Privacy Policy

Last updated: June 2026

VRC Prospects cc ("we", "us", or "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) of South Africa. This Privacy Policy explains what personal information we collect, why we collect it, how we protect it, and what rights you have.

1. Responsible Party and Information Officer

Responsible Party: VRC Prospects cc

Information Officer: The proprietor of VRC Prospects cc

Contact:

• Email: query@vrcpro.co.za
• Phone: +27 (0)82 347 3719
• Address: Sonlandpark, Vereeniging, Gauteng, 1929

2. What Personal Information We Collect

We collect only the personal information necessary for our business operations:

• Contact Information: Your name, email address, and phone number — collected when you submit a quote request or contact us.
• Message Content: Any information you voluntarily provide in the message field of our quote form.
• Technical Information: IP address, browser type (user agent), referrer URL, and pages visited — collected automatically in our server logs for security and traffic analysis.

We do not collect special personal information (e.g., health data, biometric data, criminal records) through this website.

3. How and Why We Use Your Information

We process personal information only for specific, lawful purposes:

• To respond to enquiries: To contact you regarding your quote request or query.
• To provide services: To prepare quotations, arrange site visits, and manage contracts.
• To comply with legal obligations: Tax, accounting, and regulatory record-keeping requirements.
• For security: To detect and prevent spam, abuse, and unauthorised access to our systems.
• For website improvement: To analyse anonymous traffic patterns using server log data.

4. Legal Basis for Processing

Under POPIA, we process personal information based on:

• Consent: When you voluntarily submit the quote form.
• Contractual necessity: To perform a contract with you or take steps at your request before entering into a contract.
• Legal obligation: To comply with tax, employment, and company law.
• Legitimate interest: For network security, fraud prevention, and website analytics.

5. Data Sharing and Operators

We do not sell, trade, or rent your personal information to third parties.

We are a sole proprietorship with no employees. Website hosting and email services are managed directly by VRC Prospects on our own server. We do not use third-party CRMs, marketing platforms, or cloud analytics services that process your data.

Our only external operator relationship is with our domain registrar, which holds domain registration details only. No personal information collected through this website is shared with external operators.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data:

• All website traffic is encrypted with HTTPS (TLS 1.2+).
• Form submissions are protected by honeypot fields and rate limiting to prevent spam.
• Server logs are stored with restricted access permissions and are not publicly accessible.
• The AWStats analytics interface is protected and not available to the public.
• Regular security updates are applied to the web server.

7. Data Retention

We retain personal information only for as long as necessary for the purpose it was collected:

• Quote enquiries: Retained for 12 months if no contract is concluded. If a contract is formed, records are retained for the duration of the contract plus any legally required period (typically 5 years for tax purposes).
• Server access logs: Retained for 60 days, after which they are securely deleted.
• Email correspondence: Retained for 24 months or longer if related to an active contract or legal matter.

When retention periods expire, data is securely deleted using overwrite methods.

8. Your Rights Under POPIA

You have the following rights regarding your personal information:

• Right of access: Request confirmation of whether we hold your personal information and receive a description of it.
• Right to correction: Request that inaccurate, misleading, or outdated information be corrected.
• Right to deletion: Request deletion of your personal information where we are no longer authorised to retain it.
• Right to object: Object to the processing of your personal information, including for direct marketing purposes.
• Right to complain: Lodge a complaint with the Information Regulator if you believe your rights have been violated.

To exercise any of these rights, contact us at query@vrcpro.co.za. We will respond within 20 working days.

9. Cookies

Our website uses only essential cookies necessary for security and functionality. We do not use tracking, marketing, or third-party analytics cookies. For full details, please see our Cookie Policy.

10. Data Breaches

In the unlikely event of a data breach involving your personal information, we will notify the South African Information Regulator and affected individuals as soon as reasonably possible, in accordance with Section 22 of POPIA.

11. Cross-Border Transfers

We do not transfer personal information outside South Africa. Our web server is located in South Africa, and all data processing occurs within the country.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date.

13. Contact Us and Complaints

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

• Email: query@vrcpro.co.za
• Phone: +27 (0)82 347 3719
• Address: Sonlandpark, Vereeniging, Gauteng, 1929

If you are not satisfied with our response, you may contact the Information Regulator of South Africa:

• Website: justice.gov.za/inforeg
• Email: inforeg@justice.gov.za
• Physical address: JD House, 27 St Andrews Street, PRETORIA

Last updated: June 2026