VeniXtus QMS

This Privacy Policy applies to the VeniXtus QMS website and web application (together, the "Service"), operated by VENIXTUS (Pty) Ltd ("we", "us", "our"), 32 Hill Street, Ferndale, Randburg, 2194, South Africa. It explains what information we collect, how we use it and the choices you have.

1. Information we collect

• Contact and demo requests: name, work email, company and any message you send us by email or through our contact form.
• Account data: name, email address, role and sign-in details for people who use the application.
• Workspace records: records an organisation creates in the application, such as audits, findings, CAPAs, risks, documents, supplier, training, health and safety, food safety and regulatory records, evidence files and company settings.
• Usage data: basic technical information such as browser type and general usage, used to run and improve the Service.

2. How we use information

• To provide, operate and maintain the Service
• To respond to demo requests, support queries and general enquiries
• To send service emails such as password resets and reminders you have enabled
• To improve the platform
• To meet legal and regulatory obligations

3. Where your data is stored

Workspace records are stored in a secure cloud database, with each organisation's data kept separate and access controlled on the server by role. The application can capture some information on your device while you are offline and sends it to the cloud when you reconnect; until then it remains on that device.

We use trusted service providers to run the Service, including Cloudflare (website and application hosting), Supabase (database and sign-in) and Resend (email delivery). These providers may process information outside South Africa. We choose providers that protect information to a standard consistent with POPIA.

4. POPIA

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). Where an organisation uses VeniXtus QMS to record personal information about its employees, suppliers or customers, that organisation is the "responsible party" for the information in its own workspace, and we process it on its behalf to provide the Service.

5. Data sharing

We do not sell personal information. We share limited information only with the service providers described above, under obligations to protect it, or where the law requires.

6. Retention

We keep information for as long as an account or workspace is active, or as needed to provide the Service, comply with legal obligations, resolve disputes and enforce our agreements. Controlled records such as approved documents and audit histories are kept as part of the record by design.

7. Your rights

Subject to applicable law you may ask for access to, correction of or deletion of personal information we hold about you, by contacting us at support@venixtus.com. You may also complain to the Information Regulator of South Africa.

8. Cookies and local storage

The website and application use minimal browser storage to keep you signed in and remember basic preferences. We do not use tracking cookies for advertising.

9. Changes to this policy

We may update this policy. Material changes will be shown by updating the "Last updated" date above.

10. Contact us

Questions about this policy: support@venixtus.com.