Privacy Policy

Signal Desk (Pty) Ltd · Registered in South Africa

Last updated: May 2026

Signal Desk (Pty) Ltd ("Signal Desk", "we", "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what information we collect, how we use it, and your rights as a data subject.

1. Information We Collect

We collect the following categories of personal information:

Identity & Contact Information

• Full name, job title, business name
• Email address, phone number
• Physical and postal address

Business Information

• Company registration details
• Industry and service requirements
• Billing and account information

Usage & Service Data

• WhatsApp messages sent to our platform numbers
• GPS coordinates and location data included in service reports
• Photos attached to service delivery reports
• Service request records and status updates
• Interaction logs with AI assistants (Moja, Signal Desk AI)

Payment Information

• Billing details processed via secure payment gateway
• We do not store card details. All payment processing is handled by PCI-DSS compliant third-party processors.

Device & Technical Information

• Device type, operating system, browser version
• IP address, session data
• Platform usage analytics (anonymised where possible)

2. How We Use Your Information

We process personal information for the following purposes:

• To operate and deliver our services
• To process and route service delivery reports to municipalities and contractors
• To dispatch contractors and track service fulfilment
• To process payments and issue invoices
• To send operational notifications and service updates via WhatsApp
• To improve and develop our AI systems and platform features
• To comply with South African legal and regulatory obligations
• To prevent fraud and ensure platform security

3. WhatsApp & AI Services

Where you interact with Signal Desk or Moja via WhatsApp:

• Messages, phone numbers, and photos are stored on secure, encrypted servers hosted in South Africa or approved cloud regions
• Conversation data is used solely to operate the AI service and improve response quality
• We do not sell WhatsApp conversation data to third parties under any circumstances
• Moja AI conversation data may be used in anonymised, aggregated form to improve AI models
• You may request deletion of your conversation history at any time by contacting us

4. Sharing of Information

We share personal information only where necessary:

• Service providers and contractors: To fulfil service delivery requests
• Municipalities and government entities: Where the service is a municipal reporting platform
• Technology partners: Cloud infrastructure, AI model providers (Anthropic, Groq), communication platforms (360dialog/WhatsApp Business API)
• Payment processors: For billing and payment verification
• Regulatory authorities: Where required by law, court order, or legitimate government request

We never sell personal data to marketers, data brokers, or any third parties for commercial purposes.

5. Data Retention

• Service delivery records: minimum 5 years for government accountability and audit purposes
• Account information: retained for the duration of your subscription plus 3 years
• Payment records: 5 years in compliance with tax and financial regulations
• AI conversation logs: 12 months unless you request earlier deletion
• Technical logs: 90 days

6. Security Measures

• SSL/TLS encryption for all data in transit
• AES-256 encryption for sensitive data at rest
• Secure cloud infrastructure with access controls and audit logging
• Role-based access — staff only access data necessary for their function
• Regular security reviews and penetration testing

7. Your POPIA Rights

As a data subject under POPIA, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request that inaccurate or outdated information be corrected
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Objection: Object to the processing of your personal information
• Restriction: Request that we limit how we use your information
• Complaint: Lodge a complaint with the Information Regulator of South Africa

Information Regulator: complaints.IR@inforegulator.org.za · +27 10 023 5207

8. Cookies & Analytics

Our website uses cookies and analytics tools (including Google Analytics) to understand how visitors use our platform. You may opt out via our cookie consent banner. Analytics data is anonymised and not linked to your personal identity without consent.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our website. Continued use of our services after notification constitutes acceptance of the updated policy.

10. Contact Us

For any privacy-related queries or to exercise your rights: