Privacy Policy - VisionLogix WMS

1. Introduction

Vision BI (Pty) Ltd ("we", "us", "our") is committed to protecting the privacy and integrity of all data processed within the VisionLogix WMS platform ("the System").

This Privacy Policy outlines how personal and operational information is collected, processed, stored, and protected in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).

By accessing or using the System, you acknowledge that you have read, understood, and agreed to this Privacy Policy.

2. Acceptance of Terms and Access Control

Access to the VisionLogix WMS system is strictly restricted to authorised users only.

Any unauthorised access, use, modification, or distribution of data within the system is strictly prohibited and may result in:

• Immediate termination of access
• Legal action
• Reporting to relevant authorities

By using the System, users explicitly agree to comply with all applicable laws, this Privacy Policy, and all system access controls.

3. Scope of Application

This policy applies to:

• All registered users of the VisionLogix WMS platform
• All companies and entities using the system
• All personal and operational data processed within the system

4. POPIA Compliance

Vision BI processes personal information in accordance with POPIA principles, including:

• Lawful and transparent processing
• Purpose limitation
• Data minimisation
• Accuracy of information
• Security safeguards
• Accountability

POPIA requires organisations to protect personal information from misuse, loss, or unauthorised access and to process it responsibly and transparently.

5. Information We Collect

5.1 Personal Information

We may collect and process:

• Full names
• Email addresses
• Phone numbers
• User credentials and login data
• Roles and permissions within organisations

5.2 Operational and Business Data

• Warehouse stock data
• Orders, invoices, transfers
• Supplier and customer records
• Delivery and logistics information
• System usage logs and audit trails

6. Purpose of Processing

We process information for the following purposes:

• To provide and operate the VisionLogix WMS platform
• To manage user access and permissions
• To facilitate warehouse and logistics operations
• To ensure system security and auditability
• To comply with legal and regulatory obligations
• To improve system performance and functionality

Personal information is only processed for specific, defined purposes and not retained longer than necessary, as required under POPIA.

7. Lawful Basis for Processing

Processing of personal information is based on:

• User consent
• Contractual necessity
• Legal obligations
• Legitimate business interests

8. Data Security

We implement appropriate technical and organisational measures to protect data, including:

• Role-based access control
• Secure authentication mechanisms
• Data encryption where applicable
• Audit logs and monitoring
• Restricted administrative access

We take all reasonable steps to prevent unauthorised access, data loss, data misuse, and data alteration.

9. Data Retention

Personal and operational data is retained:

• Only for as long as necessary for operational and legal purposes
• In accordance with contractual obligations
• In compliance with South African legal requirements

10. Sharing of Information

We do not sell personal information.

Information may be shared only:

• With authorised users within the same organisation
• With service providers acting on our behalf, under strict agreements
• Where required by law or regulatory authorities

All third parties are required to comply with POPIA.

11. Cross-Border Data Transfers

Where data is transferred outside South Africa:

• It will only be done where adequate protection is ensured
• Or where required for system functionality with appropriate safeguards

12. User Rights (POPIA)

Users have the right to:

• Access their personal information
• Request correction or deletion of data
• Object to processing
• Withdraw consent where applicable

Requests can be submitted to: info@visionbi.co.za

13. Information Officer

Vision BI appoints an Information Officer responsible for POPIA compliance.

All privacy-related queries or complaints must be directed to:

Email: info@visionbi.co.za

14. Data Breaches

In the event of a data breach:

• Affected users will be notified where required
• The Information Regulator will be informed where applicable
• Immediate steps will be taken to mitigate the breach

15. Changes to This Policy

We reserve the right to update this Privacy Policy at any time.

Users will be notified of material changes where applicable.

16. Governing Law

This Privacy Policy is governed by the laws of the Republic of South Africa, including the Protection of Personal Information Act (POPIA).

17. Contact Information

For any questions regarding this policy:

Vision BI (Pty) Ltd
Email: info@visionbi.co.za