Vision Intelligence Consulting (Pty) Ltd (“VIC”, “we”, “us”) respects your privacy. This notice explains what personal information we collect, why we collect it, who we share it with and what your rights are under the Protection of Personal Information Act 4 of 2013 (POPIA).
Who we are
VIC is the responsible party for the personal information described in this notice. Our Information Officer is Dr Andrea Jacobs.
What we collect
- Contact details: your name, email address, phone number, and business or practice name when you contact us, book a session or become a client.
- Client and billing details: company registration, VAT and tax numbers, billing address, signed agreements, invoices and payment records.
- Information you share while we work together: documents, messages and files needed to deliver our services.
- Event and training details: registrations, attendance and feedback for VIC Academy workshops and events.
- Feedback and reviews: anything you choose to send us, including whether you give permission for us to share a compliment.
Our website does not use cookies, analytics or tracking, and has no forms that collect information.
Why we use it
- To respond to your enquiries and provide the services you ask for.
- To prepare proposals, agreements and invoices, and to keep proper financial records.
- To run events and training, and to issue CPD records where relevant.
- To meet our legal, tax and regulatory obligations.
- To send you information about our services, but only if you’re an existing client or have agreed to it. You can opt out at any time.
We process personal information only where POPIA allows it: with your consent, to perform a contract with you, to comply with the law, or for our legitimate business interests in a way that respects your rights.
Information we process for our clients
When we provide services such as practice management, billing, coding or virtual assistance, we may handle personal information, including patient information, on behalf of our clients. In those cases the client is the responsible party and VIC acts as their operator. Our Data Processing Terms explain how we protect that information.
Who we share it with
We never sell your personal information. We share it only where necessary, with:
- trusted service providers who help us run our business, such as our email and document platform (Google Workspace), our website host and our accountants;
- members of the VIC team who need it to do their work, all of whom are bound by confidentiality;
- authorities or others where the law requires it.
Every service provider is required to keep your information confidential and secure.
Information stored outside South Africa
Some of our service providers, including Google, may store information on servers outside South Africa. We only use providers that are subject to laws or binding agreements giving a level of protection comparable to POPIA, as section 72 of POPIA requires.
How we protect it
We use reasonable technical and organisational measures to protect your information, including secure, password-protected systems with two-step verification, access limited to the people who need it, and regular backups. If we ever become aware of a security compromise affecting your personal information, we will notify you and the Information Regulator as POPIA requires.
How long we keep it
We keep personal information only for as long as we need it for the purpose it was collected, or as long as the law requires, for example, financial records are kept for at least five years. After that, it is securely deleted or de-identified.
Your rights
Under POPIA you have the right to:
- ask whether we hold personal information about you, and for a copy of it;
- ask us to correct or update it;
- ask us to delete it, where we’re no longer allowed to keep it;
- object to us processing it, including for direct marketing;
- withdraw your consent at any time, where we rely on consent.
To make a request, email info@visionintelligence.co.za. We may ask you to confirm your identity first, and we’ll respond within a reasonable time.
Complaints
If you have a concern, please contact us first so we can try to put it right. You also have the right to lodge a complaint with the Information Regulator:
Information Regulator (South Africa)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Complaints: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za · 010 023 5200
Website: inforegulator.org.za
Changes to this notice
We may update this notice from time to time. The latest version will always be on this page, with the date it took effect.