Last updated / Effective: 15 September 2026 (version 2026-09-15)
This Privacy Policy explains what personal information we collect when you use VeeWise, why we collect it, who we share it with, how long we keep it, and what your rights are. It forms part of our Terms and Conditions.
1. Who we are
VeeWise is provided by Genix Trading Enterprises (Pty) Ltd, trading as Smart Solutions Namibia, a private company registered in Namibia (registration number 2024/0658). In this policy, "we", "us" and "our" mean that company.
For personal information we collect to run VeeWise and our business, we are the responsible party (the term used in South Africa's POPIA) and the controller (the term used in the EU's GDPR).
| Item | Details |
|---|---|
| Responsible party | Genix Trading Enterprises (Pty) Ltd, trading as Smart Solutions Namibia |
| Privacy contact | Petrus van Staden (Director and Public Officer) |
| peet.vanstaden@smartsolutions.com.na | |
| Phone | +264 61 370900 |
| Physical address | Portion 23 of Farm Quarzriff, Grunau, Karasburg District, Namibia |
| Postal address | PO Box 3, Grunau, Namibia |
2. The standard we follow
We are a Namibian company, and VeeWise can be used by farmers anywhere. We handle personal information to the standard of South Africa's Protection of Personal Information Act, 2013 (POPIA) and the EU General Data Protection Regulation (GDPR), and we follow the data protection law of Namibia as it applies to us.
"Personal information" means information about an identifiable, living person (and, under POPIA, in some cases an identifiable existing company).
3. Your farm data: who decides
Your farm and animal records belong to you (see our Terms and Conditions).
If your farm records contain personal information about other people, for example the names of your workers or the people you buy animals from, you (the farm) decide what is recorded and why. For that information you are the responsible party or controller, and we process it only on your behalf to run VeeWise for you. In POPIA terms we are your operator, and in GDPR terms your processor. You are responsible for having a lawful reason to record that information and for telling those people where the law requires it.
If someone asks us about personal information held in a farm's records, we will pass the request to that farm and help it respond.
4. What we collect
4.1 Account information
- Your name, email address and, if you give it, phone number.
- Your password, stored only as a secure one-way hash. We cannot read your password.
- Your farms, your role on each farm, invites you send or receive, and your settings (such as language).
- Your notification settings, including a phone number or chat ID if you choose to enter one there.
4.2 Farm and animal records
- Animal records, tags and identifiers, groups, camps, weights, treatments, events, movements, notes, reader sessions, stock takes and automation flows you create.
- Any personal information about other people that you choose to record in them (see section 3).
4.3 Files and connected data
- Files you import, such as Tru-Test XR5000 backup files and stick-reader CSV files, and the data taken from them.
- If you connect your Datamars Livestock account, the livestock data we fetch from it for your farm, and the connection details needed to keep it working.
4.4 Device, session and security information
- Your IP address and your browser or device type (the "user agent") when you sign in and while you are signed in.
- Web server logs: for every visit to veewise.com and app.veewise.com, including by people who are not signed in, our web servers record the IP address, browser details, time and page requested. We use these logs for security and to fix problems.
- Records of sign-ins, sign-outs, password resets, email verifications, invites and important changes to your farm (our security and audit logs).
- Records that you capture offline on your phone are kept on your device until they are sent to VeeWise.
4.5 Records of what you accepted
- When you create an account or accept an invite: which version of our Terms and Conditions, Privacy Policy and Refund and Cancellation Policy you accepted, when you accepted it, and the IP address and browser or device type you used at the time.
4.6 Messages to us
- Emails you send us, for example for support, and our replies.
4.7 Payment information (once paid plans launch)
- VeeWise takes no payments today. When paid plans launch, we will keep your plan, your invoices, your VAT details if you give them, and whether a payment succeeded.
- Your card details will be collected and processed by DPO Pay, not by us. We will never see or store your full card number.
We do not use analytics or advertising trackers, we do not sell personal information, and we do not use your farm data for advertising.
