This policy explains how Vibe Innovations (Pty) Ltd, the company behind DSHEQ ("DSHEQ", "we"), collects and uses personal information through this website, dsheq.co.za, when you request a free RAMS, and when you contact us or book a demo. We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).
Information stored in the DSHEQ product (the Areta Compliance Portal) is covered by our customer terms and data processing agreement.
1. Who we are
- Responsible party: Vibe Innovations (Pty) Ltd, registration number 2025/747306/07, trading as DSHEQ
- Address: 14 Kokerboom Street, Mossel Bay, Western Cape, South Africa
- Information officer: Ralph Cloete, ralphc@dsheq.co.za
- General contact: admin@dsheq.co.za
2. What we collect
When you use the contact form: your name, email address, company, phone number (optional), your message, and your consent to be contacted.
When you request a free RAMS: your name, email address, phone number, company, the scope of work you describe, and whether you agree to hear from us about DSHEQ.
When you book a demo: your name, email address, the time you choose, and anything you add to the booking.
When you email or call us: the details you share with us and our correspondence with you.
When you visit the website: basic technical information that your browser sends, such as your IP address, browser type and the pages you visit.
We do not ask for special personal information, such as health or religious information, and we ask you not to send it to us.
3. Why we use it
- To reply to your enquiry and answer your questions.
- To prepare and email the RAMS you asked for.
- To arrange and hold a demo you have booked.
- To follow up about DSHEQ after your enquiry or RAMS request. We send no more than 2 follow-up emails if we don't hear back, and we stop straight away if you reply, book a demo or ask us to stop. If you asked for a RAMS and did not agree to hear from us, we send the RAMS and nothing else.
- To keep a record of our contact with you, so we don't ask you the same thing twice.
- To keep the website secure and working.
We rely on your consent (given on the contact form, the RAMS request or when you book), on taking steps you have asked for, and on our legitimate interest in answering and following up on enquiries.
4. Marketing
We only send you marketing about DSHEQ if you have agreed to it, or if the law allows it for an existing customer. Every marketing email tells you how to stop. Reply "stop" to any email, or write to admin@dsheq.co.za, and we will not contact you again for marketing. We do not sell or rent your personal information.
5. Who we share it with
We use trusted service providers (operators under POPIA) to run our website and communications. They may only use your information to provide their service to us:
- Formspree: receives contact form submissions and forwards them to us.
- Microsoft (Microsoft 365, including Outlook, Excel, Bookings and Power Automate): email, demo bookings, and our record of enquiries.
- Afrihost: hosts this website.
- Our document-generation service: prepares the RAMS from the scope of work you describe.
We may also share information if the law requires it, or to protect our rights.
6. Information sent outside South Africa
Some of our service providers store or process information outside South Africa, for example Formspree in the United States. Microsoft may store our email and records in South Africa or in other countries. We only use providers that are bound by data protection laws or agreements that give protection similar to POPIA.
7. How long we keep it
We keep enquiry, RAMS request and demo records for 24 months after our last contact with you, unless you become a customer or the law requires us to keep them longer. After that we delete them or remove the details that identify you. If you ask us to stop contacting you, we keep only what we need to make sure we don't contact you again.
8. Cookies
The website uses cookies that are needed for it to work. We do not use analytics or advertising cookies. If that changes, we will update this policy and ask for your permission first.
9. How we protect it
We use reasonable technical and organisational measures to protect your information, including access controls, encrypted connections and limiting access to people who need it.
10. Your rights
You can ask us:
- whether we hold personal information about you, and for a copy of it
- to correct or update it
- to delete it
- to stop using it for marketing, or to object to how we use it
- to withdraw your consent
Email admin@dsheq.co.za or our information officer. We will reply within a reasonable time and may need to confirm your identity first.
If you are not happy with how we handled your request, you can complain to the Information Regulator (South Africa): inforegulator.org.za.
11. Children
DSHEQ is a business product. This website is not intended for anyone under 18, and we do not knowingly collect their information.
12. Changes to this policy
We may update this policy. The date at the top shows when it last changed.