1. Introduction

Virtual Force (Pty) Ltd (“Virtual Force”, “we”, “us” or “our”) respects the privacy of individuals and is committed to protecting personal information processed through our business activities.

This Privacy Policy explains how Virtual Force collects, processes, uses, protects and shares personal information in accordance with applicable South African privacy legislation, including the Protection of Personal Information Act, 2013 (“POPIA”).

Virtual Force provides technology-enabled qualified lead generation, customer engagement and communication solutions to businesses.

This Privacy Policy applies to personal information processed through:

our website;
business enquiries;
client and supplier relationships;
customer engagement activities; and
services provided by Virtual Force.

Virtual Force is committed to ensuring that personal information is processed responsibly, transparently and only for legitimate business purposes.

2. Information Officer

Virtual Force has appointed an Information Officer responsible for overseeing information governance and privacy-related matters.

Information Officer:
Carika Grobler

Position:
Director and Information Officer

Email:
carika@virtualforce.co.za

Telephone:
(072) 901-2975

3. Our Commitment to Privacy

Virtual Force is committed to:

processing personal information lawfully and responsibly;
collecting only information necessary for a specific and legitimate purpose;
protecting personal information against loss, misuse, unauthorised access or disclosure;
respecting the privacy rights of individuals; and
maintaining appropriate safeguards for information under our control.

We recognise that trust is essential when providing lead generation and customer engagement services to our clients.

4. Information We May Process

Depending on the nature of the relationship and services provided, Virtual Force may process the following categories of personal information:

4.1 Client and Business Information

This may include:

name and surname;
company details;
contact information;
business correspondence;
contractual information; and
service-related information.

4.2 Consumer Information

Where Virtual Force performs qualified lead generation and customer engagement services, we may process limited personal information relating to consumers, which may include:

contact information;
information voluntarily provided during an engagement;
responses relevant to qualification requirements;
information required to facilitate a requested follow-up; and
confirmation of consent where applicable.

Virtual Force aims to collect and process only personal information reasonably required for the intended purpose.

5. How We Use Personal Information

Virtual Force processes personal information for purposes necessary to provide its services, manage business relationships and facilitate authorised customer engagements.

Personal information may be used for purposes including:

providing qualified lead generation and customer engagement services to clients;
facilitating authorised follow-up engagements between clients and individuals who have agreed to continue with an engagement;
communicating with clients, prospective clients, suppliers and business partners;
managing contractual relationships and service delivery;
conducting quality assurance and service improvement activities;
maintaining operational and business records;
responding to enquiries and support requests; and
complying with applicable legal, regulatory and contractual obligations.

Virtual Force processes personal information only for legitimate purposes and does not process personal information in a manner that is incompatible with the purpose for which it was collected, unless permitted or required by applicable law.

6. Consumer Engagement and Consent

Virtual Force supports responsible consumer engagement practices and respects the privacy choices of individuals.

Where Virtual Force conducts customer engagement activities:

individuals are engaged for the purpose of identifying whether they wish to receive further information, a quotation, or follow-up communication relating to a service;
personal information is processed only where there is an appropriate lawful basis;
where consent is required, consent is obtained before progressing with further engagement or sharing relevant information with an authorised client;
only information reasonably required for the intended purpose is collected; and
individuals may choose not to continue with an engagement.

Where an individual chooses to continue with an engagement, relevant information may be processed to facilitate the requested service, follow-up communication, quotation process or referral to an authorised client who has contracted Virtual Force for lead generation or customer engagement services.

Virtual Force does not use personal information for unrelated purposes or provide personal information to unrelated third parties.

7. Sharing of Personal Information

Virtual Force may share personal information where necessary to provide contracted services, facilitate authorised engagements, or where otherwise permitted by applicable legislation.

Personal information may be shared with:

clients who have contracted Virtual Force to provide qualified lead generation, customer engagement or related services;
authorised service providers supporting Virtual Force’s business operations;
technology providers required to deliver services;
professional advisers where necessary; and
regulatory or governmental authorities where required by law.

Virtual Force does not sell or trade personal information as a standalone list.

Where Virtual Force provides qualified leads or facilitates customer engagements for clients, relevant personal information may be shared with authorised clients for the purpose of enabling the requested follow-up, quotation, service engagement or related business process.

