POPI Act

The Protection of Personal Information Act 4 of 2013 (POPIA) governs the processing of personal information in South Africa. This notice explains the rights and responsibilities relevant to Voice4Mail and complements our Privacy Policy. It is not the text of the Act, a legal opinion or a certification that every compliance requirement has been completed.

Vocalis may determine the purpose and means of processing account, usage, billing and newsletter records. Where messages contain personal information about other people, the respective responsibilities of Voice4Mail, the account holder and service providers depend on the activity and applicable law.

POPIA’s eight conditions for lawful processing are accountability; processing limitation; purpose specification; further processing limitation; information quality; openness; security safeguards; and data subject participation.

Processing must have a lawful justification, be relevant and not excessive for its purpose, and be described transparently. Consent is one possible justification, not the only one. Personal information should not be reused for an incompatible purpose without a lawful basis.

Voice4Mail processes account and sign-in information, content you submit for email tools, saved drafts, feature usage, subscription and payment references, support information and newsletter email addresses. Our Privacy Policy explains the purposes, recipients, retention considerations and choices for these categories.

Some information is needed to deliver an account or a feature you request. If you decline to provide it, that feature may not work. Optional newsletter participation and microphone permission are separate choices.

Where a service provider acts as an operator under POPIA, appropriate contractual and security obligations must govern its processing. Reasonable technical and organisational safeguards are required, having regard to the risks and applicable standards. These obligations do not amount to a promise that a system can never be compromised.

If there are reasonable grounds to believe personal information has been accessed or acquired by an unauthorised person, POPIA section 22 governs notification to the Information Regulator and affected data subjects, subject to the Act’s requirements and permitted exceptions. Notification must take place as soon as reasonably possible after discovery, with the considerations and exceptions set out in the Act.

Under sections 23 and 24, and subject to the Act’s requirements, you may request confirmation that personal information is held, request access, and request correction or deletion of information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained. You may request deletion of information we are no longer authorised to retain.

Section 11 provides rights to object to certain processing on reasonable grounds relating to your particular situation. Statutory exceptions may apply. Access requests may also involve the procedures and grounds in applicable access-to-information law. We may verify your identity and protect the information of other people before responding.

Unsolicited electronic direct marketing is regulated by section 69. Where it applies, processing requires consent or satisfaction of the limited existing-customer conditions in the Act, including the required opportunity to object.

Using Voice4Mail does not automatically subscribe you to its newsletter. To withdraw a newsletter request or object to promotional use of your contact details, contact us using the details below. Necessary account and security communications are not the same as promotional subscriptions.

POPIA imposes additional restrictions on special personal information and personal information about children. Do not submit such information unless you are authorised and the processing is lawful. Limit message content to what is necessary for the feature.

Vocalis summaries and writing suggestions are assistance, not decisions you must accept. You remain responsible for checking the output. POPIA section 71 regulates certain decisions based solely on automated processing that have legal or substantial effects; it contains specific conditions and exceptions.

Section 72 restricts transfers of personal information to a third party in a foreign country unless a permitted ground applies. Grounds include adequate protection under a law, binding corporate rules or binding agreement; consent; or specified contractual-necessity and benefit grounds.

Our hosting, sign-in and processing providers may operate outside South Africa. The Privacy Policy identifies the relevant categories of providers. Contact us about a particular processing activity or transfer; this notice does not establish that every transfer safeguard has been independently audited.

For a personal-information request, email support@voice4mail.com or use our Contact Us page. Describe the request and the relevant account without sending your password or full card details.

You may lodge a complaint directly with South Africa’s Information Regulator without first obtaining our permission. Use the official POPIA complaints page linked below for current forms, submission channels and instructions. The Regulator’s website also provides the Act and guidance.

Read this notice together with the Privacy Policy for the practical handling of information and the Terms of Service for account and service conditions. If this notice conflicts with a mandatory provision of POPIA, the law prevails. The date below records when this notice was last updated.