Privacy policy.

01 / Who this policy covers

This policy describes swarnasolutions.co.za and Swarna Solutions services, including Swarna LeadDesk and the individual-agent product at leaddesk.swarnasolutions.co.za/agents. The connected Meta application is named “Swarna Agents Lead desk”. Our public contact is nikail@swarnasolutions.co.za.

Responsible party: SWARNA SOLUTIONS, CIPC registration number K2026359470. Business correspondence address: 45 Fransen St, Chamdor, Krugersdorp, 1754, South Africa. Privacy contact: Nikail Singh, nikail@swarnasolutions.co.za.

For our own enquiries, account administration and service operations, we act as the responsible party under South Africa's Protection of Personal Information Act (POPIA). Where an agent or client business uses our systems to manage its customers, that agent or business determines the purposes of processing and we act as an operator on its instructions. This does not remove our own security and privacy responsibilities. You may contact that business about its records or contact us for help routing a request.

02 / Information we use and why

• Enquiries: contact name, business, email, phone and the business needs you provide, to respond, assess fit and prepare an agreed service.
• Accounts and services: account identity, contact details, preferences, subscription and payment-reference status, and records you or your business submit, to provide and support the features you choose.
• Client CRM and outreach: customer names, contact details, property or service interests, notes, tasks, consent and opt-out records, message drafts and communication history supplied by you, your authorised imports or connected channels, to manage relationships and approved outreach. Please keep notes relevant and avoid unnecessary sensitive information.
• Security and operations: request and device information, timestamps, delivery status and limited diagnostic metadata, to protect accounts, prevent abuse and resolve failures.
• Website measurement: the website uses Plausible for traffic and interaction measurement. Our configured conversion events describe the page or selected solution, not submitted names, emails or form answers. Hosting providers also process network information to deliver and protect the site.

Account features may use essential session cookies or browser storage. These legal pages include no application analytics scripts; the hosting platform may add its own measurement. LeadDesk also uses Cloudflare measurement where configured. Providing an enquiry or connecting Google Calendar is optional; without the relevant information we may be unable to respond or supply that feature.

We use information where needed to provide requested services, meet legal obligations, protect legitimate operational interests, or with consent where required. Optional marketing choices are separate from service communications. Do not put passwords, identity documents, medical information or payment-card details into a general enquiry.

03 / Connecting Google Calendar and Gmail to LeadDesk

Calendar is optional and subject to availability in your account. You authorise access on Google's consent screen; we do not receive your Google password. Read the permissions shown before connecting or reconnecting.

Access and information

LeadDesk uses basic Google identity information to identify your connection and Calendar access to list calendars and synchronise those you select. When you connect, LeadDesk requests Calendar read access and event-management permission. Where enabled, you can explicitly create or delete an event from LeadDesk; deleting an event through that action also removes it from Google. Existing connections may need renewed authorisation for those actions.

Event titles and times appear in your private agenda. We process your Google account identifier and email label; calendar identifiers, labels and timezones; and selected calendars' event titles, identifiers, versions, start/end times, all-day flags, status, update time and links back to Google.

The Calendar integration does not request event descriptions, locations, attendees or conferencing details. For an event you create, it sends the title, calendar, start/end times and timezone to Google. Refresh tokens are encrypted on the server; access tokens are used server-side for provider requests.

Use and visibility

This information maintains your private My Day agenda and carries out Calendar actions you request. Calendar event access through LeadDesk is scoped to the connecting user. Operational health views use aggregate connection and sync status rather than event titles or account labels.

The n8n synchronisation workflow processes the selected event fields, including titles, but does not receive the Google refresh token. Its configuration disables execution-payload storage. Operational logging is designed to exclude event content and credentials.

