Knights of Da Gama WhatsApp AI Assistant User Data Deletion Policy

Effective Date: December 16, 2025

Introduction

The Knights of Da Gama (KDG) is committed to protecting the privacy and personal data of our users in accordance with applicable laws and regulations, including the General Data Protection Regulation (GDPR), the Protection of Personal Information Act (POPIA) in South Africa, and Meta's Platform Terms and Policies. This User Data Deletion Policy outlines how users of our WhatsApp AI Assistant (built using the WhatsApp API, Botpress, and integrated AI platforms such as Grok) can request the deletion of their personal data that we collect, process, or store.

We collect limited user data to provide personalized assistance, such as responding to inquiries about KDG services, events, membership, and general support. This may include:

• WhatsApp phone number (as the primary identifier).
• Conversation history and message content (temporarily stored for context in Botpress and vector databases).
• Any user-provided information during interactions (e.g., name, email, or membership details).
• Metadata such as interaction timestamps and device information.

Data is stored securely in Botpress and associated databases, with access restricted to authorized personnel. We do not share user data with third parties except as required for AI integration (e.g., anonymized queries to Grok or similar platforms) or legal obligations.

Your Right to Data Deletion

You have the right to request the deletion of your personal data at any time. Upon receiving a valid request, we will:

• Permanently delete your data from our systems, including backups, within 30 days (or sooner where feasible).
• Cease any further processing of your data.
• Notify you once the deletion is complete.

If your data has been shared with integrated services (e.g., Meta's WhatsApp API or AI providers), we will instruct those services to delete any retained copies where possible. Note that Meta may independently handle data deletion requests through their platform, and we comply with any such callbacks received via our app's configured endpoint in the Meta App Dashboard.

How to Request Data Deletion

To request deletion of your personal data:

1. Contact Us: Send an email to kdgss@knightsofdagama.org with the subject line "User Data Deletion Request".
2. Provide Details: Include your WhatsApp phone number used for interactions with the AI Assistant, and any other relevant identifiers (e.g., membership number if applicable). This helps us verify your identity and locate your data.
3. Verification: We may ask for additional information to confirm your identity and prevent unauthorized requests (e.g., a confirmation message via WhatsApp).
4. Response Time: We will acknowledge your request within 7 business days and complete the deletion within 30 days.

Alternatively, if you initiated the request through Meta's (Facebook's) data deletion tools, we will receive a callback via our app's Data Deletion Callback URL configured in the Meta App Dashboard. In such cases, we will automatically process the deletion for the specified user ID without further action required from you.

Contact Information

For any questions about this policy or data deletion requests:

• Email: kdgss@knightsofdagama.org
• Phone: 011 452 3220
• Physical Address: 88 Eighth Avenue, Edenvale, Gauteng 1609, South Africa
• Postal Address: PO Box 13167, Edenvale 1610, South Africa

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The latest version will be posted on our website (if available) or provided upon request. Continued use of the WhatsApp AI Assistant after changes constitutes acceptance of the updated policy.

This policy complies with Meta's requirements for app review, including Platform Terms Section 3(d)(i) on prompt data deletion and the provision of clear instructions in the App Dashboard's Data Deletion section. We encourage users to review Meta's own privacy policies for data handled directly by their platforms.