Privacy Policy & Data Protection
Last updated: January 2026 • VoiceQuotes.co.za (a Division of Digital Spaces)
1. Introduction & Commitment to POPIA
VoiceQuotes.co.za ("VoiceQuotes", "we", "our", or "us"), a division of Digital Spaces (Pty) Ltd, provides a speech-to-quote artificial intelligence workflow for South African trade contractors (plumbers, electricians, solar installers, builders, and related trades).
We are firmly committed to respecting and protecting the personal data of our users and their clients in strict compliance with the Protection of Personal Information Act (Act 4 of 2013, "POPIA") and applicable data privacy regulations.
2. Information We Collect
When you interact with VoiceQuotes via our website, WhatsApp bot, or Progressive Web App (PWA), we may process the following categories of information:
Business name, primary phone number, email address, VAT registration status, and banking payout details for quote deposit settlement.
WhatsApp audio recordings and voice notes provided to extract line items, materials, hourly labor rates, client names, and site addresses.
Line item descriptions, unit prices, VAT totals, deposit requirements, generated PDF documents, and payment confirmation status.
Subscription transaction identifiers processed securely through authorized South African payment gateways (Paystack). We do not store raw credit card numbers.
3. Purpose of Processing
We process your personal information exclusively for lawful business purposes, including:
- Transcribing voice notes into structured line items using AI models (OpenAI Whisper and GPT models).
- Generating PDF quotes and compliant tax invoices on behalf of trade contractors.
- Transmitting WhatsApp quote notifications and payment confirmations.
- Managing subscription access, trial tier limits, and customer support enquiries.
- Preventing fraudulent misuse of the service and ensuring high availability.
4. Bank-Grade Security & Data Storage
We implement industry-standard technical and organizational security measures to protect your data against unauthorized access, loss, or alteration. All database communication is protected via TLS/HTTPS encryption in transit and AES-256 encryption at rest on dedicated Supabase cloud infrastructure with strict Row-Level Security (RLS) policies.
We do not sell, rent, or trade your personal information or your client contact lists to any third-party marketing entities.
5. Third-Party Integrations & Sub-Processors
To provide our core automated services, VoiceQuotes securely interfaces with trusted cloud infrastructure providers who adhere to strict data security standards:
- Meta Platforms (WhatsApp Cloud API): To receive inbound voice notes and transmit quote previews and PDFs.
- OpenAI: To process voice audio streams into text and structured quote line items.
- Supabase: To host encrypted databases and user sessions.
- Paystack: PCI-DSS Level 1 certified payment gateway handling recurring subscription billing and direct deposit settlements.
- Resend: To dispatch customer quote emails and statement exports.
6. User Data Deletion Instructions (Meta & POPIA Compliance)
Under POPIA and Meta Platform Policies, you have the absolute right to request the deletion or export of your personal information and account data at any time.
How to request data deletion:
- Send an email to privacy@voicequotes.co.za or support@voicequotes.co.za with the subject line "Data Deletion Request".
- Include the registered WhatsApp phone number and business name associated with your account.
- Upon verification, our data privacy officer will permanently delete your merchant account, audio recordings, and associated quote history from our database within 72 business hours, and send you written confirmation.
7. Contact Our Information Officer
If you have questions regarding this Privacy Policy, your rights under POPIA, or our data handling practices, please contact us:
VoiceQuotes.co.za • Digital Spaces (Pty) Ltd
Email: privacy@voicequotes.co.za
General Enquiries: info@voicequotes.co.za
Country of Operation: Republic of South Africa