Privacy Policy

Last Updated: January 2025

VendorQuest ("we," "us," or "our") operates an event planning marketplace platform that connects event planners with service vendors. We are committed to protecting your privacy and handling your personal information in accordance with South Africa's Protection of Personal Information Act (POPIA) and other applicable privacy laws.

1. Information Officer

Our Information Officer, responsible for POPIA compliance, can be contacted at:
Email: privacy@vendorquest.co.za
Phone: +27 (0)11 123 4567
Address: VendorQuest (Pty) Ltd, 123 Main Street, Johannesburg, 2000, South Africa

2. Information We Collect

2.1 Personal Information You Provide

• Account Information: Name, email address, phone number, password, profile photo
• Event Planning Data: Event details, dates, locations, budgets, guest counts, preferences
• Vendor Profiles: Business name, services offered, pricing, portfolio images, certifications
• Communications: Messages between clients and vendors, inquiry details, reviews and ratings
• Payment Information: Billing addresses, payment method details (processed securely by our payment processors)
• Identity Verification: Government-issued ID, business registration documents for vendors

2.2 Information Automatically Collected

• Usage Data: Pages visited, features used, search queries, time spent on platform
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: Approximate location based on IP address, precise location if granted permission
• Cookies and Tracking: See our Cookie Policy section below

3. How We Use Your Information

• Service Provision: Facilitate connections between clients and vendors, process bookings
• Communication: Send event-related messages, platform updates, customer support responses
• Personalization: Recommend relevant vendors, customize your experience
• Security: Prevent fraud, protect against unauthorized access, verify user identity
• Analytics: Improve our platform, understand usage patterns, develop new features
• Marketing: Send promotional content (with your consent), event planning tips
• Legal Compliance: Comply with applicable laws, resolve disputes, enforce our terms

4. Information Sharing in Our Marketplace

4.1 Between Clients and Vendors

When you inquire about or book services, we share relevant information to facilitate the connection:

• To Vendors: Client contact details, event information, specific requirements
• To Clients: Vendor contact information, business details, portfolio, reviews
• Communication Platform: All messages sent through our platform are stored and may be reviewed for quality and safety purposes

4.2 With Service Providers

• Payment Processors: Secure payment handling and transaction processing
• Cloud Services: Data hosting and storage (Supabase/AWS infrastructure)
• Analytics Providers: Platform usage analysis and improvement
• Communication Services: Email delivery, SMS notifications

4.3 Legal Requirements

We may disclose your information when required by law, court order, or to protect our legal rights and the safety of our users.

5. Data Retention

• Active Accounts: Personal information retained while your account is active
• Event Data: Event details retained for 7 years for business and legal purposes
• Communications: Platform messages retained for 3 years for dispute resolution
• Payment Records: Financial transaction data retained as required by law (typically 5 years)
• Deleted Accounts: Most personal data deleted within 30 days of account closure

6. International Data Transfers

Your data may be stored and processed on servers located outside South Africa, including in the United States and European Union, through our use of Supabase and other cloud services. We ensure appropriate safeguards are in place to protect your information in accordance with POPIA requirements.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

• Essential Cookies: Required for platform functionality, user authentication
• Analytics Cookies: Help us understand how you use our platform
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Deliver relevant advertisements (with your consent)

You can manage your cookie preferences through your browser settings. Disabling certain cookies may limit platform functionality.

8. Data Security

We implement comprehensive security measures to protect your personal information:

• Encryption: Data encrypted in transit and at rest using industry-standard protocols
• Access Controls: Strict employee access controls and regular security training
• Infrastructure Security: Secure cloud hosting with regular security audits
• Incident Response: Procedures for detecting and responding to security breaches

9. Your Rights Under POPIA

As a South African data subject, you have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Processing Restriction: Request that we limit how we process your information
• Data Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests or for marketing purposes
• Withdraw Consent: Withdraw consent for processing where consent is the legal basis

10. Marketing Communications

We may send you marketing communications about our services, event planning tips, and relevant vendor recommendations. You can opt out at any time by:

• Clicking the unsubscribe link in our emails
• Updating your communication preferences in your account settings
• Contacting our Information Officer

11. Children's Privacy

VendorQuest is not intended for users under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of significant changes by email or through a prominent notice on our platform. Your continued use of VendorQuest after changes become effective constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this privacy policy or wish to exercise your rights, please contact us:

14. Complaints

If you believe we have not handled your personal information in accordance with this policy or POPIA, you may lodge a complaint with:

• Our Information Officer (contact details above)
• The Information Regulator of South Africa:
  Email: inforeg@justice.gov.za
  Phone: +27 (0)12 406 4818
  Website: www.justice.gov.za/inforeg/

By using VendorQuest, you acknowledge that you have read and understood this privacy policy and consent to the collection, use, and disclosure of your personal information as described herein.