QualiFIAI

Who We Are

QualiFI AI is an AI Voice Solution Agency specializing in providing advanced conversational AI solutions for the financial industry. We are based in South Africa and serve clients globally, including the United States, Canada, and the European Union.

Business Details:

Our Services:

  • AI Voice Solutions
  • Financial Industry Automation
  • Call Management Systems
  • Appointment Setting Solutions

What Personal Data We Collect and Why We Collect It

Personal Information

We collect the following personal information to provide our AI voice solutions:

  • Email addresses
  • Full names
  • Phone numbers
  • Business addresses
  • Business registration numbers
  • State/Province information
  • Company details
  • Professional credentials

Voice Data and Recordings

We collect and process voice data for AI training and service delivery purposes:

  • Call recordings for quality assurance and AI training
  • Voice patterns and speech analytics
  • Call duration and timing data
  • Conversation metrics and performance data

Financial Industry Data

For financial services integration, we may access:

  • CRM system data and client records
  • Calendar and appointment scheduling information
  • Client interaction history
  • Business transaction records (as authorized)

Comments

When visitors leave comments on our website or interact with our AI voice systems, we collect the data shown in the comments form, plus the visitor’s IP address and browser user agent string for spam detection purposes.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Note: Comments containing sensitive financial information are automatically flagged and require manual review before publication.

Media

If you upload images, videos, or audio files to our website, you should avoid uploading files with embedded location data (EXIF GPS) or sensitive information. Visitors to the website can download and extract any location data or sensitive information from these files.

Security Measures:

  • Automatic metadata stripping
  • File type verification
  • Virus scanning
  • Size limitations

Retention:

  • Media files: Up to 7 years
  • Backup copies: 30 days
  • Temporary files: 24 hours
  • Deleted on request

Contact Forms

When you submit information through our contact forms, we collect and store the information you provide, including:

 Personal Details

  • Name and title
  • Email address
  • Phone number
  • Company name

 Message Content

  • Inquiry details
  • Service requirements
  • Project specifications
  • Business needs

 Technical Data

  • IP address
  • Browser information
  • Timestamp
  • Referrer URL

Purpose: Contact form data is used solely for responding to your inquiries and providing requested services. We do not use this information for marketing unless explicitly requested.

Cookies

We use cookies and similar tracking technologies to enhance your experience on our website and to analyze usage patterns. Here are the types of cookies we use:

Essential Cookies (Required)

These cookies are necessary for the website to function properly:

  • Session management
  • Security authentication
  • Load balancing
  • Basic functionality

Analytics Cookies (Optional)

Help us understand how visitors interact with our website:

  • Page views and user behavior
  • Traffic sources and demographics
  • Performance optimization
  • Error tracking and debugging

Preference Cookies (Optional)

Remember your settings and preferences:

  • Language preferences
  • Theme settings
  • Form field memory
  • Accessibility options

Your Control: You can control cookie preferences through your browser settings or our cookie consent banner. Disabling certain cookies may affect website functionality.

Analytics

We use various analytics services to understand website usage, improve our services, and enhance user experience. These services may collect and process the following data:

Website Analytics

  • Page views and unique visitors
  • Session duration and bounce rate
  • Traffic sources and referrers
  • Device and browser information
  • Geographic location (country/city level)

Voice Service Analytics

  • Call duration and frequency
  • Service quality metrics
  • Error rates and issue tracking
  • User satisfaction scores
  • Performance optimization data

Data Protection Measures

All analytics data is processed with the following protections:

  • • IP address anonymization
  • • Data aggregation and anonymization
  • • Limited data retention periods
  • • Secure data transmission and storage

Who We Share Your Data With

We may share your personal data with trusted third-party service providers who assist us in delivering our services. All data sharing is governed by strict data processing agreements:

AI Voice Processing Partners

  • Retell AI: Voice AI platform for call processing and analysis
  • Purpose: Voice data processing, AI model training, call analytics
  • Data Shared: Voice recordings, call metadata, performance metrics
  • Location: United States

