POPIA & CPA Privacy Standards

Privacy Policy

Last updated: 17 September 2026 • Republic of South Africa

VoiceOffice is dedicated to the highest standards of data protection and privacy under South African law, specifically the Protection of Personal Information Act, 2013 (POPIA) and the Consumer Protection Act, 2008 (CPA).

1. Responsible Party vs Operator

To understand how your data is handled, POPIA defines two key roles:

(a) VoiceOffice as Responsible Party: When you visit our website, submit a pilot request, or contact our team, VoiceOffice acts as the Responsible Party for your business contact details (name, email, dealership/clinic name, and phone number).

(b) VoiceOffice as Operator: When a Client or reselling Agency uploads a customer CSV spreadsheet for WhatsApp revival, the Client remains the Responsible Party, and VoiceOffice acts exclusively as an Operator (Sections 19–21 of POPIA). We process uploaded records solely to execute the agreed conversational revival instructions.

2. What Information We Process

(a) Website Visitors: When requesting a demo or 20-lead test batch, we collect your business name, work WhatsApp number, email address, and industry type.

(b) Uploaded Lead Databases: When running lead revival campaigns, we ingest only the minimum necessary data fields:

• First name of the lead
• Mobile phone number
• Original enquiry interest (e.g., vehicle model, service booking, treatment enquired)
• Approximate date of last enquiry

3. Absolute Zero-Selling & Data Silo Guarantee

We know that your customer list is your most valuable business asset.

We never sell, rent, broker, trade, or share client data with third parties. Your database is logically isolated and encrypted. A competitor or another dealership using VoiceOffice will never have access to, sight of, or benefit from your uploaded leads.

4. Anti-Spam Protocol & Automated Suppression

VoiceOffice respects South African consumers' right to privacy:

(a) Strict 20-Lead Shift Limit: To eliminate spam and harassment, our workers contact no more than 20 records per day (10 lunch at 12:00 SAST, 10 commute at 17:00 SAST; 20 Saturday).

(b) Instant Opt-Out Handling: Any consumer who replies with "stop", "sorted", "no thanks", or asks not to be contacted is immediately and permanently suppressed from all future outreach across the system.

5. Technical & Organizational Safeguards (POPIA Section 19)

VoiceOffice implements robust technical safeguards to protect personal information against loss, unauthorized access, or destruction:

• End-to-end encrypted transport (TLS/SSL) for all web traffic and API calls.
• Encrypted database storage with row-level tenant security (RLS).
• Strict role-based access control (RBAC) ensuring only authorized systems interact with lead records.
• Zero storage of sensitive payment details or banking data.

6. Rights of Data Subjects

Under POPIA, individuals whose data is processed have the right to:

• Request confirmation of whether VoiceOffice holds their personal information.
• Request correction, updating, or destruction of personal records.
• Object to direct marketing outreach at any time.
• Lodge a complaint with the South African Information Regulator.

7. Information Regulator Details

If you believe your personal information has been processed in violation of POPIA, you have the right to contact the Information Regulator (South Africa):

Website: inforegulator.org.za
Email: complaints.IR@inforegulator.org.za

8. Contact Our Information Officer

For privacy inquiries, suppression requests, or data audits, contact VoiceOffice directly via WhatsApp or telephone at 078 999 2503 or email privacy@voiceoffice.co.za.