Legal
This policy explains how Telecoms Media Group (Pty) Ltd (registration number 2016/525974/07), trading as WhichVoIP (“we”, “us”, “our”), collects, uses, shares and protects personal information when you use whichvoip.co.za or the WhichVoIP lead portal at leads.whichvoip.co.za. We are the responsible party under the Protection of Personal Information Act, 2013 (“POPIA”).
Information Officer. Questions, requests and complaints about personal information go to our Information Officer: [email protected] (subject “Privacy”), +27 (0)21 815 6455, 2 Holly Close, Sitari, Cape Town, 7130.
Your name, company, email address, phone number, province and suburb, number of users, what you need, your timeline, whether you already have quotes, and your consent to be contacted. Our AI voice agent quote form also asks about call volumes, opening hours, languages, integrations and your current phone system.
The demo is a conversation with an AI voice agent. The audio and a transcript of the conversation are processed by our voice AI provider, together with any details you give during the call.
We may call or email you to confirm a request before it goes to providers, or to ask how it went afterwards. We keep a note of those contacts and of emails you send us.
Contact and billing details for your business, the names and email addresses of your lead portal users, your lead preferences (services, areas and customer sizes), and which leads you accept.
Your IP address, browser and device type, the pages you visit, the page that referred you, and your approximate location (country or region). See Cookies and tracking.
If you enter the draw described in our terms, your name and email address.
We process personal information with your consent (such as sharing a quote request), to perform a contract with you (such as a provider agreement), where we have a legitimate interest that does not override your rights (such as security, fraud prevention and improving the site), or where the law requires it.
When you request quotes, your contact details and requirements are shared with up to three providers whose services match your request. Each provider becomes responsible for how it uses your information. Our terms require them to use it only to respond to your request, and to stop contacting you if you ask them to.
We use trusted operators who process information only on our instructions:
| What they do | Who |
|---|---|
| Website hosting, security and content delivery | Our WordPress host, Cloudflare, Wordfence |
| Lead database and lead portal | Supabase, Vercel |
| Workflow automation and email delivery | n8n and our email delivery service |
| Website analytics and advertising measurement | Google (Google Analytics 4, Google Ads) |
| Spam protection on our forms | Google reCAPTCHA |
| AI voice demo | ElevenLabs |
We may disclose information if the law requires it, or to protect our rights or prevent fraud.
We do not sell personal information.
Some of our service providers store or process information outside South Africa, for example in the European Union or the United States. We only use providers that are bound by data protection laws or agreements that give a level of protection comparable to POPIA, as section 72 of POPIA requires.
| Cookie or tool | Why we use it |
|---|---|
Google Analytics 4 (_ga, _ga_*), via Google Tag Manager | To understand which pages are used and how visitors move through the site. |
Google Ads conversion measurement (for example _gcl_au) | To measure whether our Google ads lead to quote requests. |
| Google reCAPTCHA | To keep spam and automated submissions out of our forms. |
| Cloudflare and Wordfence security cookies | To protect the site from attacks and abuse. |
Form and demo cookies (for example wv_ai_quote_done) | To remember that you have completed a form, so we do not ask you again. |
We do not use Facebook (Meta) or LinkedIn advertising tags on the site. You can block or delete cookies in your browser settings. Blocking some of them may stop parts of the site, such as our forms, from working.
Emails about your request, such as confirmations, follow-ups and an invitation to review us, are part of the service you asked for. We send marketing emails only if you have agreed to receive them. Every marketing email includes a way to unsubscribe, and you can also email [email protected] at any time.
We keep quote requests, provider records and related correspondence for as long as we need them to provide the service, manage billing and lead-quality claims, and meet our legal record-keeping duties. This is generally up to five years after the last activity. After that, we delete the information or anonymise it. Analytics data is kept according to the retention settings of the tools listed above.
We take reasonable technical and organisational measures to protect personal information. These include encryption in transit (HTTPS) across the site and portal, access controls on the lead database and portal, security monitoring, and regular updates. Provider portal accounts only see a buyer’s contact details once they have accepted that buyer’s request.
Under POPIA you may:
To make a request, email [email protected] with the subject “Privacy”. We may need to confirm your identity first. Our manual under the Promotion of Access to Information Act, 2000 is available on request from the same address.
Our service is for businesses and is not aimed at anyone under 18. We do not knowingly collect personal information about children. If you believe a child has given us personal information, contact us and we will delete it.
We will update this policy when our practices or the law change, and change the “last updated” date above. If a change materially affects how we use information we already hold, we will tell the people affected.
