Privacy Policy & POPIA Compliance

Last updated: October 9, 2026

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law, including South Africa's Protection of Personal Information Act (POPIA), protects You.

We use Your Personal Data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.

  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Xii Group (Pty) Ltd, registration number 2017/223213/07.

  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

  • Country refers to South Africa.

  • Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

  • Personal Data (or "Personal Information" as defined under POPIA) is any information that relates to an identified or identifiable natural person or legal entity.

  • Service refers to the Website, Client Portal, cloud hosting services, messaging APIs, and related offerings supplied by Xii Group (Pty) Ltd.

  • Service Provider means any natural or legal person who processes data on behalf of the Company.

  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself.

  • Website refers to Xii Group (Pty) Ltd, accessible from https://xiigroup.co.za

  • You means the individual or legal entity accessing or using the Service.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address

  • First name, last name, and company title

  • Phone number and WhatsApp contact details

  • Physical address, Province, Postal code, City

  • VAT registration and company registration details (for billing)

  • Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, time spent on those pages, unique device identifiers, and diagnostic server logs.

Use of Your Personal Data

The Company processes Personal Data in accordance with POPIA for the following conditions:

  • To provide and maintain our Service, including monitoring service availability and routing messaging API traffic.

  • To manage Your Account: to register You as a user, facilitate client portal management, and manage billing routines.

  • For the performance of a contract: fulfilling service level obligations, software licensing, website hosting, and infrastructure delivery.

  • To contact You: by email, telephone, SMS, or WhatsApp regarding platform updates, operational alerts, security notices, or billing statements.

  • To manage Your requests: attending to technical support tickets and general administrative inquiries.

  • Compliance & Legal Obligations: adhering to statutory retention periods under South African financial and telecommunications laws.

Your Rights Under POPIA

Under South Africa's Protection of Personal Information Act, You hold specific statutory rights regarding Your Personal Data:

  • Right of Access: You have the right to request confirmation of whether We hold Personal Information about You and receive a record of that information.

  • Right to Correction/Deletion: You may request that We correct, amend, or delete Personal Information that is inaccurate, irrelevant, excessive, or obtained unlawfully.

  • Right to Object: You may object at any time to the processing of Personal Data for direct marketing purposes.

  • Filing a Complaint: You have the right to submit a complaint directly to the South African Information Regulator if You believe Your rights have been infringed.

Retention and Security of Your Data

The Company will retain Your Personal Data only for as long as necessary to fulfill the operational, legal, or accounting purposes outlined in this policy.

We apply robust administrative, technical, and physical safeguards—including SSL encryption, network firewalls, and restricted database access—to protect Your Personal Data against loss, unauthorized access, or destruction.

Disclosure and International Transfers

We do not sell Your Personal Data. We may share information with verified Service Providers (such as upstream cloud infrastructure or payment gateway processors) solely to execute core service operations. Any cross-border transmission of data is protected under operational agreements ensuring strict POPIA-level compliance.

Contacting Us

For any queries regarding this Privacy Policy or to exercise Your statutory rights under POPIA, please contact our Information Officer via email at support@xiigroup.co.za or call +27 12 880 1496.