Privacy Policy

1. Introduction

TruScan Systems (Pty) Ltd (“TruScan”, “we”, “us”, or “our”) respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable laws.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you interact with our website, WhatsApp channels, forms, automation systems, partner programme, product authentication solutions, and related services.

By using our services, you acknowledge that your personal information may be processed as described in this Policy.

2. Who We Are

TruScan Systems (Pty) Ltd is a South African technology company providing:

• WhatsApp automation services for businesses
• lead generation and customer engagement systems
• referral and partner programme technology
• QR-based product authentication solutions
• related digital business services

3. Information We Collect

Depending on how you interact with us, we may collect the following categories of information:

4. How We Collect Information

We may collect information:

• directly from you through forms or applications;
• when you message us on WhatsApp;
• when you browse our website;
• when you book a meeting or demo;
• from publicly available business sources for B2B outreach;
• from referrals or introductions; or
• through authorised third-party integrations.

5. How We Use Information

We may use personal information to:

• respond to enquiries and deliver our services;
• build and manage automation systems;
• send proposals, onboarding information, and updates;
• manage partner or referral programmes;
• verify products and monitor fraud;
• improve our website and systems;
• conduct lawful business-to-business marketing;
• process payments or payouts;
• maintain records and comply with legal obligations; and
• protect our business, users, and systems.

6. Legal Basis for Processing

Where required under POPIA, we process information on one or more lawful grounds, including:

• your consent;
• performance of a contract;
• compliance with legal obligations;
• legitimate business interests; or
• protection of a legitimate interest of the data subject or responsible party.

7. WhatsApp and Third-Party Platforms

Some services rely on third-party platforms such as:

• Meta / WhatsApp Business Platform
• Supabase, Brevo, and hosting providers
• scheduling, analytics, and payment providers

Where you communicate with us via WhatsApp, your information may also be processed under Meta's own terms and privacy policies. We are not responsible for third-party privacy practices, but we seek to use reputable providers.

8. Business Outreach and Marketing

We may contact businesses using publicly available business contact details where lawful and relevant to our services. Recipients may request no further marketing contact at any time by replying STOP or contacting us directly. We maintain suppression records to honour opt-out requests.

9. Sharing of Information

We do not sell personal information.

We may share information only where reasonably necessary with:

• technology and payment providers;
• communication platforms;
• professional advisers;
• regulators or authorities where legally required; and
• contractors working under confidentiality obligations.

10. International Transfers

Some service providers may process information outside South Africa. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.

11. Security Measures

We take reasonable technical and organisational measures to protect personal information, including:

• secure hosting environments and access controls;
• encryption where appropriate;
• audit logging and credential management;
• least-privilege access principles; and
• regular system reviews.

No system can guarantee absolute security, but we work to reduce risk.

12. Retention of Information

We retain personal information only for as long as reasonably necessary for:

• service delivery and legal compliance;
• dispute resolution and record keeping;
• fraud prevention; or
• legitimate business purposes.

Where information is no longer required, we may delete, anonymise, or securely archive it.

13. Your Rights Under POPIA

Subject to applicable law, you may request to:

• know what personal information we hold;
• access and correct your information;
• delete information where appropriate;
• object to certain processing;
• withdraw consent where processing is based on consent; and
• complain to the Information Regulator.

To exercise rights, contact us using the details below.

14. Cookies

Our website may use cookies or similar technologies for functionality, security, analytics, or performance. You may manage cookie settings through your browser.

15. Children's Privacy

Our services are intended for businesses and adults. We do not knowingly collect personal information from children without lawful authority.

16. Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions will be published with a revised date. Continued use of our services after updates may constitute acceptance of the revised Policy.

17. Contact Us