Privacy policy
Last updated: 8 October 2026
We take your privacy seriously. This policy explains what personal information we collect, why, who we share it with, and your rights under the Protection of Personal Information Act (POPIA).
1.Who we are
VSJN Systems (Pty) Ltd (registration number 2026/048485/07) operates Toppi and is responsible for your personal information.
Contact our Information Officer at privacy@toppi.co.za.
2.What information we collect
From customers:
- •Name, WhatsApp number and (optional) email address
- •Area, and your address once a booking is confirmed
- •The description of the job and when suits you
- •For house and pet sitting: your travel dates, access details (such as key arrangements and alarm or gate codes), information about your pets, and your vet and emergency contact
From Toppis and applicants:
- •Name, WhatsApp number, area, skills, languages and experience
- •If a family member applies on someone's behalf: the family member's name and number. Anyone applying on someone else's behalf confirms that the person has agreed.
- •A copy of your ID and proof of address (for our checks)
- •For Toppis who work with children: a police clearance certificate. This is special personal information under POPIA; we process it only with your consent, only to confirm you're suitable to work with children, and no one but us sees it.
- •Bank details for payments — these are held by our payment service
From all visitors: basic technical information (such as IP address and browser type) that our website host records automatically for security. We don't use advertising or tracking cookies.
3.Why we use it
- •To handle your request, find a suitable Toppi and arrange the booking
- •To check Toppis so customers are safe
- •To arrange payments and pay Toppis
- •To communicate with you about your request, booking or application
- •To meet our legal obligations (such as tax and accounting records)
We process your information because it's needed to provide our service to you, with your consent, or where the law requires it. We don't send you marketing without your consent.
4.Who we share it with
- •Only once a booking is paid does the Toppi receive your name, number, address and the job description, and you receive the Toppi's name and number. These details may only be used for that job.
- •Service providers that help us run Toppi: website host and database, email service, WhatsApp and Telegram (for our internal notifications), and our payment service.
- •Authorities, only where the law requires it.
- •If Toppi is sold or merges with another business, your information moves to the new owner, with the same protections as in this policy.
We never sell or rent your personal information.
Travel dates and access details for house sitting are security-sensitive. We share them only with the Toppi assigned to that job, and delete access codes as soon as the job is done. Photos of your home or pets taken during visits are sent only to you.
5.Information outside South Africa
Some of our service providers store information on servers outside South Africa. We only use providers that protect your information to a standard consistent with POPIA (section 72).
6.How long we keep it
- •Booking and payment records: 5 years, as required for tax and accounting purposes.
- •Unsuccessful applications: up to 12 months, then deleted.
- •ID copies, proof of address and police clearances: while you are an active Toppi, and up to 12 months after.
After that we delete or anonymise the information, unless the law requires us to keep it longer.
7.How we protect it
Your information is stored in secured systems with limited access, and sent over encrypted connections (HTTPS). Only people who need it to help you have access.
No system is completely secure. If we become aware that someone has gained unauthorised access to your personal information, we will notify the Information Regulator and you as soon as possible, as section 22 of POPIA requires.
8.Your rights
Under POPIA you have the right to:
- •ask what personal information we hold about you;
- •ask us to correct inaccurate information;
- •ask us to delete your information, where we no longer need to keep it by law;
- •object to the processing of your information, or withdraw your consent;
- •lodge a complaint with the Information Regulator.
To use any of these rights, contact our Information Officer at privacy@toppi.co.za. We respond within 30 days.
Information Regulator: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 · POPIAComplaints@inforegulator.org.za · 010 023 5200 · www.inforegulator.org.za.
9.Children
You must be 18 or older to use Toppi. If we find out that someone under 18 has given us information, we delete it.
Lessons for children are booked by a parent or guardian, and we only collect the information about the child that is needed to arrange the lesson.
10.Changes
We may update this policy from time to time. The date at the top of this page shows when it last changed.