5. Why we use it, and our legal reasons
| What we do | Information used | Legal reason |
|---|---|---|
| Create and run your account, sign you in, and provide VeeWise | Account information, farm records, files and connected data | To perform our contract with you (POPIA s11(1)(b); GDPR Art 6(1)(b)) |
| Send verification, password-reset, invite and notification emails | Name, email address, message content | To perform our contract with you |
| Keep VeeWise and your account secure, prevent abuse, and investigate problems | Device, session and security information | Our legitimate interest in keeping VeeWise safe (POPIA s11(1)(f); GDPR Art 6(1)(f)) |
| Keep proof of what you agreed to | Records of what you accepted | Our legitimate interest, and our legal obligations |
| Answer your questions and give support | Messages to us, account information | To perform our contract with you, and our legitimate interest |
| Bill you and meet tax and accounting laws (once paid plans launch) | Payment information | To perform our contract, and our legal obligations (POPIA s11(1)(c); GDPR Art 6(1)(c)) |
| Tell you about changes to VeeWise, our terms or prices | Name, email address | To perform our contract with you, and our legal obligations |
| Produce combined statistics that cannot identify anyone | Farm records, with identifying details removed | Our legitimate interest in running and improving VeeWise |
We do not send marketing emails unless you have agreed to receive them. You can object to any processing based on our legitimate interests (see section 11).
6. Where your information is stored
VeeWise runs on servers operated by us in Namibia. Your account information and farm records are stored in our database there. Each farm's data is kept separate from every other farm's data, and this is enforced inside the database.
7. Who we share it with
We only share personal information:
- with the service providers listed in sections 7.1 and 7.2;
- when you ask us to, for example when you invite a team member or connect Datamars;
- when the law requires it, or where it is needed to protect people, VeeWise or our rights and the law allows it; and
- if our business is reorganised, merged or sold.
Section 7.3 explains the last three.
7.1 Service providers we use today
| Provider | What they do for us | Information involved | Where |
|---|---|---|---|
| Resend, Inc. | Sends VeeWise emails (verification, password reset, invites, notifications) | Recipient name and email address, and the content of the email | Resend, Inc. is a United States company. VeeWise emails are sent from its European Union (Ireland) region, and Resend may also process email and account data in the United States |
| Backblaze, Inc. | Stores our nightly offsite database backups | A full copy of the VeeWise database, encrypted on our servers before upload so Backblaze cannot read it | Backblaze data centres outside Namibia |
| Microsoft (Microsoft 365) | Hosts our company email, so it receives the emails you send us | Your email address and what you write to us | Microsoft data centres, which may be outside Namibia |
| Google (Google Fonts) | Supplies the typefaces used in the VeeWise app at app.veewise.com | Your IP address and browser details, when your browser downloads the fonts | Google servers, which may be outside Namibia |
| Datamars (Livestock) | Only if you connect your Datamars Livestock account: we fetch your livestock data from it | The connection details and livestock data for your farm | As set by Datamars, under its own terms |
We use Cloudflare only to look after our domain names (DNS). Your connection to VeeWise does not pass through Cloudflare.
7.2 Once paid plans launch
| Provider | What they do for us | Information involved | Where |
|---|---|---|---|
| DPO Pay by Network International (Virtual Card Services Namibia (Pty) Ltd t/a Network) | Processes card payments | Your card details (entered on DPO Pay's own page), your name, email address and the payment amount | Namibia, and wherever DPO Pay processes card payments |
We will update this list before we start using a new provider that handles personal information.
7.3 Other sharing
- Your team: people you invite to your farm can see that farm's records, according to the role you give them.
- The law: we disclose information if a valid law, court order or lawful request requires it, or where needed to protect people, VeeWise or our rights, where the law allows.
- A business sale: if our business is reorganised, merged or sold, your information may pass to the new owner, who must continue to protect it under this policy. We will tell you.
8. Sending information across borders
Some of our providers process information outside Namibia: Resend (a United States company that sends our emails from Ireland, in the European Union), Backblaze and Microsoft. When we send information to these providers, we make sure it stays properly protected: they are bound by their contract terms with us to protect it, and we rely on the lawful grounds for transfers in POPIA section 72 and GDPR Chapter V, such as the transfer being necessary to perform our contract with you. Our database backups are encrypted before they leave our servers.
Google Fonts works differently. When you open the app at app.veewise.com, your browser downloads the typefaces directly from Google, so Google receives your IP address and browser details. We have no separate contract with Google for this, and Google handles those requests under its own terms and privacy policy.
9. Cookies and browser storage
9.1 The public website (veewise.com) sets no cookies and loads no third-party resources.
9.2 The VeeWise app (app.veewise.com) uses only strictly necessary cookies that keep you signed in and protect your session against attacks. Without them VeeWise cannot work, so we do not ask for consent for them. You stay signed in as long as you use VeeWise at least once every 30 days, for at most 90 days. After that you must sign in again.
