Who we are
Vitjo Media (Pty) Ltd ("Vitjo Media", "we", "us") is a South African company based in Rustenburg, North West, South Africa. We are the responsible party for the personal information described in this policy, as defined by the Protection of Personal Information Act 4 of 2013 (POPIA).
For any privacy question, or to exercise any right described below, contact our Information Officer at info@vitjomedia.co.za or +27 81 586 8991.
What we collect, and why
We collect only what a specific purpose requires.
When you submit the project planner, we collect your name, email address, and optionally your phone number, company and role, together with the project detail you provide. We use it to respond to your enquiry and, if you engage us, to deliver the work. Our lawful basis is your consent, which you give explicitly on the form, together with our legitimate interest in responding to a business enquiry.
When you subscribe to our writing, we collect your email address and use it only to send that writing. Every message contains a one-click unsubscribe.
When you use Nova, our assistant, your question and the conversation context are processed to generate an answer. If a cloud AI provider is configured for this deployment, your message is sent to that provider for processing. Conversations are not linked to your identity unless you volunteer it in the message.
When you browse the site, our server records standard request data — IP address, user agent, requested page and timestamp — for security, rate limiting and diagnosing faults. This is retained for 30 days.
Analytics are loaded only if you have explicitly accepted them. If you decline, or ignore the banner, no analytics or advertising script is loaded at all and no analytics cookie is set. You can change your mind by clearing this site's data in your browser.
What we do not do
We do not sell personal information. We do not share it with advertisers. We do not use it to build profiles for purposes unrelated to your enquiry. We do not use dark patterns to obtain consent, and declining costs you nothing in functionality.
Who processes it on our behalf
- Hosting and content delivery — our infrastructure provider processes requests to serve the site.
- Email delivery — our transactional email provider processes enquiry notifications and acknowledgements.
- AI provider — where a cloud model is configured, it processes Nova conversations and project-planner analyses. For client deployments requiring data residency we run open-weight models on infrastructure the client controls, and nothing leaves that boundary.
- Analytics — only where you have consented.
Each of these is bound by a written agreement restricting them to processing on our instructions.
Cross-border transfers
Some of our processors operate outside South Africa. Where personal information is transferred outside the Republic, we rely on section 72 of POPIA and ensure the recipient is subject to a law, binding agreement or corporate rules providing an adequate level of protection.
How long we keep it
- Project enquiries: three years from last contact, so we can pick up a conversation you return to.
- Newsletter subscriptions: until you unsubscribe.
- Nova conversations: 90 days.
- Server request logs: 30 days.
- Records we must retain by law (tax, contractual): as long as the relevant legislation requires.
Retention is enforced automatically, not by policy alone.
How we protect it
Everything is transmitted over TLS. Access is role-based and logged. Rate limiting and a strict Content Security Policy are applied to every request. Secrets are held in environment configuration, never in source. We keep dependencies current and act on security advisories.
No system is perfectly secure. If a breach affects your personal information, we will notify you and the Information Regulator as section 22 of POPIA requires.
Your rights
Under POPIA you have the right to:
- Ask what personal information we hold about you, and receive a copy
- Have inaccurate information corrected
- Have information deleted where we have no lawful basis to keep it
- Object to processing based on legitimate interest
- Withdraw consent at any time, without it affecting anything before the withdrawal
- Complain to the Information Regulator
To exercise any of these, email info@vitjomedia.co.za. We respond within 30 days and do not charge for a reasonable request.
The Information Regulator
If you are not satisfied with how we have handled a privacy matter, you may complain to:
The Information Regulator (South Africa) JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 inforeg@inforegulator.org.za
Cookies and local storage
We use no tracking cookies unless you accept analytics.
The site stores two items in your browser's local storage, which never leave your device: your light or dark theme preference, and your analytics consent decision. Neither is a cookie and neither is transmitted to us.
Children
This site is directed at businesses. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided information, contact us and we will delete it.
Changes
If we change this policy materially we will update the date below and, where the change affects how we handle information you have already given us, notify you directly.