Automation and Integration Services

  • Make.com: Workflow automation and system integration
  • Purpose: Data synchronization, automated workflows, system connections
  • Data Shared: Contact information, business data, integration logs
  • Location: European Union

Communication Services

  • Twilio: Cloud communications platform
  • Purpose: Voice calls, SMS, phone number provisioning
  • Data Shared: Phone numbers, call logs, communication records
  • Location: United States

Payment Processing

  • Stripe: Payment processing and billing
  • Purpose: Processing payments, managing subscriptions, invoice generation
  • Data Shared: Billing information, payment history, transaction data
  • Location: United States

Customer Support Services

  • Chatdash/VoiceConnect360: Customer support and communication management
  • Purpose: Customer service, support ticket management, communication tracking
  • Data Shared: Support inquiries, contact information, service history
  • Location: Various (as per service requirements)

Legal and Regulatory Sharing

We may also share personal data when required by law, court order, or regulatory authority, or to protect our rights, property, or safety, or that of others.

How Long We Retain Your Data

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations. Our retention periods vary based on data type and legal requirements:

Personal Information

  • Contact Information: 7 years after last contact
  • Business Registration Data: 10 years (regulatory requirement)
  • Client Records: 7 years after contract termination
  • Analytics Data: 26 months maximum
  • Website Cookies: Up to 2 years
  • Marketing Preferences: Until withdrawal

Voice and Communication Data

  • Call Recordings: 3-7 years (based on jurisdiction)
  • Call Analytics: 5 years for trend analysis
  • Chat Logs: 3 years for quality assurance
  • Communication Logs: 7 years
  • Support Tickets: 5 years after resolution
  • Incident Reports: 10 years

Financial Services Data

  • Transaction Records: 7 years (regulatory requirement)
  • Appointment Data: 3 years after completion
  • CRM Integration Data: As per client agreement
  • Security Logs: 2 years minimum
  • Access Records: 1 year after termination
  • Backup Data: 30 days rolling retention

Early Deletion: You may request early deletion of your data at any time, subject to legal and contractual obligations. Some data may need to be retained for regulatory compliance even after a deletion request.

What Rights You Have Over Your Data

Depending on your location and applicable privacy laws (GDPR, CCPA, POPIA), you have various rights regarding your personal data:

Right to Access

You can request information about:

  • What personal data we hold about you
  • How we use your data
  • Who we share your data with
  • How long we retain your data
  • The source of your data

Right to Rectification

You can request to:

  • • Correct inaccurate personal data
  • • Complete incomplete personal data
  • • Update outdated information
  • • Modify contact preferences

Right to Erasure (“Right to be Forgotten”)

You can request deletion of your data when:

  • The data is no longer necessary for the original purpose
  • You withdraw consent (where consent was the legal basis)
  • The data has been unlawfully processed
  • You object to processing and there are no overriding legitimate grounds

Right to Restrict Processing

You can request to limit how we use your data when:

  • You contest the accuracy of the data
  • The processing is unlawful
  • We no longer need the data but you need it for legal claims
  • You’ve objected to processing pending verification

Right to Data Portability

You can request to:

  • Receive your data in a structured, machine-readable format
  • Transfer your data to another service provider
  • Have us directly transfer your data (where technically feasible)

Right to Object

You can object to:

  • Processing based on legitimate interests
  • Direct marketing communications
  • Automated decision-making and profiling
  • Processing for research or statistical purposes

How to Exercise Your Rights

To exercise any of these rights, please contact us at:

  • Email: official@qualifiai.org
  • Response Time: Within 30 days
  • Identity Verification: May be required for security purposes

Where Your Data Is Sent

Due to the global nature of our services and the use of international service providers, your personal data may be transferred to and processed in countries other than your country of residence:

United States

Service Providers:

  • Retell AI (Voice processing)
  • Twilio (Communications)
  • Stripe (Payment processing)

Protections:

