Privacy Policy

1. Scope

This Privacy Policy explains how VisaFlow (Pty) Ltd handles personal information when you visit our marketing website, contact us, sign up for updates, or otherwise interact with us as a prospective or current customer.

It also explains, at a high level, how VisaFlow approaches personal information that customers process through the VisaFlow platform. In those platform contexts, customer contracts, in-product notices, and customer instructions may also apply.

2. POPIA roles

For personal information collected through this marketing website, including contact enquiries and newsletter subscriptions, VisaFlow generally acts as the responsible party for that information.

For applicant, client, employee, case, or document data uploaded by a customer into the VisaFlow platform, the customer organisation will usually determine the purpose and means of processing and VisaFlow will usually process that information to provide the service. The exact allocation depends on the feature, the agreement, and the circumstances of the processing.

3. Information we collect

• Business contact details you provide through our website, including your name, email address, company, phone number, and enquiry content.
• Marketing signup details, such as your email address and the source of your newsletter subscription, where you opt in.
• Basic website analytics and campaign-measurement data if you accept optional cookies, which can include information made available by Google or Meta technologies.

When a customer uses the VisaFlow service, personal information can also include case details, contact records, documents, messages, and related operational data uploaded or generated within the product.

4. Collection notices on public forms

When you submit a public form on our website, we display a collection notice describing the purpose of collection, which fields are required or optional, the consequences of not providing required information, the categories of recipients, possible cross-border processing, and where to find this Privacy Policy.

For newsletter signups, we require an express marketing opt-in before adding you to the mailing list.

5. How we use personal information

• Respond to enquiries, schedule demos, and manage prospective customer conversations.
• Send newsletters or product updates where you have opted in.
• Operate, secure, and improve the website and related services.
• Comply with legal, regulatory, audit, dispute-resolution, and record-keeping obligations.

6. Sharing and operators

We do not sell your personal information. We may disclose personal information to the following categories of recipients where relevant to the purpose for which it was collected:

• Hosting and infrastructure providers.
• Email and communications providers.
• Analytics and campaign-measurement providers, but only if you opt in to optional cookies.
• Professional advisers, regulators, or authorities where disclosure is required or reasonably necessary.

Where personal information is processed on our behalf, we expect the relevant provider to handle that information only for the permitted service purpose and subject to appropriate contractual or platform safeguards.

7. International and cross-border processing

Some of our service providers or technical infrastructure may be located outside South Africa. Where personal information is processed or disclosed across borders, VisaFlow seeks to use the safeguards required or permitted by applicable law, which can include contractual measures, provider commitments, or consent or contractual necessity where appropriate.

8. Retention

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, to meet legal or contractual obligations, to manage disputes, or to protect the security and integrity of our services.

• Website enquiry data is generally kept for as long as needed to manage the enquiry, any resulting customer relationship, and related records.
• Newsletter data is generally kept until you unsubscribe or until the mailing list is retired.
• Product data retention depends on the applicable customer relationship, the service configuration, backup cycles, and legal requirements.

9. Marketing, cookies, and optional tracking

VisaFlow uses optional analytics and campaign-measurement technologies on the marketing site, including Google Tag Manager, Google Analytics, and Meta Pixel, only if you opt in through the site's consent banner.

If you decline optional cookies, those technologies are not loaded. Essential site functionality remains available without them.

We send newsletter or product-marketing emails only where you have opted in or another lawful basis applies. You can unsubscribe at any time using the link in the email or by contacting us at privacy@visaflow.co.za.

10. Your rights

• Ask whether we hold personal information about you and request access where applicable.
• Ask us to correct inaccurate or incomplete information.
• Request deletion or restriction where the law allows it.
• Object to certain processing, including direct marketing.
• Withdraw marketing consent at any time by unsubscribing or contacting us.
• Lodge a complaint with the Information Regulator if you believe your information has been handled unlawfully.

To exercise a right, email privacy@visaflow.co.za. We may ask for identity verification or additional information before actioning a request. If your request relates to data managed by a VisaFlow customer inside the platform, we may direct you to the relevant customer organisation because it may control the purpose of that processing.

11. Security

VisaFlow maintains reasonable technical and organisational measures designed to protect personal information. Depending on the service and environment, those measures may include encrypted transport, authentication controls, logging, backups, and managed cloud provider safeguards.

No system can guarantee absolute security. Security controls evolve over time and may differ by environment, feature, or service provider.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date on this page and, where appropriate, provide additional notice.

13. Contact and complaints

For privacy questions, rights requests, or complaints, contact us at privacy@visaflow.co.za.

You may also raise a complaint with the Information Regulator of South Africa. Current details are available at inforegulator.org.za.