Web28Tech (Pty) Ltd ("Web28Tech", "we", "us" or "our") provides software development, systems integration, website, mobile, automation, messaging and technical-support services. This policy explains how we process personal information through web28tech.co.za, Web28Tech Bot, our WhatsApp Business communications and related support channels.
We process personal information in accordance with South Africa's Protection of Personal Information Act, 4 of 2013 (POPIA), and applicable Meta and WhatsApp platform requirements.
1. Who is responsible for your information
For Web28Tech's own website, sales, support and Web28Tech Bot, Web28Tech is the responsible party. When we supply technology to a business client and process information only on that client's documented instructions, the client is generally the responsible party and Web28Tech acts as its operator. Questions about a client's service may therefore need to be handled by that client.
- Information Officer: Prince Ndlozi
- Email: info@web28tech.co.za
- Telephone: +27 67 906 3246
- Location: Acornhoek, Mpumalanga, South Africa
2. Information we collect
Depending on how you interact with us, we may collect:
- Contact information: name, business name, email address and telephone or WhatsApp number.
- WhatsApp information: WhatsApp identifier, profile name made available by WhatsApp, message content, attachments you choose to send, message identifiers, timestamps and delivery/read status.
- Service and lead information: the service you are interested in, project requirements, industry, desired time frame, support request and conversation history.
- Client and transaction records: quotations, invoices, contracts, payment status and payment references. Card details, PINs and one-time passwords are handled by the relevant payment provider and must not be sent to our bot.
- Website information: page path and selected service when you choose a WhatsApp call-to-action. Our application does not store your IP address, referrer or browser user-agent in the WhatsApp click log. Standard hosting security logs may temporarily record technical connection information.
- Support and security information: correspondence, fault reports, authentication events, suspected abuse and records necessary to protect our systems.
- Information supplied by business clients: only the information needed to provide the contracted service, subject to the client's instructions and applicable law.
Please do not send passwords, PINs, one-time passwords, full card or banking credentials, identity documents, health information, or learner records through the general Web28Tech Bot. If sensitive information is genuinely required, we will provide an appropriate secure channel.
3. Where the information comes from
- directly from you when you visit our website, contact us, request a quote or message the bot;
- from WhatsApp/Meta when it delivers your message and message-status events to our approved webhook;
- from a Web28Tech business client when we are authorised to support or operate its system; and
- from service providers used to deliver hosting, communications, security, billing or support.
4. Why we use personal information
- to receive, route and answer enquiries;
- to identify the service you need and arrange a consultation or quotation;
- to deliver, maintain and support contracted technology services;
- to send requested service messages, documents, reminders or secure payment links;
- to maintain conversation continuity and hand a chat to an authorised human agent;
- to measure aggregate use of our website's WhatsApp service buttons;
- to prevent misuse, investigate faults, secure our services and keep audit records;
- to manage billing, accounting and legal obligations; and
- to send direct marketing only where permitted and with a simple opt-out.
5. Lawful grounds
We process information when you consent; when processing is needed to take steps at your request or perform a contract; when the law requires it; or when our legitimate business interests justify limited processing that does not unfairly override your privacy rights. You may withdraw consent at any time, but this does not affect processing already lawfully completed.
6. How Web28Tech Bot works
Web28Tech Bot uses keyword and menu-based routing to identify a service category and provide a predefined reply. It may ask limited business-qualification questions and may transfer the conversation to a human agent. It does not make credit, employment or other decisions that have legal or similarly significant effects on you. Please ask for a human agent if an automated reply does not address your request.
7. Sharing and service providers
We do not sell or rent personal information. We may disclose limited information to:
- Meta Platforms/WhatsApp to send and receive WhatsApp Business messages;
- hosting, database, security and backup providers that operate our infrastructure;
- email and SMS providers when you request or consent to those communications;
- payment providers when we create a secure payment request or verify payment status;
- authorised Web28Tech staff, contractors and the relevant business client where access is necessary for service delivery; and
- regulators, courts or law-enforcement bodies when disclosure is legally required.
These providers may process information in other countries. Where information is transferred outside South Africa, we use appropriate contractual, legal and security safeguards as required by POPIA. WhatsApp's own handling of information is also governed by Meta's and WhatsApp's policies.
8. Retention
We keep information only for as long as needed for the stated purpose:
- website WhatsApp-click records: up to 90 days;
- ordinary bot and sales conversations: up to 24 months after the last interaction;
- support and security logs: generally up to 12 months, unless an incident requires longer investigation;
- unsuccessful leads: up to 12 months after the last interaction, unless you ask us to delete them sooner;
- contracts, invoices and legally required business records: for the period required by applicable law; and
- direct-marketing suppression records: a minimal hashed record may be retained to respect your opt-out.
Information is deleted, anonymised or securely archived when the retention period ends.
9. Security
We use reasonable technical and organisational safeguards, including HTTPS encryption in transit, signed-webhook verification, restricted access, authentication, database controls, logging, backups, software updates and incident-response procedures. No internet service can guarantee absolute security. If you believe information has been exposed, contact our Information Officer immediately.
10. Direct marketing and WhatsApp choices
A response to an enquiry or an update about a service you requested is a service communication. Promotional messages are sent only as permitted by law and WhatsApp rules. Reply STOP to opt out of promotional WhatsApp messages, START to opt in again, or ask for a HUMAN at any time. Opting out of marketing does not prevent necessary transactional or security messages.
11. Cookies and website measurement
Our website may use essential storage needed for security and preferences. The Web28Tech WhatsApp call-to-action tracker records only the selected service and website page path; it does not store IP addresses, referrers or user-agent strings in the click table. If we introduce optional advertising or non-essential analytics cookies, we will provide an appropriate choice before using them where required.
12. Children
Web28Tech's website and bot are business services and are not intentionally directed to children. Do not submit a child's personal information through our general bot. Where a client system lawfully handles children's information, the responsible party must establish a valid legal basis and appropriate safeguards.
13. Your rights and data deletion
You may ask us to:
- confirm whether we hold your personal information;
- provide access to it;
- correct or update inaccurate information;
- delete information that we are not legally required or entitled to retain;
- object to certain processing or withdraw consent; and
- stop direct marketing.
To request deletion, follow our User Data Deletion Instructions, email info@web28tech.co.za with the subject “Web28Tech Bot data deletion request”, or send DELETE MY DATA to our WhatsApp business number. We will verify that the request relates to you and ordinarily respond within 30 calendar days. We will explain any information that must lawfully be retained.
14. Complaints
Please contact our Information Officer first so we can try to resolve the concern. You may also lodge a POPIA complaint with South Africa's Information Regulator at inforegulator.org.za/complaints or POPIAComplaints@inforegulator.org.za.
15. Changes to this policy
We may update this policy when our services, suppliers or legal obligations change. The effective date at the top will be updated, and material changes will be communicated through an appropriate channel.
16. Contact us
Privacy requests and questions can be sent to info@web28tech.co.za or +27 67 906 3246.