Introduction
Sixteen Digital Solutions (“we”, “us”, “our”, “SDS”) is committed to protecting your privacy. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and the rights you have over it, in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).
This policy applies to personal information we collect through our website, the Systems Diagnostic and other enquiry forms, direct communication (email, WhatsApp, phone), and in the course of delivering our services.
Who are we
Our information Officer: io@sixteen.solutions
Under POPIA, every organisation processing personal information must have a registered Information Officer responsible for compliance. If this hasn’t been done yet, it should be completed before this policy is published, since the policy states that role exists.
What Personal Information We Collect
From website visitors and leads
- Name and organisation
- Email address and, where provided, phone number
- The content of any message or enquiry submitted
- Which service you’ve expressed interest in
From clients
- Business and billing contact details
- Information shared with us in the course of a project – which may include your own customers’ or beneficiaries’ data where we’re building or configuring a system on your behalf
How We Collect Your Information
- Directly from you, via the Systems Diagnostic form, contact form, email, phone, or WhatsApp
- In the course of delivering a service you’ve engaged us for
- Automatically through standard website functioning (e.g. server logs), and via cookies or analytics tools where these are in use
Why We Process Your Information
- To respond to enquiries and provide the free Systems Diagnostic
- To deliver, invoice, and support the services you’ve engaged us for
- To communicate with you about your project or account
- To send marketing communications, where you’ve consented to receive them
- To improve our services and website
- To meet our own legal, tax, and accounting obligations
Legal basis for processing
We process personal information on one or more of the following bases, as required by POPIA:
- Your consent (for example, when you submit an enquiry form or opt in to marketing)
- Performance of a contract with you or your organisation
- Compliance with a legal obligation
- Our legitimate business interests, weighed against your right to privacy
Sharing information
We do not sell personal information. We may share it with:
- Service providers and platforms we use to operate (e.g. hosting, email, CRM, and WhatsApp/Meta Business tools) — acting as operators on our behalf, under agreements requiring them to protect your information
- Professional advisors (e.g. our accountant or lawyer), where necessary
- Authorities, where required by law
Cross-boarder Transfers
Some of the platforms we use to operate may store or process information outside South Africa. Where this happens, we take reasonable steps to ensure the recipient is subject to a level of data protection comparable to POPIA, as required under section 72 of the Act.
How long we keep your information
We retain personal information only for as long as necessary to fulfil the purpose it was collected for, or as required by law (for example, tax and accounting records). Enquiry information from people who don’t become clients is deleted after a reasonable period of inactivity.
How We Protect Your Information
We use reasonable technical and organisational measures to protect personal information against loss, unauthorised access, and misuse, including access controls and working with reputable, security-conscious service providers. No system is completely secure, and we will notify affected individuals and the Information Regulator of any data breach as required by POPIA.
Your Rights
Under POPIA, you have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate or outdated information
- Request deletion of personal information, subject to any legal obligation we may have to retain it
- Object to processing of your information, including for direct marketing
- Withdraw consent at any time, where processing is based on consent
- Lodge a complaint with the Information Regulator (see Section 14)
To exercise any of these rights, contact us using the details in Section 13.
Direct Marketing
We will only send you direct marketing communications if you’ve consented to receive them, or as otherwise permitted under POPIA. You can opt out at any time, free of charge, by contacting us or using the unsubscribe option in any marketing communication.
Cookies and Website Analytics
Under POPIA, you have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate or outdated information
- Request deletion of personal information, subject to any legal obligation we may have to retain it
- Object to processing of your information, including for direct marketing
- Withdraw consent at any time, where processing is based on consent
- Lodge a complaint with the Information Regulator (see Section 14)
To exercise any of these rights, contact us using the details in Section 13.
Children’s Information
Our services are directed at businesses and organisations, not individual children. We do not knowingly collect personal information from children without the consent of a parent or guardian, as required by POPIA.
Changes to This Policy
We may update this Privacy Policy from time to time. The date below reflects the last update. Material changes will be communicated to clients directly where appropriate.
Last updated: 01 September 2026
Contact Us
For any questions about this policy or your personal information, contact our Information Officer at io@sixteen.solutions.
Lodging a Complaint with the Information Regulator
If you believe we have not handled your personal information in accordance with POPIA, you have the right to lodge a complaint with South Africa’s Information Regulator:
- Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
- Telephone: 010 023 5200 | Toll-free: 0800 017 160
- Email: enquiries@inforegulator.org.za
- Complaints portal: eservices.inforegulator.org.za