Privacy Policy

Last updated: June 2026

1. Who We Are

myOffice is a building services management platform operated to facilitate communication and administration between property managers, occupants, and service providers. This portal is accessible at portal.myoffice.net.za.

2. Information We Collect

We collect and process the following categories of personal information:

• Account information: name, email address, and phone number provided during registration.
• WhatsApp identity: your WhatsApp phone number (E.164 format) when you opt in to WhatsApp-based building communications.
• Building access data: your role within a building (e.g. occupant, admin), approval status, and associated building(s).
• Message logs: records of messages sent or received through the platform for audit and support purposes.
• Usage data: standard server logs (IP address, browser type, pages visited) for security and diagnostics.

3. How We Use Your Information

• To authenticate you and manage your access to the admin portal.
• To send transactional messages (magic-link sign-in, OTP codes) via email or WhatsApp.
• To enable building administrators to manage occupants, suppliers, and facilities.
• To deliver building notifications and service updates via WhatsApp.
• To maintain audit logs and support security investigations.

4. WhatsApp and Meta

myOffice uses the Meta WhatsApp Business Cloud API to send and receive messages on behalf of registered buildings. When you interact with a building's WhatsApp number, your messages are processed through Meta's infrastructure in accordance with WhatsApp's Privacy Policy. We store message metadata (sender, timestamp, content summary) in our database for operational purposes. We do not share this data with third parties except as required by law or as needed to deliver the service.

5. Data Sharing

We do not sell personal information. We may share data with:

• Building administrators — who manage the building you are associated with.
• Service providers — where necessary to fulfil a service request you initiated.
• Infrastructure providers — hosted SQL Server (Avdex), Meta WhatsApp Cloud API — under appropriate data processing agreements.
• Law enforcement — when required by applicable law.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. Message logs are retained for a minimum of 12 months for audit purposes. You may request deletion of your account and associated data by contacting your building administrator or emailing us at the address below.

7. Your Rights

Subject to applicable law (including the Protection of Personal Information Act — POPIA — in South Africa), you have the right to access, correct, or delete your personal information. To exercise these rights, contact your building administrator or reach us directly.

8. Security

We use industry-standard measures including HTTPS encryption, hashed credentials, token-based authentication, and access controls to protect your data. No system is completely secure; please notify us immediately if you suspect unauthorised access.

9. Contact

For privacy enquiries, data requests, or concerns, please contact the platform administrator via the Admin Portal or email admin@myoffice.net.za.