Privacy Policy

Privacy Policy

Last updated: July 2026

1. Introduction

Virtual Professionals Network South Africa (Pty) Ltd, trading as VPNSA, respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, apply for membership, submit business requirements or otherwise interact with VPNSA.

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

Information Officer

Information Officer: Laylah Williams
Organisation: Virtual Professionals Network South Africa (Pty) Ltd
Email: support@vpnsa.co.za
Telephone: +27 71 644 7257

2. Who We Are

Company name: Virtual Professionals Network South Africa (Pty) Ltd
Registration number: 2025/966727/07
Website: www.vpnsa.co.za
Email: support@vpnsa.co.za
Telephone: +27 71 644 7257

For privacy-related queries, contact us using the details above.

3. Information We May Collect

Depending on how you interact with VPNSA, we may collect:

  • your name and contact details;
  • your business name and professional information;
  • information submitted through website forms or Google Forms;
  • membership application and onboarding information;
  • Business Navigator responses;
  • payment and membership-status information;
  • photographs, logos, biographies and links supplied for member profiles;
  • information submitted when looking for a Virtual Assistant;
  • correspondence and enquiries;
  • technical information such as browser type, device information and website activity where applicable.

Please do not send sensitive personal information unless it is genuinely required.

4. How We Collect Information

We may collect personal information:

  • directly from you;
  • through website contact forms;
  • through VPNSA application and onboarding forms;
  • through email, telephone, WhatsApp or social media;
  • through workshops, events and membership activities;
  • when you provide information for a member profile;
  • automatically through basic website and security technologies.

5. Why We Use Your Information

We may use personal information to:

  • respond to enquiries;
  • process membership applications;
  • administer VPNSA membership;
  • prepare Business Navigator assessments and roadmaps;
  • provide accountability and member support;
  • publish approved member-directory information;
  • promote members where permission has been provided;
  • share relevant opportunities or enquiries;
  • manage events, workshops and communications;
  • process and record payments;
  • maintain business, legal and financial records;
  • improve our website, services and member experience;
  • protect VPNSA, its members and website users;
  • comply with legal and regulatory requirements.

We will only use personal information for legitimate business purposes and will not use it in a way that is incompatible with the purpose for which it was collected.

6. Member Profiles and Promotion

Where a member provides information for publication, VPNSA may display approved details such as:

  • name;
  • business name;
  • photograph or logo;
  • professional title;
  • services;
  • biography;
  • website and social-media links;
  • contact information approved by the member.

Members may request reasonable corrections or removal of published profile information.

7. Sharing of Personal Information

We do not sell personal information.

We may share information only where reasonably necessary with:

  • service providers supporting our website, email, forms, storage, accounting or payment administration;
  • relevant VPNSA members where a business enquiry or opportunity is being shared and consent permits this;
  • professional advisers;
  • regulators, law-enforcement authorities or other parties where legally required;
  • another entity involved in a lawful restructuring or transfer of the business.

Service providers may only process information for the purpose for which it was provided.

8. Google Forms and Third-Party Services

VPNSA may use third-party services such as Google Forms, Google Workspace, WordPress, WhatsApp, Canva, accounting systems and other online platforms.

Information processed through these services may be stored on systems located outside South Africa. We take reasonable steps to use reputable providers and appropriate privacy settings, but their own privacy terms also apply.

9. Marketing Communications

We may send members and interested persons information about VPNSA activities, workshops, opportunities and services where permitted.

You may unsubscribe or ask us to stop sending marketing communications at any time. Administrative messages relating to an active membership may still be sent where necessary.

10. Information Security

We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, alteration or disclosure.

However, no electronic system or internet transmission can be guaranteed to be completely secure.

11. Retention

We retain personal information only for as long as reasonably necessary for:

  • the purpose for which it was collected;
  • membership and service administration;
  • legal, accounting and tax requirements;
  • dispute resolution;
  • legitimate record-keeping purposes.

Information that is no longer required will be deleted, destroyed or de-identified where reasonably possible.

12. Your Rights

Subject to applicable law, you may request:

  • confirmation that we hold your personal information;
  • access to your information;
  • correction or updating of inaccurate information;
  • deletion of information where there is no lawful reason to retain it;
  • objection to certain processing;
  • withdrawal of consent where processing is based on consent.

Requests may be sent to support@vpnsa.co.za.

You may also submit a complaint to the Information Regulator if you believe your personal information has been processed unlawfully. The Information Regulator accepts POPIA complaints regarding alleged unlawful processing.

13. Cookies

The website may use essential cookies required for security, functionality and basic operation.

Additional analytics, embedded-media or third-party cookies may be used where relevant. Cookie use may change as website tools and services are updated.

Browser settings can be used to limit or block cookies, although this may affect some website functions.

14. Changes to This Policy

We may update this Privacy Policy when our services, systems or legal obligations change.

The latest version will be published on the VPNSA website with the date of the most recent update.