  • Standard Contractual Clauses
  • Privacy Shield (where applicable)
  • Robust data security measures

European Union

Service Providers:

  • Make.com (Automation)
  • EU-based cloud services

Protections:

  • GDPR compliance
  • Adequacy decisions
  • Local data protection laws

South Africa (Primary Location)

Data Processing:

  • Primary business operations
  • Local data storage
  • Customer support

Protections:

  • POPIA compliance
  • Local regulatory oversight
  • Constitutional privacy rights

International Transfer Safeguards

We ensure appropriate safeguards for international data transfers:

  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Data Processing Agreements with all service providers
  • Regular compliance audits and assessments
  • Encryption in transit and at rest
  • Access controls and monitoring

Contact Information

If you have any questions about this privacy policy, need to exercise your data rights, or have concerns about how we handle your personal information, please contact us:

 Business Contact

  • Company: QualiFI AI
  • Address:
    21 Topaz Road
    Hillshaven, Westonaria 1779
    South Africa
  • Website: https://Qualifiai.org

 Privacy Contact

LinkedIn

Professional Updates

Twitter

Latest News

YouTube

Tutorials & Demos

How We Protect Your Data

We implement comprehensive technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction:

Technical Security Measures

  • Encryption: AES-256 encryption for data at rest and TLS 1.3 for data in transit
  • Access Controls: Multi-factor authentication and role-based permissions
  • Infrastructure: Secure cloud hosting with regular security updates
  • Vulnerability Management: Regular security assessments and penetration testing
  • Monitoring: 24/7 security monitoring and incident detection
  • Backup & Recovery: Secure, encrypted backups with tested recovery procedures

Organizational Security Measures

  • Staff Training: Regular privacy and security awareness training
  • Confidentiality: All staff sign confidentiality and data protection agreements
  • Policies: Comprehensive data protection and security policies
  • Audits: Regular internal and external security audits
  • Vendor Management: Due diligence and security assessments of all service providers
  • Incident Response: Documented procedures for security incidents

Compliance and Certifications

  • POPIA Compliance: South African data protection standards
  • GDPR Compliance: European Union privacy regulations
  • CCPA Compliance: California consumer privacy standards
  • Industry Standards: Following ISO 27001 security principles
  • Legal Compliance: Adherence to all applicable privacy laws
  • Continuous Improvement: Regular review and update of security measures

Data Breach Procedures

In the unlikely event of a data breach that may affect your personal information, we have established comprehensive procedures to respond quickly and effectively:

Immediate Response (0-24 hours)

  • Detection and Assessment: Identify and assess the scope of the breach
  • Containment: Immediately contain the breach to prevent further data exposure
  • Documentation: Record all details of the incident for investigation
  • Team Assembly: Activate our incident response team
  • Initial Analysis: Determine what data may have been affected

Investigation Phase (1-72 hours)

  • Forensic Analysis: Conduct detailed investigation of the breach
  • Risk Assessment: Evaluate potential impact on affected individuals
  • Data Mapping: Identify exactly which personal data was compromised
  • Regulatory Assessment: Determine notification requirements under applicable laws
  • Remediation Planning: Develop plan to fix vulnerabilities

Notification Procedures (Within 72 hours)

Regulatory Notifications:

  • Information Regulator (South Africa) – POPIA
  • Relevant EU Data Protection Authorities – GDPR
  • California Attorney General – CCPA
  • Other applicable regulatory bodies

Individual Notifications:

  • Direct notification to affected individuals
  • Clear, plain language explanation
  • Steps taken to address the breach
  • Recommendations for protective actions

Remediation and Recovery

  • Security Improvements: Implement additional security measures to prevent similar breaches
  • System Updates: Apply necessary patches and security updates
  • Process Review: Review and update data protection procedures
  • Staff Training: Provide additional training if human error was involved
  • Ongoing Monitoring: Enhanced monitoring for signs of further compromise

