Privacy Policy
Last updated: January 29, 2026
AutoAnswer ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the Protection of Personal Information Act (POPIA) of South Africa.
1. Information We Collect
1.1 Information You Provide
We collect information you provide directly to us, including:
- Name and contact information (email, phone number, address)
- Company name and business details
- Service preferences and requirements
- Payment and billing information
- Communications with us (emails, support tickets, chat messages)
1.2 Call and Usage Information
When you use our services, we may collect:
- Call records (phone numbers, call duration, timestamps)
- Call recordings (when explicitly enabled by you)
- Voicemail transcriptions
- Usage statistics and analytics
- System performance data
1.3 Technical Information
We automatically collect certain technical information, including:
- IP addresses
- Browser type and version
- Device information
- Log data and error reports
2. How We Use Your Information
We use your information for the following purposes:
- Service Delivery: To provide, maintain, and improve our AI phone answering and PABX services
- Communication: To respond to your inquiries, send service notifications, and provide customer support
- Billing: To process payments and manage subscriptions
- Analytics: To analyze usage patterns and improve service quality
- Legal Compliance: To comply with legal obligations and protect our rights
- Marketing: To send you promotional materials (only with your consent, and you can opt out anytime)
3. Legal Basis for Processing (POPIA)
Under POPIA, we process your personal information based on:
- Consent: You have given clear consent for us to process your personal information
- Contract: Processing is necessary for a contract we have with you
- Legal Obligation: Processing is necessary for us to comply with the law
- Legitimate Interests: Processing is necessary for our legitimate interests (e.g., improving services, fraud prevention)
4. How We Share Your Information
We may share your information with:
- Service Providers: Third-party vendors who help us operate our services (hosting, payment processing, cloud storage)
- Business Partners: With your consent, for joint services or promotions
- Legal Requirements: When required by law, court order, or government request
- Business Transfers: In connection with a merger, acquisition, or sale of assets
We never sell your personal information to third parties.
5. Data Security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption of data in transit and at rest
- Secure server infrastructure
- Regular security audits and updates
- Access controls and authentication
- Employee training on data protection
However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
6. Data Retention
We retain your personal information only for as long as necessary to:
- Provide our services to you
- Comply with legal obligations (e.g., tax records for 5 years)
- Resolve disputes and enforce agreements
Call recordings are retained for 90 days unless otherwise specified in your service agreement.
7. Your Rights Under POPIA
You have the right to:
- Access: Request a copy of your personal information we hold
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal obligations)
- Object: Object to processing of your personal information
- Restriction: Request restriction of processing
- Portability: Request transfer of your data to another service provider
- Withdraw Consent: Withdraw consent at any time (without affecting prior processing)
- Complain: Lodge a complaint with the Information Regulator of South Africa
To exercise any of these rights, contact us at privacy@autoanswer.co.za.
8. Call Recording Consent
If you enable call recording features, you are responsible for:
- Obtaining consent from callers before recording
- Providing clear notification that calls are being recorded
- Complying with South African call recording laws
We provide tools to help you comply, including customizable recording notifications.
9. Cookies and Tracking
Our website uses cookies and similar technologies to:
- Remember your preferences
- Analyze website traffic and usage
- Improve user experience
You can control cookies through your browser settings. Disabling cookies may affect website functionality.
10. Children's Privacy
Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.
11. International Data Transfers
Your information may be transferred to and processed in countries outside South Africa. We ensure appropriate safeguards are in place to protect your data in accordance with POPIA.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by:
- Posting the new policy on our website
- Updating the "Last updated" date
- Sending you an email notification (for material changes)
13. Contact Us
If you have questions about this Privacy Policy or our data practices, contact us:
14. Information Regulator Contact
If you are not satisfied with our response to your privacy concerns, you may contact the Information Regulator: