Protection of personal information handled with care and compliance.

This notice explains how AccountWorx Business Solutions (Pty) Ltd collects, uses, stores, protects and shares personal information in accordance with the Protection of Personal Information Act 4 of 2013, known as POPIA.

It applies to clients, prospective clients, website visitors, company representatives, directors, shareholders, members, employees of clients, suppliers, outsourced support providers and other persons whose personal information may be processed by AccountWorx.

• Entity: AccountWorx Business Solutions (Pty) Ltd
• Registration Number: 2021/157716/07
• Practice Number: PPG01232
• Location: Alberton, Gauteng, South Africa
• Email: info@accountworx.co.za
• Phone / WhatsApp: 082 576 4868

The Information Officer for AccountWorx is Carol Lawrence.

Requests relating to access to personal information, correction of personal information, objections to processing, POPIA queries or privacy concerns should be directed to the Information Officer using the contact details in this notice.

AccountWorx may process different categories of personal information depending on the enquiry, service request, client relationship or professional service being provided.

• names, surnames and contact details;
• identity numbers, registration numbers and tax numbers;
• physical, postal and email addresses;
• employment, income, payroll, tax and financial information;
• banking details where required for professional services;
• medical aid, retirement fund and deduction information where relevant to tax work;
• company, director, shareholder, member and statutory information;
• SARS, CIPC, UIF, payroll and regulatory correspondence;
• supporting documents submitted by clients or authorised representatives;
• website enquiry, form, upload, cookie and usage information where applicable.

Personal information may be collected directly from the data subject, a client, an authorised representative, a company representative, an employer, a public authority, a regulator, or from documents and records supplied to AccountWorx.

• website forms and online enquiries;
• client intake forms and tax questionnaires;
• email, telephone, WhatsApp and other communication channels;
• document upload links and client workflow tools;
• engagement letters, mandates and authority documents;
• SARS, CIPC, payroll, accounting or statutory compliance processes;
• digital workflows, automation tools and client trackers;
• website cookies, analytics and security tools where applicable.

• client onboarding, identification and verification;
• responding to website enquiries and service requests;
• accounting, bookkeeping, payroll and statutory compliance services;
• tax return preparation, provisional tax and SARS compliance support;
• SARS correspondence, verification, audit, objection, appeal and payment arrangement support;
• CIPC, beneficial ownership, company secretarial and statutory compliance work;
• client communication, billing, administration and record keeping;
• online forms, document requests, upload links, digital workflows and automation processes;
• meeting legal, regulatory, professional and operational obligations;
• protecting the rights, property, systems, reputation and clients of AccountWorx.

AccountWorx processes personal information where there is a lawful basis to do so. This may include consent, contractual necessity, legal obligation, legitimate interest, protection of rights, compliance with professional obligations or the proper performance of services requested by a client or prospective client.

Where special personal information is required, AccountWorx will process such information only where it is relevant, necessary and lawful for the specific service, compliance obligation or purpose concerned.

AccountWorx may share personal information where required for professional services, client instructions, compliance obligations, legal requirements or operational support.

• SARS, CIPC, FIC, UIF, the Department of Employment and Labour and other public authorities where applicable;
• accounting, tax, payroll, document management and compliance software providers;
• cloud storage, hosting, email, form, automation and workflow service providers;
• electronic signature, client intake and document collection platforms;
• outsourced bookkeeping, payroll, accounting, administrative or compliance support providers acting under AccountWorx instruction;
• professional advisers, legal representatives or regulatory authorities where required;
• authorised client representatives;
• other parties where authorised by the client or required by law.

AccountWorx does not sell personal information.

AccountWorx may use outsourced bookkeeping, payroll, accounting, administrative or compliance support providers where appropriate.

Where outsourced support providers assist with client work, AccountWorx takes reasonable steps to ensure that access is limited to the information required for the work and that confidentiality and responsible information-handling requirements apply.

AccountWorx may use cloud-based software, email systems, hosting platforms, automation tools, client intake platforms, workflow systems, electronic signature tools or storage providers that may store, route, process or back up information outside South Africa.

Where cross-border processing occurs, AccountWorx takes reasonable steps to ensure that personal information is protected through appropriate safeguards, contractual terms, security measures, access controls or lawful processing conditions as required by POPIA.

AccountWorx applies reasonable technical and organisational safeguards to protect personal information and client records.

• password-protected devices and user accounts;
• two-factor authentication where available;
• controlled access to email, cloud storage and workflow systems;
• antivirus and endpoint security software;
• VPN use where appropriate;
• regular backups;
• restricted access to client folders and supporting documents;
• controlled use of Dropbox for document transfer and collaboration;
• access controls and confidentiality obligations for outsourced support providers;
• structured filing procedures, document checklists and workflow monitoring.

No electronic system, email platform, cloud storage tool or automation workflow can be guaranteed to be completely secure. AccountWorx applies reasonable safeguards appropriate to the nature of the information and services provided.

AccountWorx retains records for as long as reasonably required for the purpose for which they were collected, including accounting, tax, statutory, client service, legal, regulatory, professional indemnity, audit trail and compliance purposes.

Retention periods may differ depending on the nature of the record, statutory requirements, SARS or CIPC requirements, contractual obligations, professional requirements or legitimate business needs.

Where records are no longer required, AccountWorx may archive, delete, destroy or de-identify records in a secure and reasonable manner, subject to applicable laws and operational requirements.

AccountWorx may use digital tools and automation workflows to improve client intake, document collection, workflow tracking, tax season administration, client communication and internal task management.

Automation supports administrative efficiency and compliance control. It does not replace professional review, judgement or responsibility.

The AccountWorx website may use cookies and similar technologies to support website functionality, security, forms, analytics, user experience and website administration.

Visitors should review the AccountWorx Cookie Policy for more information on how cookies and similar technologies may be used.

Data subjects may have rights under POPIA, including the right to:

• request confirmation of whether AccountWorx holds personal information about them;
• request access to personal information;
• request correction or deletion of personal information where permitted by law;
• object to the processing of personal information in certain circumstances;
• request reasons for processing where applicable;
• lodge a complaint with the Information Regulator where appropriate.

Clients, prospective clients and users are responsible for ensuring that personal information and documents supplied to AccountWorx are accurate, complete and not misleading.

Inaccurate, incomplete or delayed information may affect the accuracy, timing, outcome, pricing or feasibility of services.

AccountWorx may update this POPIA Notice from time to time to reflect changes in services, website functionality, technology, legal requirements, compliance obligations or business processes.

The latest version published on the AccountWorx website will apply from the date of publication.

This POPIA Notice should be read together with the AccountWorx Privacy Policy, PAIA Manual, Cookie Policy, Website Disclaimer and Terms of Use.

• Information Officer: Carol Lawrence
• Entity: AccountWorx Business Solutions (Pty) Ltd
• Registration Number: 2021/157716/07
• Practice Number: PPG01232
• Email: info@accountworx.co.za
• Phone / WhatsApp: 082 576 4868
• Location: Alberton, Gauteng, South Africa