Post-Incident Analysis

  • Lessons Learned: Comprehensive review of incident response
  • Policy Updates: Update security policies and procedures based on findings
  • Training Enhancement: Improve staff training programs
  • Technology Assessment: Evaluate need for additional security technologies
  • Compliance Review: Ensure all regulatory requirements were met

If You’re Affected by a Breach

If we determine that a breach may have affected your personal data, we will:

  • Contact you directly within 72 hours of discovering the breach
  • Explain what happened and what data may have been involved
  • Provide clear guidance on steps you can take to protect yourself
  • Offer credit monitoring or identity protection services if appropriate
  • Keep you updated throughout our investigation and remediation process

Third Parties We Receive Data From

We may receive personal data about you from various third-party sources as part of our business operations and service delivery:

Client Organizations

Data Sources:

  • Client CRM systems
  • Customer databases
  • Contact lists and directories
  • Appointment scheduling systems

Data Types:

  • Contact information
  • Client interaction history
  • Account preferences
  • Communication records

Business Partners and Referrals

Sources:

  • Business referral partners
  • Technology integration partners
  • Industry associations
  • Professional networks

Information Received:

  • Business contact details
  • Company information
  • Service requirements
  • Professional credentials

Public and Commercial Data Sources

Public Sources:

  • Business registries
  • Professional licensing boards
  • Public financial filings
  • Industry publications

Commercial Sources:

  • Data verification services
  • Industry databases
  • Lead generation platforms
  • Market research providers

Technology Integration Sources

API Integrations:

  • CRM system APIs
  • Calendar applications
  • Communication platforms
  • Financial service APIs

Webhook Data:

  • System event notifications
  • Status updates
  • Error reports
  • Performance metrics

Data Quality and Legal Compliance

For all third-party data sources, we ensure:

  • Verification that data was lawfully collected and can be legally shared
  • Appropriate consent or legal basis exists for the data processing
  • Data accuracy and quality checks upon receipt
  • Compliance with applicable privacy laws in the source jurisdiction
  • Proper data processing agreements with all data sources

Automated Decision Making and Profiling

As an AI-powered service provider, we use automated decision-making and profiling technologies to deliver our voice AI solutions. Here’s how we use these technologies and what rights you have:

Voice AI Processing

Automated Processes:

  • Speech recognition and transcription
  • Natural language understanding
  • Intent classification
  • Response generation
  • Call routing and escalation

Purpose:

  • Provide voice-based services
  • Improve call handling efficiency
  • Personalize user interactions
  • Quality assurance
  • Service optimization

Customer Analytics and Profiling

Profiling Activities:

  • Communication preference analysis
  • Service usage pattern recognition
  • Customer satisfaction scoring
  • Behavioral trend analysis
  • Risk assessment for financial services

Benefits:

  • Personalized service delivery
  • Improved response times
  • Enhanced customer experience
  • Fraud prevention
  • Service quality improvements

Safeguards and Human Oversight

Technical Safeguards:

  • Regular algorithm auditing
  • Bias testing and correction
  • Accuracy monitoring
  • Performance benchmarking
  • Error detection and correction

Human Oversight:

  • Human review of critical decisions
  • Escalation procedures
  • Manual override capabilities
  • Quality assurance reviews
  • Customer feedback integration

Your Rights Regarding Automated Processing

Right to Information:

  • Explanation of automated decision logic
  • Significance and consequences
  • Data sources used
  • Processing methods

Right to Intervention:

  • Request human review
  • Contest automated decisions
  • Express your point of view
  • Request decision reconsideration

Opt-Out Options

You can opt out of certain automated processing:

  • Marketing-related profiling (while maintaining service functionality)
  • Non-essential analytics and scoring
  • Optional personalization features
  • Research and development data usage

Note: Some automated processing is essential for our core services and cannot be opted out of while using our services.

