Privacy notice
How we use information when you enquire, buy, sell, trade, consign or arrange a service with The Vault Room.
Who is responsible
Vaultroom (Pty) Ltd, trading as The Vault Room, is the responsible party for information collected through our website and direct business channels.
Privacy enquiries can be sent to admin@vaultroom.co.za.
What we collect
- Contact details and the content of an enquiry.
- Order, invoice, delivery, collection and payment-status records.
- Account profile details and sign-in identifiers when you create an account.
- Business registration, premises and optional VAT or B-BBEE documents when you apply for wholesale access.
- Product, trade, consignment, grading-intake and event preferences you choose to provide.
- Basic website technical data provided by hosting, security or analytics services when those services are enabled.
Do not send payment-card details through WhatsApp, email or a website enquiry.
Why we use it
We use information to answer enquiries, confirm stock and condition, prepare quotes and invoices, arrange delivery or handover, provide requested services, prevent fraud, keep required business records and resolve disputes.
A one-time product or event enquiry does not automatically subscribe you to ongoing marketing.
Marketing choices
Product, event or community updates are sent only through channels you have chosen or where otherwise lawfully permitted. You can ask us to stop direct marketing at any time by replying STOP, leaving the relevant group or emailing us.
Withdrawing marketing consent does not prevent us from sending transactional messages needed to complete an existing order or service.
Website analytics
Vercel Web Analytics records privacy-friendly, aggregated visitor and page-view metrics without cookies or persistent cross-site identifiers. We remove query strings and exclude account, admin, authentication, cart, checkout and wholesale-portal routes before events are sent.
Optional Google Analytics helps us understand page visits and shopping activity. It is disabled until you choose Allow analytics. Advertising storage, ad-user data and ad personalisation remain disabled.
When enabled, we may record a page path and product-level events such as viewing a product, adding or removing an item, starting checkout, selecting delivery or payment, and a server-verified purchase. These events are limited to product SKU, product name, quantity, price and ZAR totals. We do not send names, email addresses, phone numbers, delivery addresses, order references, checkout tokens, tracking numbers or payment identifiers to Google Analytics.
Account, admin, authentication and checkout-return pages are excluded from analytics page views. You can withdraw permission at any time through Analytics choices in the footer; this disables Google Analytics and removes its first-party cookies from this site.
Service providers
Information may be shared only as reasonably necessary with providers such as website hosting, authentication, secure file storage, transactional email, payment, accounting, communications and courier services, or when disclosure is required by law. Supabase provides account authentication, database services and private business-document storage. Resend provides transactional order and interest-list email when enabled. Yoco hosts card and supported mobile-wallet checkout; FiveWest hosts any enabled crypto checkout.
The Vault Room does not receive card numbers, wallet seed phrases or private keys. We retain order and payment-status references needed for reconciliation, fraud prevention, refunds and support.
When you request delivery, the destination address and packed shipment details may be sent to The Courier Guy/Shiplogic, DHL Express or FedEx to calculate a rate and fulfil the selected service. We retain the service selected for the order, not the carriers' full raw rating responses.
Some technology providers may process information outside South Africa. We select providers and safeguards appropriate to the service and information involved.
Retention & security
We restrict access to operational records and retain them only for the service, account review, legal, tax, fraud-prevention or dispute period that reasonably applies. Wholesale documents are stored in a private bucket and are not published through public file links.
Wholesale-application files are retained while an application or approved trade account is being reviewed or serviced, and for any legal, tax, fraud-prevention or dispute period that reasonably applies. You may ask us to review or delete files that are no longer required, subject to lawful record-retention duties.
No internet or messaging service is risk-free. Contact us promptly if you believe an account, message or transaction involving The Vault Room has been compromised.
Your choices
You may ask what personal information we hold about you, request correction or deletion where applicable, object to certain processing, or ask us to stop direct marketing.
You may also contact the Information Regulator South Africa. Requests are subject to identity verification and any lawful record-retention requirements.
Contact
Last updated: 23 August 2026. This notice may be updated when our systems, service providers or legal obligations change.