.

3. How We Collect Information

We collect personal information when you:

Place an order through our website.
Request a quotation or invoice.
Create a customer account.
Subscribe to marketing communications.
Contact us by email, telephone, WhatsApp, or website form.
Submit a return, refund, or warranty request.
Browse our website, where technical information is collected through cookies or similar technologies.

We may also receive information from authorised payment providers, delivery partners, and other service providers involved in fulfilling your order.

4. How We Use Personal Information

We process personal information for the following purposes:

Processing and fulfilling customer orders
Preparing quotations and invoices
Confirming and verifying payments
Arranging shipping and delivery
Providing order updates and tracking information
Managing returns, refunds, and warranties
Responding to enquiries and complaints
Maintaining customer accounts
Detecting and preventing fraud
Complying with accounting, tax, and legal obligations
Improving our website and customer service
Sending promotional communications where permitted by law

We will not use personal information for purposes incompatible with those for which it was collected unless legally permitted.

5. Lawful Grounds for Processing

We process personal information where there is an appropriate lawful justification, including:

Performing obligations under a purchase or service agreement
Complying with legal requirements
Pursuing legitimate business interests recognised under POPIA
Protecting the legitimate interests of customers
Obtaining consent where required

Consent may be withdrawn where processing relies on consent, subject to applicable legal limitations.

6. Payment Information and Security

We may offer payment methods such as electronic funds transfer (EFT) and other approved payment options.

Payment information is used to verify transactions, process orders, and manage refunds.

Where third-party payment processors are used, payment information may be processed according to their security procedures and privacy policies.

We do not request customers to disclose their online banking passwords, banking PINs, or one-time passwords.

We take reasonable technical and organisational measures to protect payment and transaction information.

7. Sharing Personal Information

We do not sell customers' personal information.

We may share relevant information with trusted service providers where necessary, including:

Courier and freight companies
Payment processing providers
Website hosting and e-commerce providers
Accounting and invoicing service providers
IT and cybersecurity service providers
Customer communication platforms
Professional advisers
Regulators or law enforcement authorities where legally required

Service providers are expected to handle personal information securely and in accordance with applicable legal requirements.

We share only the information reasonably necessary for the relevant service.

8. Delivery and Logistics Information

To arrange product delivery, we may share your name, delivery address, telephone number, and order-related delivery instructions with our courier or logistics partners.

This information is used to fulfil deliveries, provide tracking updates, and resolve shipping enquiries.

9. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

Enable shopping cart functionality
Maintain customer sessions
Remember website preferences
Improve website performance
Analyse website traffic
Measure advertising performance, where applicable

Non-essential advertising and analytics technologies will be managed in accordance with applicable consent and privacy requirements.

You may manage cookies through available website controls and browser settings.

Additional information is provided in our Cookie Policy.

10. Marketing Communications

We may send promotional emails, special offers, product updates, and other marketing communications where permitted by applicable law.

Where consent is required, we will obtain it before sending electronic direct marketing.

Existing-customer marketing will be conducted only where legally permitted, including applicable requirements relating to similar products and opt-out opportunities.

Customers may unsubscribe or object to direct marketing at any time.

Marketing opt-out requests will be honoured without charge.

Transactional communications, such as order confirmations and delivery updates, are separate from optional promotional communications.

11. Google Services and Advertising

Where enabled, our website may use Google services, including Google Merchant Center, Google Analytics, or Google Ads.

These services may process information relating to product listings, website activity, advertising interactions, and purchase events.

Where customer data is shared with Google or another advertising service, we will apply appropriate privacy disclosures, security safeguards, and consent mechanisms as required.

We will not disclose payment card details or other sensitive personal information in advertising URLs or analytics events.

Google's own privacy terms may also apply to its processing activities.

12. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected or to comply with applicable legal requirements.