Where personal information is shared with clients or service providers, reasonable measures are taken to ensure that information is handled responsibly and protected appropriately.

8. Information Security

Virtual Force is committed to protecting personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction.

The Company implements reasonable technical and organisational measures appropriate to the nature of the information processed and the services provided.

These measures may include:

access controls to ensure information is available only to authorised persons;
authentication and user management controls;
secure handling and storage of information;
confidentiality obligations for persons who have access to information;
monitoring and review of information management practices; and
procedures for the secure disposal of information when it is no longer required.

Virtual Force regularly reviews its information security practices to support the ongoing protection of personal information.

9. Retention of Personal Information

Virtual Force retains personal information only for as long as reasonably necessary for the purpose for which it was collected, to fulfil contractual obligations, to comply with legal requirements, or to support legitimate business purposes.

Retention periods may vary depending on:

the nature of the information;
the purpose for which it was processed;
contractual requirements;
legal obligations; and
operational requirements.

When personal information is no longer required, Virtual Force takes reasonable steps to securely delete, destroy or de-identify such information where appropriate.

10. Sharing Information with Service Providers

Virtual Force may use selected third-party service providers to support the operation and delivery of its services.

These service providers may include providers of:

technology infrastructure;
communication platforms;
hosting services;
software solutions; and
business support services.

Where third parties process personal information on behalf of Virtual Force, reasonable measures are taken to ensure that such parties handle information responsibly and implement appropriate safeguards.

Virtual Force does not permit service providers to use personal information for purposes unrelated to the services they provide to Virtual Force.

11. Confidentiality and Protection of Client Information

Virtual Force recognises the importance of protecting confidential information belonging to clients, suppliers, business partners and individuals.

The Company takes reasonable steps to ensure that confidential information is:

accessed only by authorised persons;
used only for legitimate business purposes; and
protected against unauthorised disclosure.

Confidential information may include:

client information;
business information;
contractual information;
operational information; and
personal information.

Virtual Force respects the confidentiality obligations applicable to its client and supplier relationships.

12. Website Information and Cookies

When you visit the Virtual Force website, certain information may be collected automatically through standard website technologies.

This information may include:

browser type;
device information;
website usage information;
pages visited; and
technical information required for website functionality, security and improvement.

Virtual Force may use cookies or similar technologies to improve website functionality, analyse website usage and enhance the user experience.

You may manage or disable cookies through your browser settings. Please note that disabling cookies may affect certain website functionality.

13. Your Rights Regarding Personal Information

Individuals have rights relating to their personal information in accordance with applicable privacy legislation.

These rights may include:

requesting access to personal information held by Virtual Force;
requesting correction or updating of inaccurate or incomplete personal information;
requesting deletion of personal information where appropriate;
objecting to certain processing activities where permitted by law;
withdrawing consent where processing is based on consent; and
submitting enquiries or complaints regarding the handling of personal information.

Requests relating to personal information may be submitted to the Virtual Force Information Officer using the contact details provided in this Privacy Policy.

Virtual Force will consider and respond to requests in accordance with applicable legal requirements.

14. Complaints and Queries

If you have any questions, concerns or complaints regarding the processing of personal information by Virtual Force, you may contact our Information Officer.

Information Officer:
Carika Grobler

Position:
Director and Information Officer

Email:
carika@virtualforce.co.za

Telephone:
(072) 901-2975

Virtual Force will review privacy-related enquiries and complaints and respond within a reasonable timeframe.

Individuals also have the right to lodge a complaint with the Information Regulator of South Africa if they believe their personal information has not been handled appropriately.

Information Regulator (South Africa)
Website: https://inforegulator.org.za

15. Updates to this Privacy Policy

Virtual Force may update this Privacy Policy from time to time to reflect changes in:

business operations;
technology and service offerings;
legal or regulatory requirements; or
information management practices.

The latest version of this Privacy Policy will be published on the Virtual Force website.

16. Contact Information

For any enquiries regarding this Privacy Policy or the processing of personal information, please contact:

Virtual Force (Pty) Ltd

Information Officer:
Carika Grobler

Email:
carika@virtualforce.co.za

Website:
www.virtualforce.co.za