Privacy Policy

This Privacy Policy explains how Gallix (“Gallix”, “we”, “us”, or “our”), operated by Techodactyl Proprietary Limited (registration number 2020/663528/07), collects, uses, discloses, and protects personal information when you use our website at gallix.co.za, our web application at gallix.app, WhatsApp notifications we send, and related services (collectively, the “Service”).

We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and other applicable data protection laws. This notice covers the Service as a whole, including WhatsApp. It is public and does not require an account to read.

1. Who we are

The responsible party under POPIA is:

Techodactyl Proprietary Limited
Registration number: 2020/663528/07
Physical address: Block 2, Blaauwklip Office Park, Webersvallei Road, Jamestown, Stellenbosch, Western Cape, 7600, South Africa
Privacy contact: info@gallix.co.za

Privacy requests are handled by the Information Officer of Techodactyl Proprietary Limited. Email the Information Officer at info@gallix.co.za, or write to the address above. Use the subject line “Privacy request” so we can route it.

2. Information we collect

We may collect the following categories of personal information:

• Account and contact information: name, company name, email address, phone number, and billing details.
• Business and usage data: store information, inventory data synced from IQ Retail, feature usage, logs, and support communications.
• Technical data: IP address, browser type, device information, cookies, and analytics data.
• Communications: messages you send us via forms, email, WhatsApp, or support channels.

If you use WhatsApp notifications, we also collect the information in section 3.

3. What we collect for WhatsApp messages

• WhatsApp phone number, in international format.
• Consent: that you opted in, when you opted in, and where the opt-in came from. That may be you, or Gallix support acting on your behalf.
• Your choices: which stores and message types you selected, such as the daily sales summary and service notices, and whether you separately agreed to product announcements.
• Message records: which template was sent, when it was sent, the delivery status (sent, delivered, read, or failed), and any error returned by WhatsApp.
• Replies you send to the Gallix WhatsApp number, including STOP and START.

4. How we use your information

We use personal information to:

• Provide, operate, maintain, and improve the Service;
• Create and manage your account and subscription;
• Process trials, billing, and customer support requests;
• Send service-related notices, security alerts, and product updates;
• Monitor usage, troubleshoot issues, and prevent fraud or abuse;
• Comply with legal obligations and enforce our Terms of Service and Customer Agreement.

For WhatsApp, we use the information in section 3:

• To send the messages you or your business asked for: daily store sales summaries, operational alerts, and service notices;
• To send product announcements only where you have separately agreed to marketing messages;
• To confirm delivery, fix failed messages, and support you.

5. Legal basis for processing

We process personal information where necessary to perform our contract with you, comply with legal obligations, pursue legitimate business interests (such as improving the Service and ensuring security), or with your consent where required. WhatsApp notifications are sent with consent. Marketing messages on WhatsApp are sent only with separate consent. You may withdraw consent as described in section 11.

6. How we share information

We do not sell your personal information. We do not share it with other third parties for their own marketing. We may share information with:

• Meta Platforms (WhatsApp Business Platform), which delivers WhatsApp messages. Their terms and privacy notices are the WhatsApp Business Terms, the WhatsApp Privacy Policy, and Meta’s Privacy Policy.
• Google Cloud and Firebase, where Gallix stores and processes the data. See Google’s Privacy Policy.
• Other service providers: hosting, analytics, email delivery, payment processing, and customer support tools that process data on our behalf under contractual safeguards.
• Integration partners: where required to deliver IQ Retail or other authorised integrations you enable.
• Legal and safety: when required by law, court order, or to protect rights, safety, and security.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to appropriate confidentiality protections.

7. International transfers

Your information may be processed in South Africa and in other countries where our service providers operate. Meta and Google may process WhatsApp and hosting data outside South Africa, under their safeguards. Where POPIA requires a further safeguard for a cross-border transfer, we rely on a lawful basis in section 72 of POPIA, such as a contract that requires comparable protection.

8. How long we keep it

We retain personal information only for as long as necessary to provide the Service, meet legal and accounting requirements, resolve disputes, and enforce agreements. When data is no longer required, we delete or anonymise it.

For WhatsApp:

• Message records (sent, delivered, read, and failed) are deleted after 30 days.
• Inbound replies are deleted after 90 days.
• Your phone number and consent record are kept while you stay opted in, and removed when you opt out or lose access to the store.

9. Data security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or alteration. Access to WhatsApp personal information is restricted to the user and authorised Gallix staff. Message logs are not readable from the Gallix app by other users. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Cookies and tracking

We use cookies and similar technologies to operate the website, remember preferences, and understand usage. You can control cookies through your browser settings, though some features may not function properly if cookies are disabled.

11. Your choices and rights

You can opt out of WhatsApp messages at any time by replying STOP to the Gallix WhatsApp number, or by switching the setting off in Gallix under Settings, then Notifications. Reply START to that number to turn messages back on.

Subject to applicable law, you may also:

• Request access to personal information we hold about you;
• Request correction or deletion of inaccurate or outdated information;
• Object to or restrict certain processing activities;
• Withdraw consent where processing is based on consent;
• Lodge a complaint with the Information Regulator (South Africa).

To exercise these rights, email info@gallix.co.za.

12. Data deletion

You can ask us to delete personal information we hold about you, including WhatsApp data, in any of these ways:

• Switch off WhatsApp notifications in Gallix under Settings, then Notifications.
• Reply STOP to the Gallix WhatsApp number.
• Email info@gallix.co.za with the subject line “Deletion request”. Use an address or number we can match to you, and say what you want deleted.

Switching notifications off, or replying STOP, stops further WhatsApp messages immediately. We then remove the phone number and consent record. Message records and replies already stored are deleted on the schedule in section 8, unless you ask us to delete them sooner.

We acknowledge an emailed deletion request within 5 business days and complete it within 30 days. We may keep information we are required by law to retain. If we cannot delete something, we will tell you why.

13. Children’s privacy

The Service is intended for business use and is not directed at children under 18. We do not knowingly collect personal information from children.

14. Third-party links

Our website and messages may contain links to third-party sites, including WhatsApp and Meta. We are not responsible for the privacy practices of those sites and encourage you to review their policies.

15. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page with a new date. If a change materially affects WhatsApp messaging, we will also give notice by email or in Gallix before it applies. Continued use of the Service after changes take effect constitutes acceptance of the revised policy, to the extent the law allows.

16. Contact us

Questions about this Privacy Policy, or requests to access, correct, delete, or object to processing, can be sent to:

Techodactyl Proprietary Limited (Gallix)
Information Officer
Email: info@gallix.co.za
Address: Block 2, Blaauwklip Office Park, Webersvallei Road, Jamestown, Stellenbosch, Western Cape, 7600, South Africa