Privacy Policy
Codist (Pty) Ltd ("Codist," "we," "us," or "our") operates DeskFlow, an IT service management platform for businesses in South Africa. This Privacy Policy explains what information we collect, how we use it, and the choices you have — including how to request that your data be deleted.
This policy applies to DeskFlow's website, application, and any communication channels we support, including WhatsApp.
1. Information We Collect
Information you provide directly:
- Account and organization details (name, email, phone number, company information) when you sign up
- Support ticket content, including messages sent through WhatsApp, Slack, Microsoft Teams, or our web portal
- Asset and equipment records your organization stores in DeskFlow (device details, assignment history, photos)
- Employee records your organization stores in DeskFlow (name, department, start/leave dates), where your organization has configured this
Information collected automatically:
- Log data (IP address, browser type, access times) for security and reliability purposes
- Usage data to understand how the platform is used and to improve it
Information from third-party integrations you choose to connect:
- WhatsApp messages, sent via Meta's WhatsApp Business API, when your organization enables WhatsApp-based support
- Data from integrated services you configure, such as Microsoft Azure AD, Slack, Microsoft Teams, Microsoft Intune/Defender, or your firewall/network monitoring tools — only what's needed for the specific integration you turn on
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the DeskFlow platform
- Create and manage support tickets, including routing messages between WhatsApp, our platform, and any connected helpdesk system
- Send you service-related communications (ticket updates, account notices)
- Improve and secure the platform
- Comply with our legal obligations, including under South Africa's Protection of Personal Information Act (POPIA)
We do not sell your personal information.
3. How We Share Information
We share information only as necessary to provide the service:
- With Meta, to send and receive WhatsApp messages on your organization's behalf, where WhatsApp support is enabled
- With third-party services your organization has explicitly connected (e.g. Freshdesk, Slack, Microsoft services), limited to what's needed for that integration to function
- With service providers who help us operate DeskFlow (e.g. hosting infrastructure), under confidentiality obligations
- Where required by law, regulation, or a valid legal process
4. Data Retention
We retain your information for as long as your organization's account is active, or as needed to provide the service. If your organization's account is closed, we retain data only as long as necessary for legal, accounting, or legitimate business purposes, after which it is deleted or anonymized.
5. Your Rights
Under POPIA and applicable law, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information — see our Data Deletion Instructions for how to do this
- Object to certain processing of your information
- Lodge a complaint with the Information Regulator (South Africa) if you believe your rights have been violated
6. Data Security
We take reasonable technical and organizational measures to protect your information, including encryption of data in transit, access controls, and regular security review. No system is completely secure, and we encourage you to use strong account credentials and report any suspected security issue to us immediately.
7. WhatsApp-Specific Notice
If your organization uses DeskFlow's WhatsApp support feature, messages you send are processed through Meta's WhatsApp Business Platform in addition to DeskFlow's own systems. Meta's own privacy policy also applies to how Meta processes that data as the messaging platform provider. We only use WhatsApp message content to provide support ticketing services and do not use it for advertising.
8. Children's Privacy
DeskFlow is a business software product not directed at children, and we do not knowingly collect personal information from children.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version here with a new "Last updated" date. Continued use of DeskFlow after changes take effect constitutes acceptance of the updated policy.
10. Contact Us
For any questions about this Privacy Policy, or to exercise your data rights, contact us at:
Codist (Pty) Ltd
Email: privacy@deskflow.co.za
Johannesburg, South Africa