Privacy Policy
Last updated: 17 September 2026
1. Who we are
Vertex Shield ("we", "us", "our") is a workplace disciplinary case and hearing management platform, provided as part of the Vertex HR product line at shield.vertexhr.co.za. This policy explains what personal information we collect through the application, why we collect it, and how it is used and protected.
2. Information we collect
| Category | Examples |
|---|---|
| Account information | Name, surname, email address, phone number, hashed password, assigned role (master admin, branch manager, chairperson). |
| Branch / organisational data | Branch or site assignment used to scope what a user can see and manage. |
| Employee / accused party information | Name, surname, employee number, phone, email, department and position of an employee involved in a lodged matter. |
| Matter and incident details | Nature of the matter, incident date/time/location, incident description, prior warnings, suspension status and related case notes. |
| Hearing information | Hearing date, time, venue, assigned chairperson, hearing status and outcome. |
| Supporting documents | Evidence files, notices to attend, and other documents uploaded in connection with a matter. |
3. How we use this information
- To operate the core functionality of Vertex Shield: lodging matters, scheduling hearings, and tracking outcomes.
- To authenticate users and enforce role-based access, so users only see data relevant to their role and assigned branches.
- To generate dashboards and summaries (for example, counts of open matters or upcoming hearings) for authorised users within the same organisation.
- To notify assigned chairpersons and branch managers of hearings and matters relevant to them.
- To maintain an accurate record of the disciplinary process for compliance and audit purposes.
We do not use your information for advertising, and we do not sell personal information to third parties.
4. Who can access your information
Access is restricted by role within your own organisation's account:
- Master admins can view data across the organisation.
- Branch managers can only view matters and hearings for branches assigned to them.
- Chairpersons can only view hearings assigned to them.
We do not share your personal information with unrelated third parties. Information may only be disclosed where required by law or to protect our legal rights.
5. Data storage and security
Data is stored in a secured database accessible only to authenticated, authorised application users. We apply reasonable technical and organisational measures — including access controls and role-based permissions — to protect personal information against unauthorised access, alteration or loss.
6. Data retention
We retain matter, hearing and account records for as long as your organisation's account remains active and as needed to meet legal, regulatory and record-keeping obligations relating to workplace disciplinary processes.
7. Your rights
Depending on your jurisdiction, you may have the right to request access to, correction of, or deletion of your personal information held in Vertex Shield. Requests should be directed to your organisation's Vertex Shield administrator, or to us directly using the contact details below.
8. Changes to this policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "Last updated" date.
9. Contact us
If you have questions about this privacy policy or how your information is handled, please contact us via the details provided by your organisation's Vertex Shield administrator, or reach us through shield.vertexhr.co.za.