Our retention practices include:

Order, invoice, and relevant accounting records: Generally retained for at least 5 years where required by applicable tax or recordkeeping legislation.
Customer service and warranty records: Retained for the period reasonably necessary to resolve enquiries, fulfil warranty obligations, and manage legal claims.
Marketing information: Retained until consent is withdrawn, an objection is received, or continued retention is no longer justified.
Customer accounts: Retained while necessary to provide account services, subject to lawful retention requirements.
Website technical information: Retained for periods appropriate to security, functionality, analytics, and applicable legal obligations.

When information is no longer required, we will securely delete, destroy, or de-identify it as appropriate.

13. Information Security

We implement reasonable security safeguards appropriate to the nature of the information processed.

These may include:

Restricted access to customer information
Secure account authentication
Access controls for business systems
Secure website connections
Appropriate protection of customer records
Security updates and system monitoring
Staff and service-provider confidentiality requirements

Although we take reasonable precautions, no electronic system can be guaranteed completely secure.

14. Personal Information Security Incidents

If we become aware of a security compromise involving personal information, we will investigate and take appropriate action.

Where required under POPIA, we will notify the Information Regulator and affected data subjects as soon as reasonably possible after discovering the compromise, taking account of any lawful delay.

We will provide relevant information about the incident and recommended protective measures where appropriate.

15. International Transfers of Personal Information

Some website hosting, payment, analytics, communication, or cloud service providers may operate outside South Africa.

Where personal information is transferred internationally, we will comply with POPIA's applicable cross-border transfer requirements.

This may include ensuring adequate protection through applicable law, binding agreements, consent, or another lawful basis.

16. Your Privacy Rights

Subject to applicable law, you may:

Request confirmation of whether we hold your personal information.
Request access to personal information we hold about you.
Request correction or updating of inaccurate information.
Request deletion or destruction of information where legally appropriate.
Object to certain processing activities.
Withdraw consent where consent is the lawful basis for processing.
Opt out of direct marketing.
Submit a complaint to the Information Regulator.

Certain requests may be subject to legal retention requirements or other lawful limitations.

17. Access, Correction, and Deletion Requests

Customers may submit privacy requests using the contact information published on our website.

We may request reasonable identity verification before releasing or changing personal information.

We will acknowledge privacy requests normally within 2 business days and aim to resolve straightforward requests within 10 business days, where reasonably possible.

Complex requests or requests subject to statutory procedures may require additional time. Applicable legal deadlines will take precedence.

18. Children's Personal Information

Our website primarily serves adults and business customers.

We do not knowingly collect or process children's personal information without an appropriate lawful basis.

Where we become aware that children's personal information has been collected unlawfully, we will take appropriate corrective action.

19. Third-Party Websites

Our website may contain links to third-party websites, manufacturers, payment services, or other external platforms.

We are not responsible for the privacy practices of independent third-party websites.

Customers should review the privacy policies of those services before providing personal information.

20. Information Officer

Vertex Industrial Solutions will designate an Information Officer in accordance with POPIA.

The Information Officer is responsible for overseeing compliance with applicable data protection obligations and coordinating privacy requests.

Business Name: Vertex Industrial Solutions
Information Officer: [Insert name or official designation]
Privacy Email: [Insert official privacy contact email]
Business Address: [Insert official business or service address]
Country: South Africa

21. Complaints to the Information Regulator

If you believe your personal information has been processed unlawfully, you may raise your concern with us or lodge a complaint with the Information Regulator of South Africa.

Information Regulator: <underline>https://inforegulator.org.za</underline>

22. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in legislation, business operations, technology, or privacy practices.

The latest version will be published on our website with its effective date.

Where required, we will provide additional notice or obtain consent for material changes.

23. Contact Us

For questions about this Privacy Policy or the handling of your personal information, contact:

Vertex Industrial Solutions

Call or Whatsapp +27 76 483 6616

Email: Info@vertexindustrialsolutions.co.za

Address: 142 Dallas Avenue, Menlyn, Pretoria

Opening Hours

Mon - Fri : 8 AM - 5:30 PM

Saturday : 8:30 AM - 3:00 PM

Sunday : Closed