Vaanya Business Solutions - Legal Policies


PAIA Manual (Promotion of Access to Information Act, 2000)

1. Introduction

This PAIA Manual is prepared in accordance with the Promotion of Access to Information Act, 2000 (PAIA). It outlines how individuals may request access to records held by Vaanya Business Solutions.

2. Company Details

Business Name: Vaanya Business Solutions
Website: www.vaanya.co.za
Email: services@vaanya.co.za

3. Information Officer

Email: services@vaanya.co.za

4. Records Available

- Company registration documents
- Product and service information
- Customer transaction records
- Policies and legal documents

5. Request Procedure

- Submit request via email
- Describe the record clearly
- Provide contact details

6. Fees

Applicable fees may apply as per PAIA regulations.

7. Grounds for Refusal

Access may be refused if it involves confidential or restricted information.

8. Availability

Available on website or upon request.




POPIA Privacy & Data Protection



1. Commitment

We comply with POPIA (Protection of Personal Information Act, 2013).

2. Information Collected

- Name, email, phone
- Address
- Payment details
- Order history

3. Purpose

- Process orders
- Customer support
- Improve services

4. Data Security

We use strong security measures to protect your data.

5. Sharing

We do NOT sell your data. Only shared with:
- Payment providers
- Couriers
- Legal authorities

6. Your Rights

- Access data
- Correct data
- Delete data
- Opt out of marketing

7. Retention

Data kept only as long as necessary.

8. Contact

services@vaanya.co.za


Contact Us Data Protection Clause

“At Vaanya Business Solutions, your privacy is our priority. All personal information submitted through this website is securely processed and protected in accordance with POPIA. We do not sell or misuse your data, and we take all reasonable measures to ensure it remains safe and confidential.”




1. Information We Collect


WhatsApp Business Data

When you interact with our WhatsApp Business services, we may collect:

Your WhatsApp phone number
Message content and conversation history
Media files (images, documents) you share
Delivery and read receipts
Contact information from your WhatsApp profile


Voice Valet Call Data

Caller phone numbers and call duration
Call recordings for quality assurance and AI training
Transcripts of voice interactions
Customer service request details


Technical Information

IP address, browser type, and device information
Website usage data and analytics
Cookies and similar tracking technologies
System logs and performance data


2. How We Use Your Information


We use collected information to:

Provide and improve our AI services
Process service requests and customer support
Communicate via WhatsApp Business and other channels
Train and enhance our AI models (with anonymized data)
Send service updates and marketing communications (with consent)
Comply with legal obligations
Prevent fraud and ensure service security


3. Meta/WhatsApp Business Integration


WhatsApp Business API Compliance

We use WhatsApp Business API in accordance with Meta's policies:

All WhatsApp communications follow Meta's messaging guidelines
We obtain proper consent before initiating WhatsApp conversations
Customer data is processed in accordance with Meta's data handling requirements
We respect WhatsApp's user privacy settings and preferences


Data Sharing with Meta

When using WhatsApp Business services:

Message metadata may be shared with Meta as required by WhatsApp Business API
We do not share sensitive business data with Meta beyond what's necessary for message delivery
Customer phone numbers are processed through WhatsApp's secure infrastructure


4. Data Sharing and Disclosure


We may share your information with:

Service Providers: Third-party vendors who assist with our services
WhatsApp/Meta: As required for WhatsApp Business API functionality
AI Training Partners: Anonymized data for improving AI models
Legal Authorities: When required by law or to protect our rights
Business Transfers: In case of merger, acquisition, or sale of assets

We never sell your personal information to third parties.


5. Data Security


We implement appropriate security measures including:

Encryption of data in transit and at rest
Access controls and authentication protocols
Regular security audits and vulnerability assessments
Secure cloud infrastructure with backup systems
Employee training on data protection


6. Your Rights (POPIA Compliance)


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

Access your personal information
Correct or update your information
Delete your personal information (subject to legal requirements)
Object to processing of your information
Withdraw consent for marketing communications
Lodge a complaint with the Information Regulator


7. Data Retention


We retain your information for:

Service Data: Duration of service agreement plus 7 years
Call Recordings: 12 months for quality assurance
WhatsApp Messages: 24 months for customer service
Marketing Data: Until you withdraw consent
Legal Requirements: As required by South African law