Company: Lunarvia (Pty) Ltd
Brand: StampChat
Contact: privacy@stampchat.co.za
1. Introduction
Welcome to StampChat, a loyalty and customer engagement platform operated by Lunarvia (Pty) Ltd ("we", "our", or "us"). This Privacy Policy explains how we collect, use, store and protect personal information when you use StampChat or any related services.
We are committed to handling personal information in accordance with the Protection of Personal Information Act (POPIA) of South Africa and recognised international data protection standards.
When you interact with StampChat as a customer of a participating business, that business is the responsible party for your personal information under POPIA. StampChat acts as an operator, processing that information on the business's behalf and only to provide the Service.
2. Information We Collect
We collect and process only the information necessary to provide our service. This may include:
- Business information: business name, contact details and account credentials.
- Customer information: a name (if provided), a WhatsApp number or a verified email address used to sign in and identify your loyalty account, your stamp and reward history, voucher records and your notification and marketing preferences.
- Device and scan information: to keep QR codes secure and detect fraud, we may collect limited technical information at the time of a scan, such as a hashed device identifier, a hashed IP address, browser type and platform type. This information is used only for fraud prevention and service reliability, not to identify you personally.
We do not collect sensitive personal information such as ID numbers, financial account details or location-tracking data. We also do not share your contact details with other businesses on the platform.
3. How We Use Your Information
We use collected information to:
- Provide and maintain the StampChat service.
- Manage business accounts created on our platform.
- Generate and track loyalty codes and customer rewards.
- Provide businesses with analytics about their own customers (e.g., visit counts, stamp totals).
- Send you reward, voucher or promotional messages, only where you have opted in to receive them.
- Communicate service-related updates or security alerts.
- Comply with legal and regulatory obligations.
We do not sell, rent, or trade personal information to third parties.
4. Sharing of Information
We only share limited data when necessary to deliver our service:
- With Meta Platforms, Inc. (WhatsApp Cloud API) to enable messaging features.
- With our payment gateway, to process business subscription payments securely. We do not store your card details ourselves.
- With trusted service providers such as hosting, database and analytics providers under strict confidentiality agreements.
- When required by law or to protect our legal rights.
All third-party partners must comply with POPIA or equivalent data protection laws.
5. Data Retention
We retain personal information only for as long as necessary to provide the Service, meet our legal, accounting or fraud-prevention obligations, or resolve disputes. Where retention is no longer necessary, we securely delete or anonymise the information. Backup copies age out and are removed in line with our backup retention schedule.
6. Data Security
We implement appropriate technical and organisational safeguards to protect information from loss, misuse, unauthorised access, disclosure, or alteration. While we take reasonable steps to secure data, no online system can guarantee absolute security.
7. Your Rights
Under POPIA, you have the right to:
- Request access to the personal information we hold about you.
- Ask us to correct or delete inaccurate, incomplete or unnecessary data.
- Withdraw consent for certain processing activities, including marketing.
- Object to certain processing of your personal information.
- Lodge a complaint with the Information Regulator of South Africa if you believe your rights under POPIA have not been respected.
Requests may be sent to privacy@stampchat.co.za. You can also lodge a complaint directly with the Information Regulator at inforegulator.org.za.
8. How We Handle Deletion Requests
When you ask us to delete your personal information, we first verify your identity, then invalidate any active vouchers or unredeemed rewards before removing your data. We keep a minimal record of the request itself, so we can prove it was actioned and avoid contacting you again by mistake. Some information, such as anonymised transaction records, may be retained for legitimate accounting, audit or fraud-prevention purposes even after your identifying details have been removed.
9. International Data Transfers
We may store or process data outside South Africa. For example, we use third-party infrastructure providers such as Render (hosting) and MongoDB Atlas (cloud database). In these cases, we ensure that comparable data protection safeguards are in place in accordance with POPIA.
10. Cookies and Analytics
We may use cookies and similar tracking technologies on our marketing website to improve user experience and analyze how our site is used. This may include:
- Essential cookies: Required for the website to function properly.
- Analytics cookies: To understand visitor behavior on our marketing site (e.g., Google Analytics).
These analytics are used only to improve our website and marketing efforts. You can control cookie preferences through your browser settings. Disabling certain cookies may limit website functionality.
Note: We do not use third-party tracking within the StampChat application itself. Business analytics (such as customer visit counts and stamp totals) are processed internally and are not shared with external analytics providers.
11. Children's Privacy
Our services are not directed at children. If you believe a child has provided us with personal information without appropriate consent, please contact us at privacy@stampchat.co.za so we can delete it.
12. Data Breach Notification
If a security incident occurs that creates a real risk of harm to you, we will notify the Information Regulator and affected individuals as required by POPIA.
13. Information Officer
Our appointed Information Officer can be contacted at privacy@stampchat.co.za for any requests or concerns regarding how we handle personal information under POPIA.
14. Updates to This Policy
We may update this Privacy Policy from time to time. Any changes will be published on our website with an updated "Effective Date" and will take effect immediately upon posting.
15. Contact Us
For any privacy-related questions, requests, or concerns, please contact:
privacy@stampchat.co.za
For general product support, contact:
support@stampchat.co.za