Privacy policy
Effective Date: 05 November 2025
VitalSync Technologies (Pty) Ltd ("VitalSync", "VitalSync AI", "we", "our", or "us") respects your privacy and is committed to protecting personal information in accordance with applicable laws, including the Protection of Personal Information Act, 2013 ("POPIA") of South Africa. This Privacy Policy explains how we collect, use, store, process, and protect information when you use our website, platform, products, and services.
1. COMPANY INFORMATION
Company Name: VitalSync Technologies (Pty) Ltd
Registration Number: 2025 / 512911 / 07
Email: [email protected]
2. SCOPE OF THIS POLICY
This Privacy Policy applies to:
- Visitors to our website
- Businesses using our platform
- Trial users
- Subscribers
- Authorized users of customer workspaces
- Individuals whose information is processed through our platform
3. INFORMATION WE COLLECT
We may collect the following categories of information:
Business Information:
- Business name
- Industry
- Business address
- Company registration information
- Billing information
Account Information:
- Name
- Email address
- Phone number
- User credentials
- Login activity
Customer Data:
Information uploaded, stored, or processed by customers through the VitalSync platform, including:
- Client contact details
- WhatsApp conversations
- CRM records
- Uploaded documents
- Appointment information
- Notes and communication history
Technical Information:
- IP address
- Browser type
- Device information
- Operating system
- Usage data
- Platform activity logs
Website Information:
- Form submissions
- Demo requests
- Support requests
- Marketing preferences
4. HOW WE COLLECT INFORMATION
Information may be collected:
-Directly from you
- Through website forms
- During account registration
- Through platform usage
- Through integrations connected by customers
- Through cookies and analytics technologies
- Through customer support interactions
5. PURPOSE OF PROCESSING
- Provide our services
- Create and manage accounts
- Deliver platform functionality
- Facilitate CRM and workflow management
- Provide AI-powered automation services
- Enable WhatsApp integrations
- Provide customer support
- Improve platform performance
- Monitor security
- Process payments
- Communicate service updates
- Comply with legal obligations
6. LEGAL BASIS FOR PROCESSING
Where required by applicable law, we process personal information based on:
- Consent
- Contractual necessity
- Legal obligations
- Legitimate business interests
- Customer instructions relating to their use of the platform
7. CUSTOMER DATA PROCESSING
Customers who use the VitalSync platform remain responsible for ensuring they have the necessary legal rights and permissions to collect and process information relating to their own clients, leads, employees, and contacts. VitalSync acts as a service provider and processes such information on behalf of customers for the purpose of providing the Services. Customers remain responsible for compliance with applicable privacy laws relating to their own data collection activities.
8. AI AND AUTOMATION SERVICES
VitalSync may utilize artificial intelligence, automation technologies, and third-party AI service providers to deliver platform functionality. Information submitted through the platform may be processed by such technologies for purposes including:
- Lead qualification
- Customer communication
- Workflow automation
- Data organization
- Appointment scheduling
- Business process optimization
- VitalSync does not use customer data to claim ownership of customer information.
9. THIRD-PARTY SERVICE PROVIDERS
VitalSync may share information with trusted third-party providers necessary for delivering the Services, including:
- WhatsApp and Meta services
- OpenAI services
- Email providers
- Calendar providers
- Cloud hosting providers
- Analytics providers
- Payment processors
- Customer support tools
These providers may process information in accordance with their own privacy policies and applicable laws.
10. INTERNATIONAL DATA TRANSFERS
Certain third-party providers used by VitalSync may process or store information outside South Africa. By using the Services, customers acknowledge that information may be transferred internationally where necessary to provide platform functionality. VitalSync will take reasonable steps to ensure appropriate safeguards are in place when such transfers occur.
11. DATA SECURITY
VitalSync implements reasonable technical and organizational measures designed to protect information from:
- Unauthorized access
- Unauthorized disclosure
- Loss
- Misuse
- Alteration
- Destruction
However, no system, network, or internet transmission can be guaranteed to be completely secure.
12. DATA RETENTION
We retain information only for as long as necessary to:
- Provide the Services
- Fulfill contractual obligations
- Resolve disputes
- Enforce agreements
- Meet legal requirements
VitalSync may retain backup copies, security logs, and legally required records for reasonable periods following account termination.
13. YOUR RIGHTS
Subject to applicable law, individuals may have the right to:
- Access personal information
- Correct inaccurate information
- Request deletion of information
- Object to certain processing activities-
Withdraw consent where applicable
Requests may be submitted to:
14. MARKETING COMMUNICATIONS
VitalSync may send:
- Product updates
- Service announcements
- Educational content
- Promotional communications
Recipients may opt out of marketing communications at any time by following unsubscribe instructions or contacting us directly. Service-related communications may continue where necessary for account administration.
15. COOKIES AND ANALYTICS
Our website may use cookies and similar technologies to:
- Improve user experience
- Analyze website performance
- Measure traffic
- Maintain platform functionality
- Support security features
Users may adjust browser settings to manage cookie preferences.
16. CHILDREN'S PRIVACY
The Services are intended for business users and are not directed toward individuals under the age of 18. VitalSync does not knowingly collect personal information from children.
17. CHANGES TO THIS PRIVACY POLICY
VitalSync may update this Privacy Policy from time to time. Updated versions will be published on our website and become effective upon publication unless otherwise stated. Continued use of the Services constitutes acceptance of the revised Privacy Policy.
18. CONTACT US
For privacy-related questions, requests, or concerns, please contact:
VitalSync Technologies (Pty) Ltd
Email:
[email protected]