Your POPIA Emails Explained

With the POPIA in effect from 1 July 2021, your website will now have a /pi page that allows customers to look up if you are storing their information, withdraw consent to process their information, make changes to their details/marketing consent and make requests to be de-identified.

When a customer makes one of the aforementioned actions, you will receive an email. These emails will be sent to key contacts at your dealership and will need to be followed by certain steps. Below, you will find examples of the 4 emails that you may receive. Included are suggestions for how they should be responded to.

1 - The example below is what will be received when a customer attempts to look up their information on your /pi page and receives no results.

Action: You will then be required to check the other databases and operators. From there, you should get back to the customer to let them know if you found their information elsewhere.

Subject: POPIA /pi Lookup NOT FOUND

Body:
Hello,

The following /pi lookup on your abcmotors.co.za website returned no results: 0730489055 We are alerting you to this because this email / mobile may exist within your DMS and or other Operator databases. If you find this email / mobile within your other databases, we suggest you contact this customer to establish the reason for their lookup.

Please let us know so that we can update our records before the customer's next lookup.

Sincerely,
The team at iX

2 - The example below is what will be received when a customer withdraws the consent to process their information.

Action: You will then be required to check all your other databases and operators for their information. They will need to be de-identified with their email and mobile number added to the blacklist.

Subject: POPIA Customer withdraws consent to process | Fred Basset

Body:
Hello,

Please note that Fred Basset has withdrawn consent to process his/her personal information.

In other words, this customer has asked to be removed from all your records. His/her core customer record has been de-identified, and his/her email address and mobile number has been separately added to the consent black lists. The black list contains no links between email addresses and mobile numbers, and no links back to the core customer record. You can however use the black lists to update your DMS and other Operator databases. Any active enquiries / leads for this customer have been marked as lost.

Please note that a record of all customer changes are available on Dealer Gateway and via APIs.

Sincerely,
The team at iX

3 - The example below is what will be received when a customer has made changes to their details/marketing consent.

Action: You will then be required to check all your other databases and operators, making the same changes everywhere.

Subject: POPIA Customer alters information | Fred Basset

Body:
Hello,

Please note that Fred Basset has made changes to his/her personal information and or consent to receive marketing information:

Please note that a record of all customer changes are available on Dealer Gateway and via APIs.

Sincerely,
The team at iX

4 - The example below is what will be received when a lead recipient is working on a lead for a customer that has been asked to be de-identified.

Subject: iX De-identify Alert: Ashveer

Body:
Hello,

Please note that Fred has withdrawn his/her consent to process personal information. Accordingly, his/her core customer record, as well as all related lead information, has been De-identified.

iX Core Customer ID: 19713570

iX Lead IDs affected: 6226950, 6226978

Sincerely,
The team at iX

For more information, please email support@ix.co.za , call 087 551 1446 or WhatsApp 081 242 5883 .