1. Purpose and Scope
This Privacy Policy explains how WandaWazi (Pty) Ltd (“WandaWazi”, “we”, “us” or “our”) collects, uses, stores, shares and protects personal information when providing its hosted software platform, websites, support channels and related services (the “Services”).
This Policy applies to personal information processed on behalf of our clients, prospective clients, end users, administrators, support contacts, website visitors and other individuals who interact with the Services.
2. Information We Collect
We may collect and process the following categories of information, depending on how the Services are used:
- account and profile information, such as names, job titles, business contact details, usernames and role assignments;
- operational and client-submitted records, such as forms, communications, resident or customer records, case notes, tasks, schedules, preferences, documents and reports entered into the Services;
- technical and usage data, such as IP addresses, browser type, device information, access timestamps, activity logs, support interactions and diagnostic information; and
- billing, contractual and onboarding information required to establish and manage the client relationship.
3. How We Use Information
We use personal information only where reasonably necessary to operate and improve the Services, including to:
- provide, configure, maintain and support the Services;
- authenticate users and manage access permissions;
- communicate with clients and authorised users regarding service delivery, support, updates, security and billing;
- monitor, secure and improve performance, reliability, usability and product functionality;
- comply with legal, regulatory and contractual obligations; and
- investigate fraud, misuse, security incidents or violations of our agreements.
4. Legal Basis and Client Roles
Where WandaWazi processes personal information on behalf of a client, the client remains responsible for determining the purpose and lawful basis for that processing and for issuing appropriate notices and obtaining any required permissions or consents.
WandaWazi processes such information as a service provider or operator in accordance with the client’s instructions, this Policy, the applicable service agreement and applicable law.
5. Sharing and Disclosure
We do not sell personal information. We may disclose personal information only in the following circumstances:
- to trusted service providers and sub-processors who assist us with hosting, communications, support, analytics, security, implementation or related business operations, subject to confidentiality and security obligations;
- to the relevant client and its authorised administrators or users where the information forms part of the client’s use of the Services;
- where required by law, regulation, subpoena, court order or lawful governmental request; and
- where reasonably necessary to protect rights, property, safety, the Services, our users or the public, or to investigate suspected unlawful conduct.
6. International Transfers
Where personal information is transferred across borders or accessed from another jurisdiction, WandaWazi will take reasonable steps to ensure that appropriate contractual, organisational and technical safeguards are in place, as required by applicable law.
7. Data Security
WandaWazi implements and maintains reasonable technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, unauthorised disclosure, unauthorised access or alteration.
Despite these measures, no method of transmission over the internet or electronic storage is completely secure, and absolute security cannot be guaranteed.
8. Data Retention
We retain personal information for as long as reasonably necessary to provide the Services, fulfil contractual commitments, resolve disputes, enforce agreements, comply with legal obligations and support legitimate business operations.
Retention periods may vary depending on the nature of the information, the client’s configuration and applicable legal or operational requirements.
9. Cookies and Similar Technologies
Our websites and interfaces may use cookies, session technologies, analytics tools or similar mechanisms to enable core functionality, keep users signed in, remember preferences, measure usage and improve the Services.
Users can manage certain cookie settings through their browser or device controls, although disabling some technologies may affect functionality.
10. Third-Party Links and Integrations
The Services may contain links to third-party websites or integrate with third-party tools. WandaWazi is not responsible for the privacy practices, content or security of third-party services that it does not control, and users should review the relevant third-party policies.
11. Children’s Information
The Services are business tools intended for use by organisations and their authorised personnel. Where information relating to minors is processed through the Services, the relevant client remains responsible for ensuring it has the appropriate legal authority, notices and protections in place.
12. Data Subject Rights
Subject to applicable law, individuals may have rights to request access to, correction of, deletion of, restriction of, objection to or portability of their personal information.
Where WandaWazi processes information on behalf of a client, requests should generally be directed first to the relevant client, and WandaWazi will reasonably assist that client where required and appropriate.
13. Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in the Services, law, security practices or business operations. The updated version will become effective on the date stated in the revised document.
14. Contact Us
Questions, concerns or requests relating to this Privacy Policy should be directed to: WandaWazi (Pty) Ltd | Email: accounts@wandawazi.com | Address: Buzworx, Buzworx ave, Polokwane, 0699.