Privacy notice

01Who is responsible

[Verify: full registered legal name] (Pty) Ltd, trading as Vertevance Medical (“Vertevance”, “we”, “us” or “our”), is the responsible party for personal information processed through this website and in the course of its South African medical-device import, distribution, professional-support and regulatory activities. Registration number [Verify: company registration number]. Our principal address is [Verify: registered/principal physical address], and our Information Officer's contact details appear in section 13.

02Scope

This notice applies to website visitors, healthcare professionals, hospital and CSSD personnel, procurement contacts, suppliers, service providers, job applicants and people who contact us about a product complaint or adverse event. It also applies where limited patient information is processed through a separately controlled patient-specific or vigilance workflow.

Do not submit patient-identifying information — names, identity numbers, scans or clinical records — through a general enquiry form or ordinary website contact route. A controlled, approved channel exists for patient-specific and vigilance workflows; ask us for it directly.

03Information we collect

• Identity and professional details: name, title, employer, hospital, professional role and registration details volunteered for document access or training.
• Contact details: email, phone, business address and communication preferences.
• Enquiry and relationship records: form content, correspondence, meeting and training attendance, and document requests.
• Technical website data: IP address, browser and device information, timestamps, security logs and the HCP acknowledgement stored for your session.
• Quality and regulatory information: complaint detail, device identifiers, batch/lot/serial numbers, case and site reference, and adverse-event correspondence.
• Patient-specific information: only through an approved controlled process, and only where necessary for design, regulatory, safety or contractual purposes.

04Where it comes from

Directly from you; from your employer, hospital or treating professional; from Vertevance's own representatives and service providers; from the manufacturer where needed for a complaint, vigilance matter or patient-specific workflow; and automatically through essential website and security technology.

05Purposes and lawful bases

• Responding to enquiries and document requests.
• Confirming professional capacity and controlling professional materials.
• Planning and supporting a booked case.
• Managing stock, traceability, complaints, vigilance, recalls and regulatory records.
• Performing contracts with hospitals, suppliers and service providers.
• Meeting legal and regulatory duties.
• Protecting systems, records and business operations.
• Direct marketing only where legally permitted, with an opt-out on every communication.

06Special personal information

Health information and other special personal information are processed only where a lawful ground permits it, for a defined healthcare, device-safety, patient-specific or regulatory purpose, and through an approved controlled channel. Do not place patient names, identity numbers, scans or clinical records in a general enquiry.

07Who we share it with

Only where necessary: the relevant hospital or healthcare professional; the device manufacturer and approved technical providers; quality, regulatory and legal advisers; secure IT, hosting and communications providers; insurers; couriers and logistics providers where appropriate; and regulators or law-enforcement bodies where required. Any such operator processes information under contract and instruction.

08Cross-border transfers

Where information must be sent outside South Africa — for example to a manufacturer for a patient-specific design or a technical investigation — Vertevance uses an applicable lawful transfer mechanism and appropriate safeguards. Actual recipient countries and providers: [Verify: countries/providers once confirmed].

09Retention

Records are retained only for as long as required for the purpose, contract, medical-device traceability or vigilance obligation, legal claim or other lawful requirement, then securely deleted, destroyed or de-identified. Category-specific retention periods: [Verify: verified retention schedule].

10Security and compromises

Vertevance uses technical and organisational safeguards proportionate to the information and risk involved. No internet transmission is guaranteed secure. Where there are reasonable grounds to believe a security compromise has occurred, Vertevance will follow its notification and mitigation duties under POPIA, including notifying the Information Regulator and affected data subjects as soon as reasonably possible.

11Your rights

You may request confirmation of and access to your personal information; request correction or deletion where applicable; object to processing; withdraw consent where consent is the basis for processing; opt out of direct marketing; and lodge a complaint with the Information Regulator ([Verify: current Regulator contact details]).

12Cookies and session storage

The HCP acknowledgement is stored for your current browser session only and is not identity verification. [Verify: confirm whether any analytics/cookies beyond this essential session storage are used, and list them here].

13Information Officer, version and changes

Information Officer: [Verify: full name, registration status, email and telephone]. POPIA/PAIA request email, if different from the general address: [Verify: POPIA/PAIA request email]. Material changes to this notice will be posted on this page.