Prepared in accordance with:
- The Protection of Personal Information Act, 4 of 2013 (“POPIA”)
- The Promotion of Access to Information Act, 2 of 2000 (“PAIA”)
Company Name: Smart Messaging
Website: Smart Messaging
Effective Date: May 2026
1. Introduction
Smart Messaging respects the privacy and confidentiality of personal information and is committed to complying with the Protection of Personal Information Act (“POPIA”) and the Promotion of Access to Information Act (“PAIA”) in South Africa.
This manual explains:
- How personal information is collected, used, and protected
- How individuals may request access to records
- The rights of data subjects
- Our information processing practices
2. Company Information
Business Details
Company Name: Smart Messaging
Website: Smart Messaging Website
Business Type: Messaging & Communication Services Provider
3. Purpose of this Manual
The purpose of this manual is to:
- Promote transparency
- Inform users about their rights under PAIA and POPIA
- Describe the records held by Smart Messaging
- Explain how requests for access to information may be made
- Outline how personal information is processed and protected
4. Information Officer
The Information Officer is responsible for ensuring compliance with POPIA and PAIA.
Information Officer Contact Details
Information Officer: Management Team
Website: Smart Messaging Contact Page
5. Applicable Legislation
Smart Messaging complies with applicable South African legislation, including but not limited to:
- Protection of Personal Information Act (POPIA)
- Promotion of Access to Information Act (PAIA)
- Electronic Communications and Transactions Act
- Consumer Protection Act
- Companies Act
- Cybercrime Act
6. Categories of Personal Information Collected
Smart Messaging may collect and process the following information:
Customer Information
- Full names
- Company names
- Phone numbers
- Email addresses
- Billing information
- Communication preferences
Technical Information
- IP addresses
- Browser information
- Device information
- Website usage analytics
Communication Data
- SMS campaign details
- Email campaign information
- Message logs
- Delivery reports
7. Purpose for Processing Personal Information
Personal information may be processed for:
- Providing messaging services
- Customer support
- Billing and invoicing
- Account management
- Marketing communications
- Legal and regulatory compliance
- System monitoring and security
- Improving our services
8. Sharing of Information
Smart Messaging may share information with:
- Telecommunications providers
- Payment processors
- Hosting providers
- Technology partners
- Regulatory authorities where legally required
We do not sell personal information to third parties.
9. Data Security Measures
Smart Messaging implements reasonable technical and organizational measures to protect personal information, including:
- Secure hosting environments
- Password protection
- Firewall and malware protection
- Access controls
- Encrypted communications where applicable
- Regular software updates
10. Data Subject Rights
Under POPIA, individuals have the right to:
- Access personal information
- Request correction of inaccurate information
- Request deletion of information where applicable
- Object to processing
- Withdraw consent
- Lodge complaints with the Information Regulator
11. PAIA – Access to Records
Individuals may request access to records held by Smart Messaging in accordance with PAIA.
Records Available
Administrative Records
- Company registration records
- Policies and procedures
- Compliance documentation
Financial Records
- Invoices
- Billing records
- Payment records
Customer Records
- Account information
- Communication logs
- Service agreements
Website & Technical Records
- Website analytics
- Security logs
- System records
12. Request Procedure
Requests for access to records must:
- Be submitted in writing
- Clearly identify the requested information
- Provide sufficient contact details
- Specify the format required where applicable
Smart Messaging may require proof of identity before processing requests.
13. Grounds for Refusal
Access to records may be refused where permitted by law, including:
- Protection of personal privacy
- Commercial confidentiality
- Security concerns
- Legal privilege
- Protection of third-party information
14. Cookies & Website Tracking
Our website may use cookies and similar technologies to:
- Improve user experience
- Monitor website performance
- Analyze traffic and usage
- Remember user preferences
Users may disable cookies through browser settings.
15. Retention of Information
Personal information is retained only for as long as necessary to:
- Fulfill service obligations
- Meet legal requirements
- Resolve disputes
- Maintain business records
16. Complaints
Complaints relating to POPIA or PAIA may be directed to the Information Regulator of South Africa.
Information Regulator South Africa
Website: Information Regulator South Africa
17. Updates to this Manual
Smart Messaging reserves the right to amend this manual from time to time.
Updated versions will be published on the website.
18. Contact Us
For any POPIA or PAIA related requests or queries:
Smart Messaging
Website: Smart Messaging Official Website