Privacy Policy

Flexitron Messaging Integration (WhatsApp) · Last updated: 13 October 2026

This policy explains how FLEXITRON SOS (PTY) LTD, REG. NO. 98/009903/07 ("Flexitron", "we", "us") handles personal information processed by our messaging integration, which allows medical practices using their practice management software to send notifications to their patients via WhatsApp. We process personal information in accordance with the Protection of Personal Information Act, 2013 (POPIA).

1. Our role

The medical practice that sends the message is the responsible party for its patients' information. Flexitron acts as an operator: we process the information only on the practice's instructions and only to deliver its messages.

2. Information we process

• The recipient's mobile number.
• The content of the message sent by the practice (for example appointment reminders or account notifications).
• Delivery information supplied by WhatsApp: sent, delivered, read and failed status, with timestamps.
• Replies a recipient sends back to the practice's WhatsApp number.

We do not collect any other information from recipients, and we do not use the information for marketing, profiling or any purpose other than delivering the practice's messages and reporting their delivery status back to the practice.

3. Sharing of information

Messages are delivered through the WhatsApp Business Platform operated by Meta Platforms, Inc. and its affiliates. The recipient's number and the message content are therefore transmitted to Meta, whose processing is governed by the WhatsApp Business terms and Meta's privacy policy. We do not sell or otherwise share personal information with any other third party, unless required by law.

4. Cross-border transfer

Meta may process information on servers outside South Africa. Such transfers take place under Meta's data-protection terms, which provide protection comparable to POPIA.

5. Retention

Message content and delivery records are kept only for as long as needed to deliver the message and report its status to the practice, and no longer than [30] days, after which they are deleted. The practice's own records are kept by the practice under its own retention policy.

6. Security

We apply reasonable technical and organisational measures to protect personal information, including encrypted connections to WhatsApp and restricted access to our systems.

7. Your rights and data deletion

Under POPIA you may request access to, correction of, or deletion of your personal information, and you may object to its processing. To stop receiving WhatsApp messages, or to have your information deleted, you can:

• contact the medical practice that sent you the message, or
• email us at support@flexitron.co.za with your mobile number and the request. We will action deletion requests within 30 days and confirm by return email.

You also have the right to lodge a complaint with the Information Regulator (South Africa): inforegulator.org.za.

8. Contact

Information Officer: Jaco Harms
FLEXITRON SOS (PTY) LTD
154 Zastron Str Oxford Building nr. 10 Westdene Bloemfontein 9301
Email: support@flexitron.co.za · Tel: 051 447 7944

9. Changes

We may update this policy from time to time. The latest version will always be available on this page.