9.3 Saved roster views are stored with your account on our servers. Views shared with the farm are visible to your team.
9.4 To work quickly and offline, the app also keeps some information in your browser or on your phone: records captured offline until they are sent, a copy of animal records you have recently viewed (up to a few thousand per farm), your farm's custom names and labels, the last roster view and recent treatment products you used, and hints you have dismissed. Signing out does not remove this information from the device, so only use VeeWise on a device you trust, or clear the browser's site data after use on a shared device.
9.5 We do not use analytics, advertising or tracking cookies. If that ever changes, we will update this policy first and ask for your consent where the law requires it.
10. How long we keep information
| Information | How long we keep it |
|---|---|
| Account information | While your account is open, then 30 days after it is closed. An account created through sign-up whose email address is never confirmed, and that has not joined or been invited to a farm, is deleted automatically about 7 days after the last sign-up attempt or confirmation email sent to it. Accounts created by a farm owner's or VeeWise's invitation that are never taken up are kept until the farm owner or VeeWise removes them |
| Farm and animal records, files and connected data | While your farm's account is open. After closure, 30 days (so you can still ask for an export), then deleted |
| Security and audit logs (including IP address and user agent) | 12 months |
| Web server logs | About 5 weeks for our main web server logs, and at most 12 months for any server log |
| Records of what you accepted (including the IP address and browser or device type at the time) | As long as your account exists. They are deleted when your account is deleted |
| Messages to us | As long as needed to deal with your request, and at most while your account is open plus 5 years |
| Invoices and payment records (once paid plans launch) | At least 5 years, or longer if tax law requires |
| Backups | Our encrypted offsite backups are kept daily for 35 days and monthly for 12 months. Our servers also keep local backup copies. Information deleted from VeeWise disappears from all backups as they expire, within 12 months |
We may keep information longer if the law requires it, or if we need it for a legal claim. When we no longer need information, we delete it or make it anonymous.
11. Your rights
Subject to the law, you have the right to:
- Access: ask what personal information we hold about you and get a copy (POPIA s23; GDPR Art 15).
- Correction: ask us to correct information that is wrong or incomplete (POPIA s24; GDPR Art 16). You can change most of your details and farm records yourself in VeeWise.
- Deletion: ask us to delete your personal information or close your account, unless the law requires us to keep it (POPIA s24; GDPR Art 17).
- Objection: object to us using your information on the basis of our legitimate interests, or for direct marketing (POPIA s11(3); GDPR Art 21).
- Restriction: ask us to limit how we use your information while a concern is being sorted out (GDPR Art 18).
- Portability: get your data in a format you can take elsewhere. You can export all your farm data at any time as ZIP or CSV files from inside VeeWise (GDPR Art 20).
- Withdraw consent: where we rely on your consent, withdraw it at any time.
- Complain: complain to a data protection authority (see section 15).
How to use your rights: you can correct most of your details and export your farm data yourself in VeeWise. For anything else, including closing your account or deleting your information, email peet.vanstaden@smartsolutions.com.na. We may need to confirm who you are first. We reply within 30 days. Requests are free, unless they are clearly unfounded or excessive.
12. How we protect your information
- All connections to VeeWise are encrypted with TLS.
- Passwords are stored only as secure one-way hashes.
- Each farm's data is kept apart from other farms by row-level security in our database.
- Access to farms is controlled by roles you manage.
- Sign-in cookies are protected against theft and cross-site attacks.
- Important account and security events are recorded in an audit log.
- The database is backed up every night, and backups are encrypted before they are stored offsite.
- Only authorised people who need it for their work can access our servers.
No system is perfectly secure. If a security breach affects your personal information, we will tell you and the relevant authorities as the law requires (POPIA s22; GDPR Art 33 and 34), including what happened and what you can do.
13. Children
VeeWise is a tool for adults who run or work on farms. You must be at least 18 years old, or older if the age of majority where you live is higher, to create an account. We do not knowingly collect personal information from children. If you think a child has given us personal information, contact us and we will delete it.
14. Changes to this policy
We may update this policy from time to time. The version date at the top shows which version applies. If we make a material change, we will tell you at least 30 days in advance by email and in the app, unless the law requires the change sooner.
15. Questions and complaints
Please contact us first. We would like the chance to fix any concern:
- Privacy contact: Petrus van Staden (Director and Public Officer)
- Email: peet.vanstaden@smartsolutions.com.na
- Phone: +264 61 370900
- Post: PO Box 3, Grunau, Namibia
You may also complain to a data protection authority:
- South Africa: the Information Regulator, inforegulator.org.za.
- European Union and European Economic Area: the data protection authority in the country where you live or work.
- Elsewhere, including Namibia: the data protection authority in your country, where one exists.