Privacy policy

Cyber V (Reg No 2021/995067/07) · Last updated 16 October 2026

Cyber V respects your privacy. We handle personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what personal information we collect, why we need it, who we share it with, and the rights you have over it.

1. Who we are

Cyber V (registration number 2021/995067/07), Mams Mall, Cnr Tsamaya and Solomon Mahlangu, Mamelodi East, Pretoria, South Africa, is the responsible party for the personal information described in this policy. Our information officer can be reached at admin@cyberv.co.za for anything relating to privacy.

2. What this policy covers

This policy applies to cyberv.co.za, the client area and the hosting, email and domain services we provide. It does not cover third-party services you reach from here — for example the PayFast payment pages or a registry's own site — which have their own privacy policies.

3. The information we collect

  • Account and contact details — your name, company, email address, phone number and postal address, including the registrant details needed for domain registrations.
  • Billing records — invoices, payment records and references. Card payments are processed by PayFast; we never receive or store your full card number.
  • Domain information — the registrant, admin and technical contacts a registry requires, and the status information the registrar returns.
  • Service data — the website files, databases and email you (or your users) store on our servers. Mail is stored on our mail servers to deliver it to you; we only access it where you ask us to for support, or where the law requires.
  • Support records — tickets you open in the client area, and support email or WhatsApp conversations.
  • Technical and security information — IP addresses, sign-in and session records, browser information, timestamps, error logs, and an audit trail of actions taken in the portal (for example mailbox, database or DNS changes).

4. How we collect it

  • From you — when you order, pay, complete your account details, or contact support.
  • Automatically — as you use the website, client area and services (sessions, logs, audit records).
  • From others where needed — for example the payment result from PayFast, or a registry's response during a domain registration.

5. Why we process it

We process personal information on the grounds allowed by section 11 of POPIA. In practice, this means we use your information to:

  • provide and run the services — hosting your website, delivering your email, and managing your domains (performance of our contract with you);
  • bill you, collect payment and manage any credit balance (contract and legal obligations);
  • answer your support questions and keep you informed about your services — renewals, suspensions, changes (contract and our legitimate interest in running the service well);
  • keep the platform secure — preventing abuse and fraud, maintaining audit logs, and investigating incidents (our legitimate interest, and yours);
  • meet legal duties — keeping financial records and responding to lawful requests (legal obligations).

We do not sell your personal information, and we do not send marketing to anyone who has not asked to hear from us. Emails about invoices, renewals and support are part of the service.

6. Cookies and browser storage

  • We use a first-party session cookie to keep you signed in to the client area, and a security token with every form you submit.
  • Your light/dark theme choice is stored in your browser's local storage.
  • We do not use advertising cookies or third-party trackers on this site.
  • Blocking the session cookie means the client area cannot keep you signed in.

7. Who we share it with

We share personal information only where it is needed to run the services:

  • Our data-centre and infrastructure providers — the servers that run our websites, email and databases.
  • Our domain registration partners — registrar and registry operations for domain registrations, renewals and transfers.
  • Our payment gateway — card payment processing for your invoices.
  • Our DNS providers — for the domains that use DNS services we manage.
  • Where the law requires — for example in response to a lawful request, court order or legal duty, or to establish or defend a claim.

Everyone who processes personal information on our behalf does so on our instructions and under confidentiality or written agreements intended to keep the information protected as POPIA requires. We never sell your personal information.

8. Information processed outside South Africa

Some of our services may be run in countries outside of South Africa, and the providers and locations we use may change from time to time. Where your personal information is processed outside of South Africa, we rely on the grounds in section 72 of POPIA: the transfer is necessary to perform our contract with you or to provide the services you asked for, you consent to it by using the services, and the recipients are bound by laws or agreements that provide a level of protection comparable to POPIA.

9. How we protect it

  • Passwords are stored hashed, and administrative access to the portal requires two-factor authentication (2FA is available on every account).
  • Traffic to the portal and webmail is encrypted with TLS.
  • Access to personal information is limited to what each person needs, and portal actions are audit-logged.
  • We and our providers maintain the security of the servers, mail system and backups.

No system is perfectly secure. If you believe your account or information has been compromised, contact us immediately at admin@cyberv.co.za.

10. How long we keep it

  • Account and service data — while your account is active, and afterwards for a reasonable period to handle reactivations, disputes and legal duties.
  • Billing and payment records — at least 5 years, as financial record-keeping laws require.
  • Support tickets — kept to support you and to resolve disputes.
  • Activity and security logs — kept as long as needed to secure the platform and investigate incidents.
  • Mail — stored while the mailbox exists; deleting a mailbox removes the mail it holds from our mail servers.

We may keep information longer where the law requires it, or to establish or defend a claim.

11. Your rights

Under POPIA you may, subject to the law's limits:

  • ask what personal information we hold about you, and receive a copy of it;
  • ask us to correct or delete information that is wrong, misleading or no longer needed;
  • object to processing, or withdraw a consent you gave us;
  • complain to the Information Regulator (details below).

To exercise a right, email our information officer at admin@cyberv.co.za. We may ask you for proof of identity, and we will respond within a reasonable time — within the deadlines the law sets where they apply.

12. Complaints

If you have a privacy concern, please contact us first at admin@cyberv.co.za — we would like the chance to put it right. You may also complain to the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 · complaints@inforegulator.org.za · www.inforegulator.org.za.

13. Children

Our services are intended for adults. We do not knowingly collect personal information from children, and we ask that anyone under 18 uses the services only with the help of a parent or guardian.

14. Changes to this policy

We may update this policy from time to time — the current version is always published on this page, with the date it last changed. Where a change materially affects how we handle your information, we will tell you by email or in the client area.

Cyber V · Reg No 2021/995067/07 · Mams Mall, Cnr Tsamaya and Solomon Mahlangu, Mamelodi East, Pretoria · info@cyberv.co.za · Information officer: admin@cyberv.co.za · Terms of service