01Who we are

Vics Promotional Items (Pty) Ltd, trading as Vics Promotional Items, is the responsible party (data controller) for the personal information collected via https://vicspromotionalitems.co.za and through our quote and order processes. We are a South African corporate gifting and promotional merchandise supplier based in Pretoria, Gauteng.

02Information we collect

We collect personal information that you provide directly to us when you:

• Request a quote, including the products, quantities, branding requirements, recipient details and deadline you supply
• Contact us via email, phone, WhatsApp, web form or our floating chat widget
• Place and pay for an order
• Subscribe to any marketing communications (only where you opt in)

Typical categories include:

• Identity and contact details: your name, company name, role, email address and phone number
• Order details: the products, quantities and decoration methods you have requested or purchased
• Artwork and branding files: logos and design files you submit for branding application
• Delivery details: the addresses of recipients you nominate
• Payment information: processed through third-party payment gateways — we do not store full card numbers on our systems
• Website usage data: IP address, browser type, pages visited and approximate location, collected automatically via cookies and similar technologies

03How we use your information

We use personal information for the following lawful purposes:

• To prepare and send you tailored quotes for branded gifts and promotional products
• To produce, brand and dispatch orders you confirm with us
• To communicate with you about your enquiry, quote or order
• To handle queries, returns or warranty claims
• To comply with applicable South African legal, tax and accounting obligations
• To improve our website, product range and customer experience based on aggregated analytics
• To send you marketing communications, but only if you have specifically opted in

04Cookies and analytics

Our website uses cookies and similar technologies to make the site work, remember your preferences and measure traffic. We use standard analytics tools, including Google Analytics and Google Search Console, in aggregated and anonymised form. You can disable cookies in your browser settings — some site features may not function correctly if you do.

05Sharing your information

We do not sell personal information. We share it only with parties who help us deliver our service to you:

• Courier partners — to deliver your branded goods to the address you nominate
• Decoration and production partners — to brand the products you have ordered
• Payment processors — to handle transactions securely
• Technology suppliers — including our website host (Shopify), email service and analytics providers
• Professional advisors — accountants, auditors and lawyers when reasonably necessary
• Regulatory or law-enforcement authorities — where we are legally required to disclose information

Where information is processed outside South Africa (for example by Shopify in international datacentres), we ensure those processors offer an adequate level of protection in line with POPIA.

06How long we keep your information

We retain personal information only for as long as we have a legitimate business or legal reason to do so. In practice that means:

• Quote enquiries: typically up to 24 months in case you return to confirm an order
• Order and invoice records: at least five years to comply with South African tax law
• Marketing contact records: until you unsubscribe, plus a short suppression record so we don't contact you again

07Your rights under POPIA

You have the following rights regarding the personal information we hold about you:

• Access — request a copy of the personal information we hold about you
• Correction — request correction of inaccurate or incomplete information
• Deletion — request that we delete your information, subject to our legal obligation to retain certain records
• Objection — object to the processing of your personal information in certain circumstances
• Withdraw consent — for any processing based on your consent
• Lodge a complaint — with the South African Information Regulator at inforegulator.org.za

To exercise any of these rights, email us at accounts@vics.co.za with details of your request.

08Keeping your information secure

We use industry-standard technical and organisational measures to protect personal information against unauthorised access, loss or disclosure, including encrypted connections (HTTPS), access controls and reputable third-party service providers. No system can be guaranteed 100% secure, but we take this responsibility seriously.

09Children

Our services are aimed at businesses and professionals. We do not knowingly collect personal information from anyone under 18. If you believe we have done so in error, please contact us and we will delete the information.

10Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The latest version will always be available on this page with the "Last updated" date refreshed accordingly. If we make material changes, we'll highlight them on the site or notify you directly where possible.