Optional Gmail inquiry intake

You can separately choose Account → Property inquiries → Connect Gmail. Google asks you to approve read-only access to your email messages and settings. This permission covers your mailbox; Google does not provide a permission limited to Property24 or Private Property emails. LeadDesk uses the access to search for matching portal senders in a rolling seven-day window and read supported inquiry messages. Connecting Calendar alone does not enable Gmail intake.

The Gmail integration processes your Google account identifier and email address, message identifiers, sender and subject headers, and inline plain-text or HTML message content needed to identify supported inquiries. It does not fetch attachments. It imports bounded enquiry details, such as the enquirer's name, email or phone number, property and agent references, subject and message excerpt, into your private LeadDesk inquiry view. Unsupported messages are skipped. Sender identity is not treated as verified; imported details require your review.

Gmail access is used to provide the inquiry intake you select. This integration does not send, edit or delete email, create forwarding rules, send enquiry content to an AI model, or automatically contact an enquirer. Refresh credentials are encrypted on our server. Access tokens and message content are used during processing and are not intentionally written to operational logs. The Gmail API requests are made by our application server; the imported enquiry details are stored in our hosted database.

Limited Use

Our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements, and the applicable Google Workspace user data policy.

We do not sell Google user data, use it for advertising or credit decisions, or use it to train AI models. This Calendar integration does not send Calendar data to an AI model. Human access is limited to specific user consent, necessary security investigation, legal obligations, or other access expressly permitted by Google's Limited Use rules.

04 / WhatsApp, Meta and Zernio

LeadDesk uses Zernio to connect and manage the WhatsApp Business channel you authorise. Zernio and Meta/WhatsApp process sender and recipient phone numbers, message content and media where used, templates and their variables, conversation and message identifiers, timestamps and delivery or reply status needed to provide messaging and the LeadDesk inbox.

Connection and management features process business, WhatsApp account and phone-number identifiers, business profile details, authorisation status, template content and approval status. Connection credentials and authorisation material are handled server-side. Access in LeadDesk is scoped to your private workspace and its connected sender.

The inbox retrieves conversation messages from Zernio for display. LeadDesk stores the conversation metadata, CRM links, delivery and workflow records needed for follow-up; its inbox message-read feature does not persist the retrieved message bodies locally. This does not mean message content is absent from Zernio, Meta, your WhatsApp Business app, recipients’ devices or other provider records. Where your connection supports WhatsApp Business app coexistence, messages sent from the phone app may also appear in LeadDesk through Zernio.

We use this information to connect your chosen channel, carry out authorised messaging, show conversations and delivery or setup status, support the service and prevent misuse. Outreach requires your review; template approval does not establish recipient consent. We do not sell Meta Platform Data or use it for unrelated advertising, and we do not request your Facebook or WhatsApp password.

Zernio’s own processing is described in its privacy policy; its subprocessor list describes its service providers. Information you provide directly to Zernio or Meta is also subject to their applicable notices.

To withdraw a connection, review and remove the applicable access in your Meta/Facebook business integration settings and contact us to disable the associated LeadDesk/Zernio connection. Revocation, disconnection and deletion of existing records are separate steps. Use our data deletion instructions to request removal of data held by Swarna and assistance with provider-held records.

05 / Providers, AI and safeguards

Providers receive information needed for the features you use:

• Cloudflare delivers and protects the website and application, and provides measurement where configured. Railway hosts application and workflow services; Supabase/Postgres stores service records. n8n runs configured automation on our hosted infrastructure.
• Clerk handles enabled account sign-in and identity services. Google handles optional Calendar and Gmail authorisation and API requests.
• Zernio and Meta/WhatsApp provide connected business messaging, channel management, conversation retrieval and delivery-status updates for LeadDesk.
• Plausible provides public website measurement. An enabled payment provider, such as Stripe for message-credit checkout, processes payment details; Swarna uses transaction references and status to administer purchases.
• Anthropic may process the relevant input for separately enabled AI-assisted agency workflows, such as classification or drafting. The agreed feature determines what is sent. The Calendar and Gmail integrations described above do not send Google data to AI.

