Privacy Policy

Who we are

This website is operated by Halyon from South Africa.

You can contact us at contact@halyon.co.za.

Information we collect

When you visit halyon.co.za, standard server and network logs are generated automatically as part of normal website operation. These logs may contain your IP address, browser type, operating system, referring URL, and the pages you visit. This data may be processed by Cloudflare as part of its hosting and network infrastructure services.

This website does not operate contact forms that submit data through our server. If you contact us by email at contact@halyon.co.za, we will receive and retain your email address and any information you include in that message.

Where Halyon is used as an authorised operating-technology service, Halyon may also process information connected to authorised users, operational workflows, workforce administration, attendance visibility, approvals, evidence records, audit records, support, communications and related business processes.

Depending on how Halyon is configured and used by the relevant organisation, this may include:

• contact information, such as name, email address, telephone number and organisation;
• authorised-user information, such as account details, roles, permissions and access records;
• worker, staff or operational information where Halyon is used to support workforce or attendance workflows;
• attendance, time, exception, approval, evidence and audit records where applicable;
• communications information, including email or WhatsApp message metadata and content where applicable;
• technical information, such as IP address, device information, browser details, system logs and security records;
• support, administration and service-related information.

The exact information processed depends on how Halyon is used by the relevant organisation.

How we collect information

Halyon may collect information:

• directly from you;
• from an organisation that uses Halyon for its operations;
• from authorised users who enter or review information in Halyon;
• from approved systems, devices or integrations connected to Halyon;
• from email, WhatsApp or other approved communication channels;
• automatically through technical, security and audit logs.

How we use your information

Halyon processes personal information for appropriate and lawful purposes, including:

• operating, securing and maintaining this website;
• responding to email or support requests;
• providing, operating and supporting Halyon services;
• managing authorised access, roles and permissions;
• supporting operational, workforce, attendance, approval and communication workflows;
• recording audit trails, evidence and system events;
• maintaining security and preventing misuse, fraud or unauthorised access;
• meeting legal, contractual, employment, audit, tax, regulatory or statutory obligations;
• improving and maintaining the website and platform.

Cookies and tracking

This website does not use cookies or tracking scripts for analytics or advertising purposes. We do not use any third-party tracking or advertising technologies on this website.

Cloudflare may use technically necessary cookies as part of operating its network infrastructure. These are operational cookies, not tracking or advertising cookies.

If optional analytics, advertising pixels or additional tracking tools are introduced in future, this policy will be updated where appropriate.

WhatsApp and Meta

Where Halyon uses WhatsApp for approved operational communications, those communications may be processed through the WhatsApp Business Platform.

This means Meta and its service infrastructure may process certain message, delivery and account information in order to provide WhatsApp Business Platform services.

WhatsApp is used as a communication channel. It does not replace Halyon's authorised workflows, approval records or audit controls.

Sharing of information

Halyon does not sell personal information.

Personal information may be shared or made available only where appropriate and necessary, including with:

• authorised users within the organisation using Halyon;
• service providers who help host, secure, support or deliver Halyon services;
• communications providers, including email or WhatsApp service providers where applicable;
• professional advisers, auditors, regulators or authorities where required;
• parties involved in protecting rights, safety, security or system integrity.

Access inside Halyon is intended to be limited by role, permission, business purpose and operational need.

Storage and security

Email communications are stored and processed in accordance with our email provider's standard practices. Halyon currently uses Microsoft 365 for email.

We take reasonable steps to protect information we hold from misuse, unauthorised access, modification or disclosure.

These measures may include access controls, authentication, role-based permissions, audit logging, data minimisation, secure operational processes and monitoring.

No system can be guaranteed to be perfectly secure. Users must protect their own credentials and report suspected unauthorised access promptly.

Retention

Halyon keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, or for longer where required or permitted by law.

Some records may need to be retained for legal, contractual, employment, operational, tax, audit, fraud-prevention, security, statutory or dispute-resolution purposes.

Your rights under POPIA

The Protection of Personal Information Act 4 of 2013 (POPIA) applies to the handling of personal information in South Africa.

Subject to POPIA and other applicable laws, you may have the right to:

• request access to personal information we hold about you;
• request correction of inaccurate personal information;
• request deletion of personal information we hold about you, subject to applicable legal exceptions;
• object to the processing of your personal information;
• withdraw consent where processing is based on consent;
• lodge a complaint with the Information Regulator of South Africa.

Current contact details for the Information Regulator are available from the Information Regulator's official website.

To exercise any of these rights, contact us at contact@halyon.co.za.

Access, correction and deletion requests

To request access, correction or deletion of personal information connected to Halyon, contact:

contact@halyon.co.za

Halyon may need to verify your identity and your relationship to the information before responding to a request.

Deletion requests are handled according to Halyon's Data Deletion Instructions and are subject to legal, contractual, employment, audit, tax, fraud-prevention, security and statutory retention obligations.

Third-party services

This website is hosted on Cloudflare Pages. Your use of this website is also subject to Cloudflare's own privacy practices. We do not control Cloudflare's data handling and encourage you to review its privacy policy if relevant to you.

Some technology providers or communications platforms used to support Halyon may process information outside South Africa or through international infrastructure.

Where this occurs, Halyon takes reasonable steps to use appropriate providers and safeguards for the nature of the information and service involved.

Children and minors

Halyon is not intended as a public service for children.

Where information about minors is processed as part of an authorised operational, employment, compliance or business workflow, it must be handled only where lawful and appropriate.

Changes to this policy

We may update this policy from time to time. Any updates will be posted on this page with an updated effective date.

Contact us about privacy

For any privacy-related questions or requests, contact us at contact@halyon.co.za.

Effective date: 22 August 2026