Privacy Policy

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Last updated: 4 October 2026

This policy explains how DigiWen collects, uses, shares and protects your personal information when you use digiwen.co.za, submit our forms, or book a call with us. We handle personal information in line with the Protection of Personal Information Act, 4 of 2013 (POPIA).

1. Who we are

DigiWen is the responsible party for the personal information described in this policy. DigiWen’s Information Officer, as defined in POPIA, can be reached at the email address below.

2. What information we collect

SOP intake form. When you submit the intake form we collect your name, email address, the name and category of your process, and the notes you paste in. We also record that you agreed to this policy, with the date and time.

Contact form. When you use the contact form on our site, we collect your name, your email address, your message, and a record that you agreed to this policy. The form sends this to our business email inbox.

Booking a call. When you book through our Google Calendar booking page, Google collects the details you enter (such as your name, email address and any message) and shares them with us so we can hold the appointment.

Email. If you email us, we keep your message and your email address so we can reply.

Website visits. We use Jetpack Stats to count visits and see which pages are viewed. This gives us summary information such as pages viewed, the site you came from and your approximate location. Our web host also keeps standard server logs, which include your IP address. When our pages load, your browser requests fonts from Google Fonts, so Google receives your IP address.

Google Analytics. We also use Google Analytics to measure how visitors use our site. It uses cookies and similar technologies to collect information such as the pages you view, how long you stay, your device and browser type, and your approximate location. This information is used in aggregate to improve the site. You can opt out of Google Analytics by installing the Google Analytics opt-out browser add-on.

Comments and cookies. If you leave a comment on our site, we collect the details in the comment form, plus your IP address and browser user agent to help detect spam. Cookies are small files saved on your device. We use cookies needed to run and secure the site, plus the analytics cookies described above. Our site shows a cookie notice where you can manage your cookie choices, and you can also block or delete cookies in your browser settings.

We do not ask for special personal information (such as health, religion or biometric data) or information about children. Please do not include it in your submissions.

3. Why we use your information

  • To respond to your enquiry or request.
  • To deliver the service you asked for, such as turning your notes into a structured SOP.
  • To schedule and hold calls.
  • To keep the website secure and working, and to understand how it is used.
  • To meet legal obligations.

We use your information only for these purposes. We do not sell your personal information.

4. Our basis for using your information

We process your information because you have given consent (for example by ticking the consent box on our form), because it is needed to respond to your request, or because we have a legitimate interest in running and securing our website.

5. Who we share it with

We share information only with service providers who help us run DigiWen, and only as needed:

  • Google (Google Workspace, including Gmail, Calendar, Drive, Sheets and Apps Script, plus Google Analytics and Google Fonts), which stores and processes form submissions, emails and bookings, and provides site analytics.
  • Automattic (Jetpack), which provides website statistics.
  • Our web hosting and email providers, which host the website and its logs, and deliver and store the messages you send us.

We may also disclose information if the law requires it. We do not share your information with anyone else for their own marketing.

6. Information processed outside South Africa

Some of our providers, including Google and Automattic, may store or process information on servers outside South Africa. Where this happens, we use providers that are bound by laws or agreements giving a level of protection similar to POPIA, or we rely on your consent.

7. How long we keep it

We keep your information only for as long as we need it for the purposes above, or as the law requires. You can ask us to delete it at any time.

8. How we protect it

We use reasonable technical and organisational measures to protect your information, including encrypted connections (HTTPS) and password-protected accounts. No method of storage or transmission is completely secure. If a security compromise affects your information, we will notify you and the Information Regulator as POPIA requires.

9. Your rights

You have the right to:

  • ask whether we hold information about you, and request a copy;
  • ask us to correct or delete your information;
  • object to us processing your information;
  • withdraw your consent at any time (this does not affect processing already done); and
  • complain to the Information Regulator.

To use any of these rights, email info@digiwen.co.za. We may need to confirm your identity before we act on a request.

10. Complaints

Please contact us first so we can try to resolve your concern. If you are not satisfied, you can complain to the Information Regulator (South Africa):

11. Links to other sites

Our site links to services run by others, such as Google Calendar. Their privacy practices are their own, so please read their policies.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.

13. Contact us

Questions about this policy or your information: info@digiwen.co.za.

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