PRIVACY POLICY - POPIA

Last Updated: 30/07/2026

1. Scope

This policy applies to degoedenetworking.co.za and to De Goede Networking's internal Atlas Network Engine (ANE) support operations. It explains how we handle information when you visit our website, use our contact tools, or contact us through approved support channels such as WhatsApp.

2. Information We Collect

• Website and contact form: your name, email address, message details, IP address, browser information, and basic analytics or cookie data.
• WhatsApp and Meta support: your WhatsApp or Meta account identifier, display name, telephone number, message text, timestamps, delivery information, and files you choose to send.
• Support records: we may link a conversation to an existing customer or support record to respond to an enquiry, diagnose a problem, maintain service continuity, and keep an appropriate record of work performed.

3. Atlas Network Engine Customer Support

ANE is an internal system available only to authorized De Goede Networking staff. It is not a public customer account or advertising platform. Messages sent from ANE require an authorized staff member to select Send. ANE connects directly to De Goede Networking's existing Meta-hosted WhatsApp Business Account through the WhatsApp Cloud API. Meta Business Suite remains an emergency fallback. Staff should avoid replying simultaneously in both ANE and Meta Business Suite because replies sent outside ANE may not be mirrored into ANE. We do not sell WhatsApp or Meta conversation data and do not use it for third-party advertising.

4. Optional Hermes-Assisted Reply Drafts

An authorized staff member may explicitly request a suggested support reply. ANE supplies only the triggering message and up to ten recent text messages, with a combined maximum of 8,000 characters. Attachments, filenames, telephone numbers, contact records, ticket data, and older conversation history are excluded from the drafting request.

The request is handled by a dedicated, isolated Hermes profile with no tools, browser, terminal, files, messaging access, persistent customer memory, or autonomous actions. It generates a draft only. Staff must review or edit the draft, and it is never sent automatically.

The dedicated Hermes profile currently uses OpenAI Codex for inference. Customer text included in a drafting request may therefore be processed by OpenAI outside South Africa under the safeguards applying to the contracted service. OpenAI acts as an inference processor for this limited purpose.

De Goede Networking rents a dedicated server from Xneelo (Pty) Ltd and fully manages and administers both the server and the assistant VPS itself. Xneelo supplies the underlying data-centre and network infrastructure and is not authorized to use customer content for its own purposes.

5. How We Use Information

• Respond to enquiries and provide technical support.
• Diagnose service problems and maintain support continuity.
• Maintain appropriate customer, service, security, and audit records.
• Monitor website usage and improve our services.
• Generate optional, staff-requested reply drafts.

Contact-form information is not used for marketing or newsletters unless you specifically request it.

6. Service Providers and Cross-Border Processing

We use Meta Platforms for WhatsApp and Meta Business Suite messaging, OpenAI for optional staff-requested drafts through the isolated Hermes profile, and Xneelo (Pty) Ltd for the underlying data-centre and network infrastructure. De Goede Networking fully manages the rented dedicated server and the assistant VPS. Some processing may occur outside South Africa. We require service providers to process information only for the relevant service and apply appropriate contractual, access, and security safeguards.

7. Retention

ANE keeps normalized support conversations and media only for as long as reasonably necessary to provide support, maintain service and audit records, resolve disputes, and meet legal or contractual obligations. Raw signed Meta webhook payloads are purged after seven days. Completed or dismissed Hermes drafts are purged after 30 days. Information no longer required is deleted or de-identified where reasonably possible.

Verified deletion requests can remove Meta conversations, support media, and Hermes drafts from ANE. Some CRM, invoice, security, ticket, or work records may need to be retained where required by law, contract, legitimate business recordkeeping, or legal claims. Any retained record remains subject to access and security controls.

8. Security and Staff Access

ANE requires authenticated staff access and effective permissions. Meta credentials and signing secrets are not exposed to staff browsers. Webhook requests are signature checked and size limited. Customer media is stored privately behind authenticated routes. The Hermes drafting service is isolated behind a private VPN boundary and accepts no public requests.

9. WhatsApp and Facebook Links

Website buttons may open WhatsApp or Facebook. We do not see your telephone number unless you send us a message. Information processed independently by WhatsApp, Meta, or your own device is also subject to those services' privacy terms and controls.

10. Your POPIA Rights

Subject to applicable law, you may ask whether we hold personal information about you, request access to or correction of that information, object to certain processing, or request deletion. We may need to verify your identity and will explain any information that must lawfully be retained. Instructions for WhatsApp, Meta, and ANE deletion requests are available at https://degoedenetworking.co.za/data-deletion/.

11. Contact Us

Information Officer: Trish Breytenbach
Email: trish@degoedenetworking.co.za