Customers and bookings 2 min read
Customers and POPIA
How customer records are created, what's public on a passport and what stays private, and POPIA basics for installers.
Your customer list is one of the most valuable things in your business. This guide explains how InstallPass handles customer details and what you should do to look after them.
How customer records are created
A customer record is created in two ways:
- When you register a unit. You enter the customer's name and mobile number, and optionally their email address and the property address.
- When a homeowner sends a booking request. The details they enter on the booking form create a customer record.
Click Customers in the sidebar to see your customers.
Who can see your customers
Only your team can see your customers. People on other companies' teams can't see them.
When someone leaves your business, remove their access so they can no longer see your customer list. See Add your team.
What's public on a passport
Anyone who scans a tag can see the passport. It shows:
- the unit details
- your business details
- the warranty status
- the next service date
- the service history
With Full passport visibility, the passport also shows photos, documents and the property address. Basic visibility hides those three things.
What stays private
Customer contact details are never shown on a public passport, whichever visibility you choose. They're only visible to your team inside the app.
If a customer would rather not have their property address on a page anyone can scan, set the unit's Passport visibility to Basic. See Manage your units.
Consent on booking forms
When a homeowner books you through the request form, the form captures their consent before they send their details.
When you register a unit, you capture the details yourself, so it's up to you to get the customer's agreement. Ask them on site.
POPIA basics for installers
The Protection of Personal Information Act (POPIA) sets rules for how businesses in South Africa collect and use personal information. For day-to-day work with InstallPass, these habits go a long way:
- Collect only what you need. A name and mobile number are required. Only add an email address or property address if you'll use them.
- Get agreement for reminders. Make sure the customer agrees to you storing their details and sending them service reminders.
- Keep details accurate. Update a customer's details when they change.
- Remove details when asked. If a customer asks you to delete their information, act on it promptly. If you're not sure how to remove something, contact us and we'll help.
- Keep access tight. Give each team member their own login and remove access when they leave.
Read our Privacy Policy to see how InstallPass handles personal information.
Tip: A simple line at handover works well: "I'll add your details to the passport so we can remind you when the service is due. Is that okay?"
Not legal advice
This guide is general information to help you work sensibly with customer details. It isn't legal advice. If you have questions about your own obligations under POPIA, speak to a qualified legal adviser.
