Privacy Policy

PRIVACY POLICY AND POPIA NOTICE
2.1 Commitment to privacy

V3 Polygraph & Investigation Services respects the right to privacy and is committed to processing personal information responsibly and in accordance with applicable South African law, including the Protection of Personal Information Act, 4 of 2013.

This Privacy Policy explains how we collect, use, store, share and protect personal information.

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2.2 Responsible party
For personal information processed in connection with our own business and services, the responsible party is:
V3 Polygraph & Investigation Services
Address: 5 Cadillac Street, Kenleaf, Brakpan, 1541, Gauteng, South Africa
Email: info@v3polygraph.co.za
Information Officer: Mornay Geere
Information Officer email: info@v3polygraph.co.za
In some assignments, the client commissioning the service may also act as a responsible party in relation to information it provides, receives or uses.

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2.3 Personal information we may collect
Depending on the enquiry or service, we may process:
names and surnames;
identity numbers;
passport information;
dates of birth;
contact details;
residential or business addresses;
employer information;
job titles;
employee numbers;
billing and payment information;
company registration information;
signatures;
identification documents;
appointment information;
case references;
allegations and incident details;
interview statements;
examination questions and responses;
physiological examination data;
examination charts and scoring information;
examiner notes;
audio or video recordings where applicable;
written reports;
photographs;
health or medication information voluntarily disclosed for examination suitability;
criminal-behaviour allegations or information where relevant to a lawful instruction;
relationship or fidelity-related information;
communications and correspondence;
website usage information;
IP addresses and device information;
cookies and analytics information;
any other information reasonably required for the agreed service.
Because polygraph and investigation matters may involve sensitive allegations and special personal information, access is limited to persons who reasonably require it for lawful business purposes.

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2.4 How information is collected
Information may be collected:
directly from the person concerned;
from a client commissioning the service;
from an employer or authorised representative;
through website forms;
through telephone, email, WhatsApp or in-person communication;
during a pre-test interview or examination;
from documents voluntarily supplied;
from attorneys, investigators or authorised third parties;
from lawful public sources;
from service providers assisting with administration, storage or payment.
Where information is obtained from a third party, V3 may rely on that party’s confirmation that it is authorised to provide the information, subject to our own legal obligations.

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2.5 Purposes of processing
We may process personal information to:
respond to enquiries;
assess whether we can accept an instruction;
prepare quotations;
confirm identity;
schedule appointments;
conduct examinations or investigative services;
formulate suitable questions;
assess examination suitability;
analyse examination information;
prepare reports;
communicate results;
maintain professional and business records;
issue invoices and process payments;
prevent fraud and misuse;
manage complaints;
establish, exercise or defend legal rights;
comply with legal and regulatory requirements;
protect the safety and security of persons, premises and systems;
improve our services and website;
communicate with clients;
send marketing communications where lawful;
perform other purposes reasonably connected to the requested service.

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2.6 Legal grounds for processing
Depending on the circumstances, personal information may be processed because:
the person has consented;
processing is necessary to enter into or perform an agreement;
processing is required by law;
processing protects a legitimate interest of the person concerned;
processing is necessary for V3’s legitimate business interests or those of an authorised third party;
processing is necessary for the establishment, exercise or defence of a legal right;
another lawful ground applies.
Consent is not necessarily the only lawful ground for every processing activity.
Where consent is relied upon, it may be withdrawn subject to lawful limitations and processing already performed.

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2.7 Special personal information
Certain matters may involve sensitive or special personal information, including:
health information;
alleged criminal behaviour;
biometric or physiological information;
relationship or sexual-life information;
employment-related information;
information about minors;
other legally protected information.
V3 will process such information only where a lawful basis or authorisation exists and where the information is reasonably necessary for the relevant purpose.
Clients must not supply irrelevant special personal information.

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2.8 Information relating to children
V3 does not ordinarily provide polygraph examinations to children.
No examination involving a person under 18 years of age will be accepted without careful prior assessment, appropriate lawful authority, informed consent requirements and any necessary guardian involvement.
V3 may decline all instructions involving minors.
Parents, guardians or clients must not submit information about a child through the website unless reasonably necessary and lawfully authorised.

 

2.9 Accuracy of information
Clients and examinees should provide accurate, complete and current information.
Requests to correct inaccurate information may be submitted to the Information Officer.
V3 may retain a record of the original information and any correction where necessary for professional integrity, legal compliance or dispute management.

