Privacy policy
Updated 22 October 2026
Who we are
Voice 2 Quote is run by [registered name to come][legal status to come], registration number [registration number to come], [physical address to come]. You can reach us at [support email to come]. Our Information Officer is [Information Officer to come].
Your information and your clients’ information
The information about you and your business is yours, and we are responsible for it under the Protection of Personal Information Act (POPIA).
The information about your clients (their names, numbers, addresses, documents and payments, and what they do on the page you send them: when it’s opened, and an acceptance with the name they type) is information you give us to quote for and bill their work. You decide why and how it’s used, and you’re responsible for having a lawful reason to use it: normally, that the client asked you for the work. We process it only to provide the service to you, as your operator under sections 20 and 21 of POPIA. We keep it confidential, protect it, and tell you without delay if we believe someone got into it without permission.
What we collect from you, and why
- Your email address, to sign you in and to send you notices about your account.
- Your business details (name, address, phone, VAT number, logo), to put them on your quotes, invoices and client pages.
- Your bank details, to print them on your invoices so clients can pay you by EFT.
- Your price list and rates, to fill in prices you don’t say.
- Your voice notes, to turn them into drafts (see below).
- How you use the app (counts and timings, not content), to keep it working and to improve it.
Voice notes
We record only when you tap the microphone. The recording goes to our transcription provider to be written out, and the words go to Anthropic to be turned into a draft. The recording is deleted after 30 days; what was heard is kept with the document. Neither we nor those providers use your voice notes to train any model (under the providers’ terms for their services, which we use).
Who we share information with
We share information only with the providers that run parts of the service for us, listed on Who we share data with. Some of them process it outside South Africa, in the United Kingdom, elsewhere in Europe and the United States. Each is bound by a data processing agreement that protects it, and sending it to them is needed to provide the service you signed up for (section 72 of POPIA). We never sell information.
Card payments go through your own Yoco or PayFast account, under their terms. We never see your clients’ card numbers.
Cookies
The pages your clients open have no cookies and no trackers. The app keeps only what it needs to keep you signed in on your phone.
How long we keep things
| Voice recordings | 30 days |
|---|---|
| What was heard in a voice note | With the voice note, while your account exists |
| Drafts | Until you delete them |
| Sent documents, payments and their history | While your account exists. You must keep your records for 5 years, and can download them at any time. |
| Messages from payment and email providers | 90 days |
| Backups | 30 days |
When you delete your account, everything is deleted 30 days later, and backups age out 30 days after that. Our logs hold no personal information.
Your rights, and your clients’ rights
You can ask to see the information we hold about you, have it corrected or deleted, or object to how we use it. Most of it you can see and change in the app; for anything else, email [support email to come].
Clients: your information is held for the business that quoted or invoiced you, so please contact them first. We’ll help them answer you. Some of it, such as invoices, they must keep by law.
If you’re unhappy with how we handle your information, you can complain to the Information Regulator: inforegulator.org.za, POPIAComplaints@inforegulator.org.za, 010 023 5200, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
How we protect it
- Everything is encrypted when it travels and where it’s stored.
- Your Yoco and PayFast keys are encrypted separately and never shown again once saved.
- The app shows your business’s information only to you, once you’ve signed in.
Changes to this policy
We’ll email you 30 days before any important change. The date at the top says when it last changed.