This Privacy Policy describes how XenoLabs Software ("we", "us", or "our"), operating at xenolabs.co.za, collects, uses, and protects information when you interact with us via our Facebook application, Facebook Pages, or WhatsApp Business messaging. We are committed to protecting your privacy in accordance with the Protection of Personal Information Act (POPIA) and applicable Meta platform policies.
01 Information We Collect
When you interact with XenoLabs Software through our 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.
If our Facebook app requests specific permissions (such as access to your public profile or email), we will explain the purpose at the time of the request. You may revoke these permissions at any time via your Facebook account settings under Settings → Apps and Websites.
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.
You may opt out of WhatsApp communications from us at any time by replying "STOP" or by blocking our number. We will honour all opt-out requests promptly and remove your details from active communication lists.
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:
Our website at xenolabs.co.za may use cookies independently. Please refer to our website privacy notice for details.
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:
XenoLabs Software — Information Officer
🌐 xenolabs.co.za
📧 legal@xenolabs.co.za
📍 South Africa
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.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or Meta platform policies. We will post the revised policy on this page with an updated effective date. Continued use of our Facebook or WhatsApp Business channels after changes constitutes acceptance of the updated policy.