Privacy Notice
Version 2026-08-13 · Effective 13 August 2026 · Vee Platforms (Pty) Ltd, Johannesburg, South Africa
Before publishing: the fields marked in orange below must be completed,
and this notice should be reviewed by a South African attorney. It is a working draft
prepared to cover the requirements of the Protection of Personal Information Act — it is
not legal advice.
This notice explains what personal information Vee Platforms handles, why, and what rights
you have. It is written for two audiences: the businesses that use our
software, and the workers whose attendance, hours and photographs are
captured in it.
If you are a worker reading this: your employer decides what information
about you goes into Vee and why. Vee stores and processes it on their instruction. If you
want to see, correct or delete your information, start with your employer — and if that
does not resolve it, you can contact us or the Information Regulator directly. Both are
listed at the end of this notice.
1. Who is responsible for your information
POPIA splits the roles. Getting this right matters, because it decides who you go to:
| Your employer |
The responsible party. They decide what personal information is
collected, why, and how long it is kept. They are accountable for having a lawful basis
to collect it. |
| Vee Platforms (Pty) Ltd |
The operator. We process the information on your employer's
instruction, to provide the software. We do not decide what is collected, and we do not
use it for our own purposes. |
Where Vee collects information directly — for example when a business owner registers an
account with us, or contacts us for support — we are the responsible party for that
information.
2. What we handle
Worker information, entered by your employer
- Name and surname
- Identity or passport number, and employee number, where your employer records them
- Contact number, where recorded
- Photographs taken at gate check-in, to confirm attendance
- Hours worked, shifts, machines operated, leave, and job-card records
- Pay rate, advances and deductions, where your employer uses the payroll features
Account-holder information, collected by us
- Name, email address and contact number of the person registering a business
- Company name, registration and VAT number, address and banking details entered for
invoicing
- Sign-in records, and a record of which version of our Terms was accepted, by whom and
when
Technical information
- Log data generated when the software is used — including timestamps, error records and
security events
- Data cached on your own device so the app keeps working without signal
3. Why we handle it
- To provide the software — recording attendance, hours, machines and
payroll figures on your employer's instruction.
- To confirm attendance. The check-in photograph exists so that a
recorded arrival can be tied to a real person at a real time.
- To keep accounts secure — authenticating sign-ins, detecting misuse
and maintaining an audit trail of administrative actions.
- To support and improve the software — diagnosing faults reported to
us.
- To meet our own legal obligations, including keeping records we are
required to keep.
We do not sell personal information. We do not use worker information for advertising, and
we do not share one business's data with another except where both businesses have
explicitly agreed to share it through the partnership feature — which is read-only,
requires consent from both sides, and ends when either side ends the partnership.
4. Special personal information
POPIA treats some categories as special personal information, with a
higher bar for processing. Two are relevant here:
- Biometric information. Vee does not currently process fingerprints or
other biometric identifiers. Where biometric check-in is introduced in future, it will
require its own lawful basis and its own notice before any device is deployed.
- Children's information. Vee is not intended for anyone under 18, and
we do not knowingly hold information about children.
A photograph taken for attendance is personal information but is not, on its own, biometric
information — we do not use it to build a facial template or to identify anyone
automatically.
5. Who else sees it
- Your employer, and the people at that business whose role permits it.
Vee separates this deliberately: staff who capture hours cannot see pay rates.
- Our infrastructure providers, who host the database, file storage and
the website. They process data on our instruction under their own contractual
obligations.
- Another business, only where your employer has agreed a data-sharing
partnership with them — read-only, limited to what was agreed, revocable.
- Authorities, where we are legally obliged to disclose.
6. Where it is stored, and cross-border transfer
Vee runs on managed cloud infrastructure. Personal information may be stored or processed
on servers outside South Africa, which POPIA permits where the receiving
country or provider offers comparable protection, or where the transfer is necessary to
perform the contract.
To be completed: the hosting region currently in use is
[ confirm data region ]. If personal information leaves South
Africa, the basis relied on under section 72 must be recorded here before this notice is
published.
7. How long it is kept
Worker records are kept for as long as your employer's account is active, because they are
your employer's records — including for periods South African employment and tax law
requires them to be retained. Deleted shift records are held in a recoverable state for
35 days before permanent removal. Documents uploaded with a retention period set are
removed when that period expires.
When a business closes its account, we will delete or return its data on request, subject
to anything we are legally required to keep.
8. How it is protected
- Accounts are separated at the database level, so one business's records cannot be
reached from another business's session.
- Access within a business is limited by role, and pay information is withheld from roles
that do not need it.
- Traffic is encrypted in transit. Uploaded documents and photographs are held in private
storage reached through short-lived links.
- Administrative actions are recorded in an audit trail.
No system is perfectly secure. If a security compromise affects your personal information,
we will notify the Information Regulator and the affected people as soon as reasonably
possible after establishing what happened, as section 22 of POPIA requires.
9. Your rights
Under POPIA you may:
- Ask what we hold about you, and get a copy.
- Ask for corrections where information is wrong or incomplete.
- Ask for deletion of information we no longer have grounds to keep.
- Object to processing in certain circumstances.
- Complain to the Information Regulator.
Because your employer decides what is held about you, the fastest route is usually to ask
them. Where you approach us directly about worker information, we will refer the request to
your employer and assist them in answering it. Requests for access to records follow the
procedure in our PAIA Manual.
10. Information Officer
Our Information Officer is responsible for POPIA compliance and for handling requests and
complaints.
| Information Officer | [ full name ] |
|---|
| Email | VeePlatform@protonmail.com |
|---|
| Telephone | +27 77 398 5325 |
|---|
| Registered address | [ full street address ], Johannesburg, South Africa |
|---|
| Company registration | [ CIPC registration number ] |
|---|
| Regulator registration | [ pending — register the Information Officer with the Information Regulator ] |
|---|
11. The Information Regulator
You may complain directly to the Regulator at any time:
| Information Regulator (South Africa) | JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 |
|---|
| General enquiries | enquiries@inforegulator.org.za |
|---|
| POPIA complaints | POPIAComplaints@inforegulator.org.za |
|---|
| Website | inforegulator.org.za |
|---|
12. Changes
We may update this notice. The version and effective date appear at the top. Where a change
materially affects how personal information is handled, we will bring it to the attention
of account holders in the software.
Contact
Vee Platforms (Pty) Ltd · Johannesburg, South Africa
VeePlatform@protonmail.com · +27 77 398 5325
See also: Terms & Conditions · PAIA Manual