 

2.10 Sharing of information
V3 does not sell personal information.
Information may be shared with:
the client or authorised recipient;
the examinee where appropriate;
V3 examiners, employees or authorised contractors;
legal, accounting, insurance or professional advisers;
website, email, hosting, storage, security or technology providers;
payment and banking providers;
law-enforcement or regulatory authorities where lawfully required;
courts or tribunals under lawful process;
other parties authorised by the person concerned;
another service provider where necessary to perform the agreed service.
Service providers are expected to process information only for authorised purposes and to apply appropriate confidentiality and security safeguards.

 

2.11 Employer-commissioned services
Where an employer or organisation commissions a service, V3 may receive information from that organisation and provide agreed results or reports to its authorised representative.
The employer or organisation remains independently responsible for:
its own collection and disclosure of information;
lawful instructions;
employee notices;
workplace policies;
employment decisions;
retention and distribution of reports;
compliance with labour and privacy law.
An examinee should ask the commissioning party how that party intends to use and retain the report.

 

2.12 Cross-border processing
Some technology or cloud-service providers may store or process information outside South Africa.
Where cross-border processing occurs, V3 will take reasonable steps to use providers and arrangements offering appropriate protection as required by applicable law.
By using the website or electronic services, information may be routed through systems located in other jurisdictions.

 

2.13 Information security
V3 applies reasonable technical and organisational measures designed to protect personal information against:
loss;
unauthorised access;
unlawful disclosure;
alteration;
destruction;
misuse.
Measures may include:
access controls;
passwords and authentication;
device security;
restricted report distribution;
secure storage;
staff or contractor confidentiality obligations;
backups;
antivirus or security software;
physical document controls;
incident-response procedures.
No electronic or physical system can be guaranteed completely secure.
Users should avoid sending highly sensitive information through insecure or public communication channels unless instructed to do so.

 

2.14 Security compromises
Where V3 has reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, V3 will assess the incident and take steps required by applicable law.
This may include notifying:
the Information Regulator;
affected persons;
service providers;
law-enforcement authorities;
other relevant parties.
Notifications may be delayed where a lawful authority requires a delay.

 

2.15 Retention of information
V3 retains personal information only for as long as reasonably necessary for:
the purpose for which it was collected;
contractual obligations;
professional recordkeeping;
legal or regulatory requirements;
complaint and dispute management;
evidentiary requirements;
establishing, exercising or defending legal rights.
Retention periods may differ depending on the type of information and the nature of the service.
When information is no longer required, V3 may delete, destroy, de-identify or securely archive it as permitted by law.
A request for deletion does not require V3 to delete records that must lawfully or reasonably be retained.

 

2.16 Data-subject rights
Subject to applicable law, a person may request:
confirmation that V3 holds personal information about them;
access to that information;
correction of inaccurate or outdated information;
deletion or destruction where permitted;
restriction or objection to certain processing;
withdrawal of consent where consent is the basis of processing;
information about authorised recipients;
review of certain direct-marketing preferences.
Requests must be sent to the Information Officer and may require proof of identity.
V3 may refuse or limit a request where permitted by law, including where disclosure would affect another person’s rights, reveal confidential information, prejudice legal proceedings or conflict with lawful retention obligations.

 

2.17 Objections and complaints
Privacy-related requests or objections may be submitted to:
Information Officer: Mornay Geere
Email: Mornay@v3polygraph.co.za
Telephone: 068 259 4114
Address: 5 Cadillac Street, Kenleaf, Brakpan, 1541, Gauteng, South Africa
A person may also lodge a complaint with the Information Regulator of South Africa where appropriate.
Current Information Regulator contact details should be obtained from the Information Regulator’s official website.

 

2.18 Direct marketing
V3 may contact existing clients about related services where permitted by law.
Where consent is legally required for electronic direct marketing, V3 will seek the appropriate consent.
Recipients may opt out of promotional communications at any time.
Opting out of marketing does not prevent V3 from sending necessary communications about an active enquiry, booking, invoice, legal obligation or existing service.

 

2.19 Cookies and analytics
The website may use cookies and related technologies to:
operate the website;
remember preferences;
improve functionality;
understand website traffic;
measure marketing performance;
protect against fraud and abuse.
Cookies may be placed by V3 or third-party providers such as Wix, analytics services, map providers or social-media platforms.
Users can control cookies through browser or website settings. Disabling cookies may affect website functionality.
Where required, non-essential cookies should be used only after the appropriate consent has been obtained.
 

2.20 Social-media platforms
Where users communicate with V3 through social media, WhatsApp or another third-party platform, that platform may independently process personal information according to its own policies.
Users should avoid posting confidential case information publicly.

2.21 Changes to the Privacy Policy
This Privacy Policy may be updated from time to time.
The latest version will be published on the website with the revised effective date.