Privacy Policy

01 Information We Collect

When you interact with XenoLabs Software through our website, Facebook presence, or WhatsApp Business account, we may collect the following types of information:

Information You Provide Directly

• Your name and contact details (e.g. email address, phone number)
• Messages, comments, and other content you send to us
• Business inquiries, support requests, and feedback
• Any information you voluntarily share when engaging with our posts or campaigns

Information Collected Automatically

• Facebook Page interaction data (likes, comments, shares, reach, impressions)
• Messaging metadata (message timestamps, delivery and read receipts via WhatsApp)
• Device type and operating system (as provided by Meta platforms)
• Aggregated Page Insights and audience analytics provided by Facebook

02 How We Use Your Information

We use the information we collect for legitimate business purposes only, including:

• Responding to your inquiries, messages, and support requests
• Providing information about our software products and services
• Improving our Facebook content and WhatsApp communications
• Analysing engagement to better serve our audience
• Complying with legal obligations under South African law (POPIA)
• Preventing fraud, abuse, or misuse of our platforms

We will never use your personal information for purposes incompatible with the original reason it was collected, without obtaining your prior consent.

03 Facebook Platform Data

XenoLabs Software uses Facebook's platform to publish content, manage a business Page, and interact with followers. By engaging with our Facebook Page, you acknowledge that:

• Meta Platforms, Inc. independently governs your Facebook account data under their own Privacy Policy.
• We access only the data Facebook makes available to Page administrators (e.g. Page Insights, direct messages sent to our Page).
• We do not have access to your full Facebook profile unless you explicitly share it with us.
• Any Facebook Login or app permissions you grant us are used solely for stated purposes and in compliance with Meta's Platform Terms.

04 WhatsApp Business Messaging

XenoLabs Software uses the WhatsApp Business platform to communicate with clients and prospects. When you message us via WhatsApp:

• Your phone number and display name are visible to us as part of the WhatsApp Business conversation.
• Messages you send are stored securely and used only for the purpose of responding to your inquiry.
• We do not send unsolicited marketing messages. All WhatsApp communications are initiated by you or are in direct response to your inquiry.
• WhatsApp communications are end-to-end encrypted by Meta; XenoLabs Software cannot access messages in transit.

Our use of the WhatsApp Business Platform is governed by Meta's WhatsApp Business Policy and WhatsApp Privacy Policy.

05 Data Sharing & Third Parties

XenoLabs Software does not sell, rent, or trade your personal information. We may share data only in the following limited circumstances:

• Meta Platforms, Inc.: Interaction data is processed by Facebook and WhatsApp as described in their policies.
• Service Providers: We may engage trusted third-party tools (e.g. CRM or scheduling software) that assist us in responding to inquiries. These providers are contractually bound to protect your data.
• Legal Obligations: We may disclose information if required by South African law, court order, or regulatory authority.
• Business Transfers: In the event of a merger or acquisition, personal data may be transferred as part of that transaction, with notice provided to you.

06 Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this policy, or as required by law. Specifically:

• WhatsApp conversation histories are retained for up to 12 months from the last interaction, after which they are deleted or anonymised.
• Facebook Page message histories are subject to Meta's own retention policies.
• Business inquiry records may be retained for up to 5 years for accounting and legal compliance purposes.

You may request deletion of your personal data at any time by contacting us (see Section 10).

07 Your Rights

Under the Protection of Personal Information Act (POPIA) and general privacy principles, you have the right to:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or outdated information.
• Deletion: Request deletion of your personal data (subject to legal retention obligations).
• Objection: Object to the processing of your personal data for direct marketing.
• Withdrawal of Consent: Withdraw consent to processing at any time without affecting prior lawful processing.
• Complaint: Lodge a complaint with the Information Regulator of South Africa (inforegulator.org.za).

To exercise any of these rights, please contact us using the details in Section 10. We will respond within 30 days.

08 Security

We implement reasonable technical and organisational measures to protect your personal information against unauthorised access, disclosure, alteration, or destruction. These include:

• Restricted access to personal data on a need-to-know basis
• Use of secure, reputable third-party platforms (Meta, WhatsApp) with industry-standard encryption
• Regular review of our data handling practices

While we take all reasonable precautions, no method of electronic transmission or storage is 100% secure. In the event of a data breach that affects your rights, we will notify you and the Information Regulator as required by POPIA.

09 Cookies & Tracking

Our Facebook Page and WhatsApp communications do not directly deploy cookies. However, Meta's platforms use cookies and tracking technologies on their own infrastructure. Please review:

• Facebook Cookie Policy
• WhatsApp Cookie Policy

Our website at xenolabs.co.za may use cookies for analytics and performance tracking. Continued use of our website constitutes acceptance of this use.

10 Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a privacy concern, please contact our Information Officer:

We aim to respond to all privacy inquiries within 30 business days. If you are unsatisfied with our response, you may escalate to the Information Regulator of South Africa at inforegulator.org.za.