Legal Document

Privacy Policy

Last updated: June 8, 2026

Effective immediately for all users of Mobile Scanning Systems services

1 Company Overview

Mobile Scanning Systems (PTY) LTD (Registration Number: 2015/123456/07) is a South African-based technology provider specializing in retail software solutions, ERP implementation, and business communication systems.

As an authorised partner of Klipboard (formerly IQ Retail), we provide end-to-end retail management solutions including ERP Go, POS systems, and integrated business messaging services via WhatsApp Business API.

📱 WhatsApp Business API Data Processing

WhatsApp Data We Process:

  • ✓ Template Data: Pre-approved message templates used for notifications and marketing
  • ✓ Message Content: Text, images, documents, and voice notes sent between businesses and customers
  • ✓ Phone Numbers: Customer and business phone numbers used for message routing
  • ✓ Message Metadata: Timestamps, delivery status, read receipts, and message IDs
  • ✓ Session Information: Conversation history and context for customer interactions

How We Use WhatsApp Data:

  • ✓ Facilitating customer support conversations for our retail clients
  • ✓ Sending order confirmations, delivery updates, and payment receipts
  • ✓ Enabling two-way communication between businesses and their customers
  • ✓ Providing analytics on message performance and response times
  • ✓ Ensuring compliance with WhatsApp Business Policy and Terms of Service

⚠️ Important Note: We do NOT sell WhatsApp message data to third parties. We do NOT use WhatsApp data for advertising purposes. All WhatsApp communications are encrypted in transit and stored securely for a maximum of 30 days unless retention is required by law.

2 Information We Collect

We may collect the following types of information:

🏢 Business Information

  • • Company name and registration details
  • • VAT/Tax identification numbers
  • • Physical and postal addresses
  • • Business banking details (for billing)

📧 Contact Information

  • • Names of authorised personnel
  • • Email addresses (work only)
  • • Phone numbers (including WhatsApp-enabled numbers)
  • • Job titles and roles

💻 Technical Data

  • • IP addresses and device identifiers
  • • Browser type and operating system
  • • Log files and access timestamps
  • • System configuration details

🛍️ Retail Operational Data

  • • Sales transactions and POS data
  • • Inventory and stock levels
  • • Customer purchase histories
  • • Employee access logs

3 Your Rights (South Africa - POPIA)

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

✓ Request access to your personal data

✓ Request correction of inaccurate data

✓ Request deletion of your data

✓ Object to processing of your data

✓ Lodge a complaint with the Information Regulator

4 Data Security Measures

We implement industry-standard security measures including TLS 1.3 encryption for data in transit, AES-256 encryption for data at rest, multi-factor authentication for system access, regular security audits, and employee background checks.

5 Data Retention Periods

WhatsApp Messages 30 days (unless legal hold required)
Financial Records 5-7 years (South African tax law)
Customer Support Tickets 2 years
System Logs 90 days

6 Introduction & Scope

This Privacy Policy applies to all services provided by Mobile Scanning Systems (PTY) LTD, including:

Contact Us

For privacy-related inquiries, to exercise your POPIA rights, or to report a data breach:

Mobile Scanning Systems (PTY) LTD
76 Vorster Avenue, Glenanda
Johannesburg 2091, South Africa

📧 privacy@mobilescan.co.za (Privacy related)
📧 Info@mobilescan.co.za (General inquiries)

📞 +27 (11) 823 4668

Version: 2.0 | Effective: June 8, 2026 | POPIA Compliant: ✅