REG•CO

Effective date:  13 September 2025
Who we are: WINIGYSTIX (PTY) LTD trading as REG.CO, 📍 390 Braam Pretorius Street, Magalieskruin, Pretoria
Contact (privacy):📞 +27 76 055 1164 ✉️ cindy@regco.net

1) What this policy covers

This policy explains how REG•CO collects, uses, stores, shares and protects personal information when you use our services, including our vehicle-licence reminder service and communications over WhatsApp and email.

2) What we collect

• Identity & contact: name, mobile/WhatsApp number, 📌 optional email.
  
  

• Vehicle info: make/model/description, registration number, licence expiry date.
  
  

• Consent & preference logs: consent text shown, timestamps, message IDs, categories selected, opt-in/opt-out events (e.g., “STOP”).
  
  

• Technical metadata (limited): WhatsApp user identifier, delivery/read events, your IP/user-agent when you submit our forms.
  
  

• Support messages: content you send us for assistance.
  
  

We don’t seek special-category data (health, biometrics, religion, etc.). If you send it inadvertently, we’ll delete or minimise it.

3) How we collect it

• Directly from you via our Google Form, website forms, WhatsApp messages, phone or in-person.
  
  

• Automatically from WhatsApp delivery events and our systems (e.g., time of consent).
  
  

• From publicly available or customer-provided documents only where needed to deliver the service (e.g., verifying a vehicle registration you gave us).
  
  

4) Why we process your data (purpose & lawful basis – POPIA)

We process your information to:

• Provide the service (set up and send license reminders; respond to enquiries).
  
  

• Send direct marketing only if you consent (e.g., REG•CO promos or updates).
  
  

• Prove and manage consent (audit logs, opt-out lists).
  
  

• Comply with law and protect our legitimate interests (e.g., security, fraud prevention).
  
  

Lawful grounds under POPIA s11(1) include consent, contract/service performance, legal obligation, and legitimate interests (balanced against your rights). We rely mainly on consent for WhatsApp messaging and on contract/service performance for the core reminder service. POPIA

5) Direct marketing & WhatsApp rules

• We only send electronic direct marketing (email/SMS/WhatsApp) with your prior consent unless you’re an existing customer and the strict conditions in s69(3) are met. You may be approached once to request consent if you’ve not objected before. Every message will identify REG•CO and include a simple opt-out. POPIA
  
  

• WhatsApp also requires opt-in permission that complies with local law before we can message you. WhatsApp Business+1
  
  

How to opt out: Reply STOP in WhatsApp or email us at  cindy@regco.net. We will action it promptly and retain a minimal “do-not-contact” record.

6) Who we share data with

• WhatsApp/Meta (Cloud API) to deliver messages and Flows. Data may be processed outside South Africa subject to Meta’s transfer mechanisms and security commitments. Facebook for Developers+1
  
  

• Cloud/IT providers we use to host forms, logs and emails (only as necessary, under contracts).
  
  

• Regulators or law enforcement where legally required.
  
  

We do not sell personal information.

7) Cross-border transfers

Where information is processed outside South Africa (e.g., by WhatsApp Cloud API), we take steps required by POPIA s72—such as contracts and safeguards—to ensure recipients are subject to laws, binding rules or agreements that provide an adequate level of protection. Government of South Africa

8) Security

We use reasonable and appropriate measures: access controls, encryption in transit, least-privilege admin, logging, and staff confidentiality. (No system is perfect; we continuously improve controls and vendor due diligence.)

9) Retention

• Active reminders: keep data while your reminders are active.
  
  

• After opt-out/completion: keep minimal records (consent + opt-out timestamps and message IDs) for up to 24 months for legal/audit purposes, unless law requires longer or you ask us to delete sooner where permitted. We then delete or irreversibly anonymize.
  
  

10) Your rights (POPIA)

You may request to access, correct, or delete your personal information; object to/withdraw consent for direct marketing; and complain to the Information Regulator.

How to exercise:

• WhatsApp: reply STOP (direct marketing) or HELP (support).
  
  

• Email: cindy@regco.net (we may need to verify your identity).
  
  

Information Regulator (SA) – complaints:
Woodmead North Office Park, 54 Maxwell Dr, Woodmead, Johannesburg, 2191 • 010 023 5200 • enquiries@inforegulator.org.za • https://inforegulator.org.za/complaints/ Empowered Compliance Monitor+1

11) Children

Our service is intended for adults. We don’t knowingly process children’s data. If you believe we have, contact us and we’ll address it.

12) Cookies & website analytics (if applicable)

If you use our website, we may use essential cookies and limited analytics to improve the site. You can control cookies in your browser. (Add/adjust this section to match what you actually run.)

13) PAIA Manual

Our PAIA Manual (how to request records under PAIA) is available here:

14) Changes to this policy

We’ll post updates here and change the Effective date. Significant changes may also be announced via WhatsApp or email where appropriate.

Short notices you can reuse

On the Google Form (checkbox text):
“I consent to receive WhatsApp notifications from REG•CO for my vehicle-license reminders and related updates. I can reply STOP to opt out. See Privacy Policy: https://regco.net/privacy.”

In the WhatsApp template (footer/line):
“POPIA: We keep consent & opt-out logs. Reply STOP to opt out. Policy: https://regco.net/privacy”

Why this meets the rules (in plain English)

• POPIA: lawful grounds (s11); direct-marketing opt-in and “one-time consent request” rule (s69); rights & Regulator contact; cross-border safeguards (s72). POPIA+2POPIA+2
  
  

• WhatsApp: explicit opt-in required; you only message after consent and always include opt-out. WhatsApp Business+1