Privacy policy

Last updated: May 2026

1. Introduction

Thank you for reviewing the VDR Systems (Pty) Ltd ("VDR Systems") privacy policy. This privacy policy is to be read in conjunction with our terms of use. VDR Systems collects certain information about users to ensure network integrity, provide secure data room and cloud hosting services, and meet legal requirements. Except where required by law, we undertake to protect the confidentiality of such data.

2. Confidentiality

VDR Systems respects personal privacy. We undertake to protect the confidentiality of our users, including all personal information supplied in the course of using our services. We do not sell your personal information to third parties for commercial or marketing purposes.

3. Collection of personal data

VDR Systems collects personal data when you:

• Access or interact with our platforms and services.
• Respond to user questionnaires or support enquiries.
• Interact with our website through cookie technology for security and site administration.

We may also combine information about you that we hold with information we obtain from our verified business partners or affiliates, for service improvement and security purposes.

4. Use of personal data

VDR Systems may use your personal information to contact you regarding matters relevant to service provision, or to ask for feedback. Every such communication carries an option to opt out.

We share aggregated user data with business partners or third parties to improve service performance and security. Aggregated data is never used to identify individual users.

We log IP addresses, operating system details and browser types for network and system administration, site security and auditing. Inside the Vault application these records are linked to the account that made the request: audit entries identify the user who acted, and a document opened or downloaded carries a watermark showing the viewer's email address, IP address and the time. That is a deliberate forensic control, and it is described in full on our security page. We do not use any of it for advertising or profiling.

5. Third-party sites and public spaces

Any information disclosed in a public space, where a service module provides one, is available to other visitors, and VDR Systems cannot safeguard that information. Our sites may also contain links to third-party entities; VDR Systems is not responsible for the privacy practices or data handling of those sites.

6. Minors

VDR Systems services are intended for professional and corporate use. We require minors under the age of 18 to consult a parent or competent adult before providing any personal information. We encourage parents to supervise online activity to prevent the unauthorised disclosure of personal data.

7. Reservation of rights and legal disclosure

VDR Systems reserves the right to:

• Disclose user information where required in good faith by law, or to exercise or defend our legal rights.
• Share information with law enforcement to investigate or prevent illegal activity committed over our network.
• Disclose personal information where explicit written consent has been provided.
• Monitor user and network traffic for site security and to prevent unauthorised attempts to tamper with our systems.

8. Policy updates

VDR Systems may change this privacy policy. The date at the top of this page records when it last changed.

9. Enquiries submitted through this website

This section covers the demo request form on this website, and applies in addition to the sections above.

What we collect. Your name and work email address, which are required; your firm, your role and your message, which are optional; the page on this site you came from; and the IP address the request came from.

Why. To respond to your enquiry and arrange a demonstration. We do not add you to a marketing list on the strength of this form, and we do not sell these details or share them with anyone for their own purposes. Your enquiry reaches our team as an email, delivered by an email service provider that operates outside South Africa and processes it on our behalf and for no other purpose.

Whether you have to give it. You do not. Completing the form is voluntary. Without a name and an email address we cannot reply, which is the only consequence of withholding them.

Consent. We record your consent explicitly, with the date and time you gave it. An unticked box is not consent and the form will not submit without it.

How long we keep it. We keep enquiry details for 24 months from the date you send them, and then delete them. A separate security record of the submission — the time, the page, your firm and the IP address — is kept beyond that period, as are our server logs. If you want your details removed sooner, write to it@vdrsystems.co.za and we will do it.

Where it is stored. The enquiry record is stored in AWS af-south-1, in Cape Town. The notification email that reaches our team is handled by our email provider outside South Africa, and a copy remains in our mailbox.

10. Your rights

Under the Protection of Personal Information Act you may ask us what personal information we hold about you, ask us to correct or delete it, object to our processing of it, and withdraw consent you have given. Withdrawing consent does not affect processing that already happened. Write to it@vdrsystems.co.zaand we will respond.

If you are not satisfied with our response, you may complain to the Information Regulator of South Africa.

11. Who is responsible

VDR Systems (Pty) Ltd is the responsible party for the personal information described here.

Contact for privacy enquiries:

it@vdrsystems.co.za

Registration number:

To be confirmed

Registered address:

To be confirmed

Information Officer:

To be confirmed