Operational Guardrails & Legal Standards

Terms of Service

Last updated: 17 September 2026 • Republic of South Africa

These Terms of Service govern access to and use of the VoiceOffice autonomous sales workforce platform, website, and related WhatsApp lead revival systems. By submitting a database, requesting a pilot, or operating as an agency reseller partner, you agree to these operational and legal terms.

1. Nature of the Service

VoiceOffice is an autonomous conversational sales workforce platform built for South African high-ticket businesses (including car dealerships, automotive workshops, and medical aesthetics clinics) and authorized marketing agencies. VoiceOffice wakes up dormant, historical customer enquiries via WhatsApp and delivers qualified, warm buyer conversations directly to the client's designated human sales closers.

2. POPIA Operator Agreement & Data Warranties

In accordance with the Protection of Personal Information Act, 2013 (POPIA):

(a) Roles: The Client (or reselling Agency) acts as the Responsible Party (Controller). VoiceOffice operates strictly as an Operator (Processor) acting exclusively on the instructions of the Responsible Party in terms of Sections 19, 20, and 21 of POPIA.

(b) Lawful Collection Warranty: The Client warrants that all customer and prospect records uploaded (names, mobile numbers, enquiry history) were lawfully obtained through prior commercial interactions, vehicle/service/treatment enquiries (e.g., via website forms, AutoTrader, Cars.co.za, CRM exports, or walk-ins), and that the Client possesses a legitimate interest or consent to follow up regarding those enquiries.

3. Strict Shift Limits & Anti-Spam Compliance

To protect phone number reputation, ensure telecommunication compliance, and respect consumer privacy, VoiceOffice strictly enforces:

(a) The 20-Contact Daily Shift Limit: VoiceOffice dispatches outreach in controlled, human-cadence waves of exactly 10 contacts during the lunch window (12:00 SAST) and 10 contacts during the commute window (17:00 SAST) on business weekdays (or 20 contacts on Saturday). Under no circumstances will VoiceOffice send blast or bulk spam messaging.

(b) Instant Suppression & Opt-Out Protocol: If any recipient indicates that they are no longer in the market, reply with "stop", "sorted", "remove", or any negative sentiment, VoiceOffice immediately and permanently suppresses that contact from all future automated communication across the tenant.

4. Grade 7 Conversational English & Zero Price Quoting

VoiceOffice operates under strict conversational guardrails:

(a) Objective: Outgoing templates use clear, friendly Grade 7 conversational English designed solely to confirm active intent (e.g., "Still looking around for an SUV, or are you all sorted?").

(b) Zero Price Quoting Rule: VoiceOffice workers never quote vehicle prices, negotiate service rates, estimate clinical costs, or commit to stock availability.

(c) Immediate Human Handover: The moment a prospect confirms interest, VoiceOffice triggers a real-time WhatsApp Closer Alert to the Client's human sales representative. All negotiations, test-drive scheduling, and financial arrangements remain the exclusive domain of the Client's staff.

5. 100% Database Confidentiality & Zero Cross-Selling

Your customer database is your private intellectual property. VoiceOffice maintains an absolute zero-leakage guarantee:

We will NEVER sell, rent, monetize, share, pool, aggregate, or cross-market your lead database to any other client, competitor, dealer group, or third party. Data is cryptographically partitioned per tenant and used exclusively for your direct campaign.

6. Agency & Freelancer Reseller Terms

Agencies and freelance digital marketers who utilize VoiceOffice on behalf of their end clients agree that:

(a) Authorization: The Agency holds full legal authority and signed instruction from their end client to submit lead records and configure closer alert routing.

(b) Operational Integrity: The Agency will not attempt to bypass VoiceOffice compliance limits, tamper with approved templates, or use the platform for high-velocity spamming.

(c) Commercials: Reseller accounts are billed at agreed wholesale rates. VoiceOffice is not a party to the commercial agreement between the Agency and its end client.

7. Performance & Limitation of Liability

While VoiceOffice historically converts 10% to 25% of revived dead leads into warm conversations, actual closing rates depend upon the quality and age of the Client's database, competitive vehicle/service pricing, and the speed at which the Client's human closers respond to warm alerts.

To the maximum extent permitted by South African law (including the Consumer Protection Act, 2008), VoiceOffice shall not be liable for indirect, incidental, or consequential damages resulting from downtime, WhatsApp platform policy adjustments, or lost deal opportunities.

8. Governing Law & Jurisdiction

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the South African courts.

9. Contact & Support

For operational questions, pilot setup, or agency white-label enquiries, contact VoiceOffice via WhatsApp or phone at 078 999 2503 or email support@voiceoffice.co.za.