Industry Regulatory Disclosure Requirements

As a provider of AI voice solutions to the financial industry, we comply with various regulatory requirements that may affect how we handle your personal data:

Financial Services Regulations

South African Regulations:

  • Financial Intelligence Centre Act (FICA)
  • Financial Sector Conduct Authority (FSCA) requirements
  • South African Reserve Bank (SARB) directives
  • Treating Customers Fairly (TCF) principles

International Standards:

  • Anti-Money Laundering (AML) requirements
  • Know Your Customer (KYC) obligations
  • FATCA compliance (US clients)
  • Common Reporting Standard (CRS)

Data Retention for Regulatory Purposes

Required Retention Periods:

  • Client identification records: 5 years after relationship ends
  • Transaction records: 5-7 years depending on jurisdiction
  • Communication records: 7 years for financial advice
  • Compliance records: 5 years minimum

Audit and Inspection Rights:

  • • Regulatory authorities may request access
  • • Court orders may require disclosure
  • • Law enforcement investigations
  • • Tax authority inquiries

Voice Recording and Communication Regulations

Recording Requirements:

  • Financial advice conversations
  • Transaction authorization calls
  • Customer service interactions
  • Complaint handling procedures

Quality and Compliance:

  • Call monitoring for compliance
  • Staff training and assessment
  • Customer protection verification
  • Dispute resolution evidence

Mandatory Reporting Obligations

Suspicious Activity Reporting:

  • Money laundering suspicions
  • Fraud detection and reporting
  • Terrorist financing indicators
  • Unusual transaction patterns

Regulatory Notifications:

  • Data breach notifications
  • System outage reports
  • Significant incident reporting
  • Compliance violation disclosures

Cross-Border Data Transfer Compliance

International Compliance:

  • GDPR for EU client data
  • CCPA for California residents
  • PIPEDA for Canadian clients
  • Local financial regulations

Transfer Mechanisms:

  • Standard Contractual Clauses
  • Adequacy decisions
  • Binding Corporate Rules
  • Derogations for specific situations

Impact on Your Privacy Rights

Regulatory requirements may affect your privacy rights in the following ways:

  • Some data may need to be retained longer than you would prefer for regulatory compliance
  • Certain data may need to be disclosed to regulatory authorities despite privacy preferences
  • Deletion requests may be limited by legal retention requirements
  • Cross-border transfers may be necessary for regulatory reporting
  • We will always inform you when regulatory requirements override your privacy preferences

Additional Information

Children’s Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information promptly.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at official@qualifiai.org.

Policy Updates and Changes

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

  • Update the “Last Updated” date at the top of this policy
  • Post a notice on our website highlighting the changes
  • Provide a summary of key changes in our notification

Your continued use of our services after any changes constitutes acceptance of the updated policy.

Language and Translation

This privacy policy is written in English. If we provide translations in other languages, the English version will prevail in case of any discrepancies. We strive to make our privacy practices clear and accessible to all users regardless of language preferences.

For questions about this policy in other languages, please contact us at official@qualifiai.org.

Legal Jurisdiction and Dispute Resolution

This privacy policy is governed by the laws of South Africa. Any disputes relating to this policy or our privacy practices will be resolved through:

  • First: Direct negotiation and good faith discussions
  • Second: Mediation through a mutually agreed mediator
  • Finally: Courts of competent jurisdiction in South Africa

However, you retain the right to lodge complaints with relevant data protection authorities in your jurisdiction.

Limitation of Liability

While we implement comprehensive security measures and comply with applicable privacy laws, we cannot guarantee absolute security of your personal information. Our liability for privacy-related issues is limited to:

  • • Direct costs incurred due to our negligence
  • • Reasonable mitigation measures (such as credit monitoring)
  • • Compliance with regulatory penalties and fines

This limitation does not affect your statutory rights under applicable consumer protection laws.

Our Commitment to Privacy

Privacy is not just a legal requirement for us—it’s a core value that guides how we design our services and interact with our clients. We are committed to:

• Going beyond minimum compliance requirements

• Transparency in all our data practices

• Continuous improvement of our privacy protections

• Proactive communication about privacy matters

• Respecting your privacy choices and preferences