These are feature-dependent recipients, not a statement that every provider receives every category of information. You can ask which providers apply to your account. AI-assisted suggestions require human review; they are not a basis for solely automated decisions with legal or similarly significant effects.

Provider infrastructure may process information outside South Africa. We must use the protections required by POPIA for such transfers, including appropriate contractual safeguards or another permitted basis. Ask us for the locations and transfer arrangements applicable to your service. Provider notices also describe processing for their own account security, legal and service-administration purposes.

We limit disclosure to service delivery, authorised support, necessary security work and lawful requirements. Controls include encrypted transport, server-side secrets, encrypted Calendar and Gmail refresh tokens and scoped account access. No system promises absolute security. Where a security compromise affects personal information, we will handle investigation and notifications as required by applicable law.

06 / Retention, disconnection and deletion

We retain information for its service purpose and any applicable legal requirements, rather than applying one period to all records:

• Account, enquiry and CRM records: while needed to manage the account, answer the enquiry or supply the agreed service, and afterwards only for a justified legal, dispute, security or record-keeping purpose.
• Calendar: a bounded synchronised event cache for the selected date window. Maintenance removes old and out-of-window records when it runs. Connection identifiers and preferences remain while needed to maintain or record the connection.
• Operational logs: our internal standard sets a 90-day normal retention target and seven-day temporary-debug target. These are operational targets, not a promise that all records or provider copies automatically disappear on those dates.
• Messaging and provider copies: message history, delivery records, archives and backups follow the configured service and provider schedules. Swarna's log targets do not override them. Zernio and Meta apply their own retention and deletion arrangements; we confirm the scope and status of provider deletion when handling your request rather than promise a single backup-expiry period. Removing a visible log is not proof that every archive has expired.

Where available, use Account → Calendar → Disconnect for Google Calendar. A successful LeadDesk disconnect stops syncing and removes the stored refresh token and cached events from its active database; it also attempts Google revocation. If the action fails, contact us. You can revoke access independently in Google Account connections. Disconnecting does not delete your original Google events; a separate explicit event-delete action can do so.

For Gmail, Account → Property inquiries → Disconnect Gmail stops future checks and removes the saved Gmail refresh credential from the active connection record. You can also revoke access in Google Account connections. LeadDesk does not revoke a shared Google application grant automatically when that could interrupt your separate Calendar connection. Disconnecting Gmail does not delete original emails or automatically delete already imported enquiry records. Imported enquiries are hidden after their 90-day active retention window; bounded cleanup removes expired records when it runs. Remaining connection identifiers and already imported records can be included in a deletion request. Active-system deletion and provider backup expiry are separate.

To request account, CRM, Meta/WhatsApp or remaining connection-data deletion, follow our data deletion instructions. This is a human-handled process. Revoking provider access, deleting a Swarna account and cancelling a paid subscription are separate actions; tell us which you need.

We remove information we no longer have a lawful reason to keep. Any necessary retained records are limited to their justified purpose. Backup expiry is distinct from active-system deletion; we explain applicable provider limits and any outstanding deletion steps in the response to your request. Copies held by your business, message recipients or providers acting independently may require separate requests.

07 / Your choices and rights

Subject to applicable law, you may request access to your personal information, correction or deletion, request restriction where applicable, object to processing (including direct marketing), or withdraw consent for optional processing. Withdrawal does not undo processing that was lawful before withdrawal. We may need proportionate identity verification before acting on a request.

Email nikail@swarnasolutions.co.za with “Privacy request” and identify the relevant service. Please do not include a password or access token. You may also raise a complaint with South Africa's Information Regulator. These services are intended for business users, not for children.

08 / Changes and contact

We will date material policy updates and give additional notice where required. New uses of Google data require appropriate disclosure and consent before that new processing begins.

Questions: nikail@swarnasolutions.co.za. Also read our terms of service.