Privacy Policy

🔒 1. Introduction

Voiceflow Pty Ltd ("Voiceflow", "we", "us", "our") is committed to protecting the privacy and personal information of all individuals who interact with our business, website and services.

This Privacy Policy explains how we collect, use, store and protect your personal information in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) and all other applicable South African privacy legislation.

📋 2. Information We Collect

We collect personal information that you voluntarily provide to us, as well as certain information collected automatically when you use our website.

Information you provide directly:

• Full name and job title
• Business name and industry
• Email address and telephone number
• Physical or postal address
• Message content submitted via our contact or quote forms
• Information shared during service consultations or support interactions

Information collected automatically:

• IP address and browser type
• Pages visited and time spent on site
• Referring website or search query
• Device type and operating system

🎯 3. How We Use Your Information

We use personal information only for legitimate business purposes and only to the extent necessary for those purposes:

• To respond to enquiries and provide quotes for our services
• To deliver and manage contracted VoIP, PBX and communications services
• To send service-related updates, invoices and support communications
• To improve our website, services and customer experience
• To comply with legal and regulatory obligations
• To prevent fraud and ensure the security of our systems

🤝 4. Sharing of Information

We do not share your personal information with third parties except in the following limited circumstances:

• Service providers: Trusted third-party suppliers who assist us in delivering our services (e.g. hosting providers, email platforms), bound by confidentiality agreements
• Legal requirements: Where required by South African law, court order, or regulatory authority
• Business transfers: In the event of a merger, acquisition or sale of all or part of our business, with appropriate privacy protections in place
• With your consent: Where you have given us explicit permission to share your information

🗓️ 5. Data Retention

We retain your personal information only for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law.

• Contact form submissions: retained for up to 3 years
• Client service records: retained for the duration of the service agreement plus 5 years
• Invoicing and financial records: retained for 7 years as required by the South African Revenue Service

Once personal information is no longer required, we securely delete or anonymise it.

🛡️ 6. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, disclosure, alteration or destruction, including:

• SSL/TLS encryption for all data transmitted via our website
• Access controls and authentication for internal systems
• Regular security assessments and vulnerability monitoring
• Staff training on data protection and privacy obligations

⚖️ 7. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights regarding your personal information held by us:

To exercise any of these rights, contact us at info@voiceflow.co.za. We will respond within 30 days.

🍪 8. Cookies

Our website uses cookies to improve your browsing experience and analyse site traffic. Cookies are small text files stored on your device. We use:

• Essential cookies: Required for the website to function correctly
• Analytics cookies: Help us understand how visitors use our site (e.g. Google Analytics)

You can control or disable cookies through your browser settings. Disabling cookies may affect certain functionality of our website.

🔗 9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any external sites you visit.

🔄 10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated version will be published on this page with a revised "last updated" date. We encourage you to review this policy periodically.

📬 11. Contact Us

If you have any questions, concerns or requests regarding this Privacy Policy or the way we handle your personal information, please contact us:

You may also lodge a complaint with the Information Regulator of South Africa: www.justice.gov.za/inforeg