Privacy Policy

1. Who we are

DDM Software Solutions (Pty) Ltd, based in Gauteng, South Africa, provides software development, integrations and business workflow services. This policy covers our website and DDM-operated applications, including integrations with Meta, Facebook and the WhatsApp Business Platform.

For privacy enquiries, contact hello@ddm-software-solutions.co.za.

2. Our role when working with businesses

When you contact DDM directly, DDM is responsible for the personal information used to handle your enquiry and provide our services. When we operate a WhatsApp workflow for a client business, that business determines how its customer information is used and DDM processes it on the business’s instructions. The business’s own privacy notice also applies.

3. Information we process

• Contact information you provide, such as your name, telephone number, WhatsApp number, email address and business details.
• Messages, attachments and information you submit for an enquiry, booking, application or support request.
• Workflow records, such as requested dates, services, booking references, status updates and payment status, where the connected business service requires them.
• For authorised business integrations: Meta business and WhatsApp account identifiers, connected phone number identifiers, permission information and access credentials needed to operate the connection.
• Technical records needed to operate and protect services, such as IP addresses, timestamps, delivery status, error logs and browser information.

The information processed depends on the service you use and the permissions you grant. We do not request your Facebook password or access unrelated private Facebook information.

4. How we use information

• Respond to enquiries and provide agreed services.
• Send and receive WhatsApp messages for the business you contact.
• Manage customer requests, bookings, support and authorised status notifications.
• Connect authorised business systems and keep relevant records updated.
• Maintain security, troubleshoot errors and prevent misuse.
• Meet applicable contractual and legal obligations.

We process personal information under applicable data protection requirements, including South Africa’s Protection of Personal Information Act (POPIA). Depending on the purpose, processing may be based on consent, providing a requested service, a legal obligation or a legitimate interest permitted by law. Optional marketing requires an appropriate lawful basis and an opt-out.

5. WhatsApp, Meta and automated responses

Messages are sent through the connected business’s WhatsApp Business Platform account. Meta processes information under its own terms and privacy policies. Connecting a business account gives DDM only the permissions authorised for that integration; account owners can revoke the connection through their Meta settings.

Where a business enables AI-assisted responses, relevant message content and business information may be processed by an AI service provider to prepare replies or classify requests. Please avoid sending passwords, full payment-card details or unnecessary sensitive information. Ask the business for human assistance if an automated reply does not resolve your request. Any additional use of customer information for model training requires separate authorisation and applicable disclosures.

6. Sharing and service providers

We share information only as needed with the business handling your request, authorised staff, and service providers supporting hosting, storage, communications, AI processing or connected systems. We may also disclose information where required by law or necessary to protect rights and service security. We do not sell personal information.

Some providers may process information outside South Africa. Such processing must be subject to applicable safeguards and data protection requirements. Meta’s practices are described in the Meta Privacy Policy and the WhatsApp Privacy Policy.

7. Retention and security

Information is kept only for as long as needed for its stated purpose, the agreed business service, dispute resolution or applicable legal requirements. Retention depends on the record and client requirements. Information no longer required is deleted or anonymised; copies in backups may remain until the applicable backup cycle expires.

Access to personal information should be limited to authorised people and services. Security measures are applied according to the system and information involved. No online service can guarantee absolute security.

8. Your choices and rights

You may request access to, correction of, or deletion of your personal information, withdraw consent where processing relies on consent, or object to processing where applicable. You can ask the business to stop optional messages and disconnect a Meta integration through the relevant account settings. Disconnecting an integration does not itself erase records already held.

For deletion instructions, visit our Data Deletion page. Where a client business controls the records, we will direct or coordinate your request with that business. Rights may be subject to identity verification and lawful retention requirements. You may also raise a privacy complaint with South Africa’s Information Regulator.

9. Website storage and external links

Our website stores your light or dark theme preference in your browser. Third-party links, embedded services and external resources may have their own privacy practices. Additional cookies or tracking introduced by a specific service must be disclosed as applicable.

10. Policy updates

We may update this policy when our services or requirements change. The date above identifies the latest revision. Contact us if you need clarification about a particular application or workflow.