POPIA Notice

1. Purpose of this notice

This notice is provided under section 18 of the Protection of Personal Information Act, 2013 (POPIA). It explains, in one place, what personal information Innovative Vending Solutions (Pty) Ltd, trading as VendBot collects, why, and what your rights are. It supplements our full Privacy Policy.

2. Responsible party and Information Officer

3. What we collect and from where

We collect personal information from you, your authorised representative, your organisation, your use of our portal and services, VendBot-enabled machines and terminals, and relevant service partners. The information may include contact details, company and location details, enquiry content, merchant-onboarding and FICA information, identity and company-supporting documents, banking-support documents, proof of address where applicable, business details, portal account details, login and activity records, machine and operational information, and transaction records containing masked card details only, namely scheme and last four digits. We never receive full card numbers, CVV codes or PINs.

4. Purpose and lawful basis

We process this information to: respond to enquiries; onboard merchants with our payment partner AddPay (which performs verification and makes approval decisions); provide the portal, telemetry and reporting services; provide support; meet legal obligations, including under the Financial Intelligence Centre Act 38 of 2001, tax legislation, company-record laws and payment-network requirements applicable to merchant onboarding; protect our systems; and, with your consent or as otherwise permitted, send direct marketing which you can opt out of at any time.

Where information is marked required, providing it is voluntary but necessary — without it we cannot deliver the relevant service. Where processing is based on consent, you may withdraw consent at any time without affecting prior processing.

5. Recipients and cross-border transfers

Personal information may be shared with AddPay Payments Network (Pty) Ltd for merchant onboarding, FICA verification and payments, where AddPay is a responsible party in its own right for processing it controls, and with category-based operators that support our service, including hosting and infrastructure providers, an EU-hosted cloud database, authentication and storage provider, a contact-form relay provider, a business email and productivity provider, and a lead-management tool provider. Where information is stored or accessed outside South Africa, we rely on section 72 of POPIA, including adequate protection by law or binding agreement, or necessity for contract performance.

6. Security safeguards

We apply reasonable security safeguards appropriate to the information we process, including access restrictions, confidentiality duties, encrypted transmission, controls intended to keep client records within the relevant client context, restricted storage for sensitive onboarding records, credential-management measures and incident-response procedures aligned to section 22 of POPIA.

7. Retention

We keep personal information only as long as necessary for the purposes above or as required by law, after which it is deleted, destroyed or anonymised. Copies of onboarding documents are kept only as long as needed to support onboarding and our legal obligations.

8. Your rights and how to exercise them

• Request access to, correction of, or deletion of your personal information;
• Object to processing, including direct marketing (every marketing message includes an opt-out);
• Not to be subject to a decision with legal consequences based solely on automated processing (we do not currently make such decisions);
• Complain to the Information Regulator (South Africa) — inforegulator.org.za.

Send requests to the Information Officer at support@vendbot.co.za. We will verify your identity before acting on a request. Formal access requests may also be made under our PAIA Manual.

9. Changes

The current version of this notice, with its effective date and version number, is always available at this page.