Privacy Notice

VanArkel-IT (Pty) Ltd (registration 2026/077836/07) is a managed IT services company in Kraaifontein, Cape Town. This notice explains how we handle personal information under the Protection of Personal Information Act (POPIA). It covers our website, enquiries, and the clients and staff we support.

Information Officer: Riaan Van Arkel, Managing Director, registered with the Information Regulator.

• Email: info@vanarkel-it.co.za
• WhatsApp or phone: 071 673 5575
• Address: Kaapzicht Street, Kraaifontein, Cape Town 7570

We only collect what we need to answer you, support you and bill you.

• Enquiries (website form, WhatsApp, email, calls): name, email, phone, company and your message, so we can reply and quote. Kept 12 months if you don’t become a client.
• Clients: contact and billing details, for contracts, invoices and support. Kept for the contract period plus 7 years (company and tax records).
• Support tickets and work notes, for fixing problems and billing hours. Kept for the contract period plus 7 years.
• Managed devices: device names, usernames, IP addresses and health data, for monitoring, security and updates. Deleted when we stop managing the device.
• Data on client systems (client staff, customers, suppliers): only seen incidentally while we work, on the client’s behalf and per their instructions.
• Website visits: basic data such as pages viewed, browser and rough location, kept by our hosting provider to keep the site working and secure.

We don’t sell your information, and we don’t send marketing unless you’ve agreed to it or are already a client. You can opt out at any time.

For client data, the client remains in charge as the Responsible Party. We act as their Operator under a written agreement.

We share information only with services that help us do the work, or when the law requires it:

• Microsoft 365: our email and documents
• Cloudflare: our website and our internal system for tickets, invoices and device monitoring
• Web3Forms: delivers website contact form messages to our inbox
• HostAfrica: our remote-support server, hosted in South Africa
• SARS and our accountant: invoices and financial records, as the law requires

Some of these services store data outside South Africa. We only use providers bound by data-protection laws or contract terms that give protection similar to POPIA.

We protect information with multi-factor authentication, encrypted connections and devices, a password manager, regular security updates, and access limited to the person doing the work. If we believe your information has been accessed without permission, we’ll tell you, and the Information Regulator where required, as soon as reasonably possible.

You can ask us at any time to:

• Tell you what personal information we hold about you
• Correct it if it’s wrong, or delete it if we no longer need it
• Stop using it for marketing
• Object to how we use it

Send your request to info@vanarkel-it.co.za. We’ll reply within 30 days and may ask you to confirm who you are first. If the information belongs to one of our clients (for example, you work for a company we support), we’ll pass your request to them, because they decide.

If you’re not happy with how we’ve handled your information, tell us first and we’ll try to fix it. You can also complain to the Information Regulator at inforegulator.org.za.

We may update this notice from time to time. The date at the top shows the latest version.