Protection Of Personal Information
MY Accounting & Tax Solutions is committed to processing personal information responsibly, lawfully and securely in accordance with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) ("POPIA").
Our Commitment To POPIA Compliance
MY Accounting & Tax Solutions is committed to protecting the privacy and confidentiality of personal information entrusted to us by our clients, prospective clients, employees, suppliers and other stakeholders.
This Protection of Personal Information Act ("POPIA") Policy explains how we collect, process, use, store, disclose and safeguard personal information in the course of providing our professional accounting, bookkeeping, taxation, payroll and business support services.
We recognise that personal information is valuable and must be processed responsibly, lawfully and transparently. We are committed to complying with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013), together with any other applicable South African legislation governing the protection and processing of personal information.
This Policy applies to all personal information processed by MY Accounting & Tax Solutions, irrespective of whether such information is collected electronically, in paper format, verbally or through any other lawful means.
All employees, contractors, service providers and any person acting on behalf of MY Accounting & Tax Solutions are expected to process personal information in accordance with this Policy, applicable legislation and recognised professional standards.
This POPIA Policy should be read together with our Privacy Policy, Terms & Conditions, Disclaimer and any other policies governing the use of our website and professional services.
Why We Have This POPIA Policy
The purpose of this Policy is to establish the principles and standards adopted by MY Accounting & Tax Solutions for the lawful, fair, responsible and transparent processing of personal information in accordance with the Protection of Personal Information Act, 2013 ("POPIA").
This Policy provides guidance to clients, employees, contractors, service providers and other stakeholders on how personal information is collected, processed, used, stored, retained, disclosed and protected throughout the course of our business activities.
Objectives of this Policy
This Policy aims to:
- Promote responsible and lawful processing of personal information.
- Protect the privacy and confidentiality of every data subject.
- Ensure compliance with POPIA and other applicable South African legislation.
- Promote transparency regarding how personal information is collected and used.
- Establish appropriate governance measures for the management of personal information.
- Reduce the risk of unauthorised access, loss, misuse or disclosure of personal information.
- Support ethical and professional conduct within MY Accounting & Tax Solutions.
- Promote accountability throughout the organisation for the processing of personal information.
Our Commitment
MY Accounting & Tax Solutions recognises that the trust placed in us by our clients is fundamental to our professional relationship. We are committed to processing personal information with integrity, professionalism and due care while complying with our legal, regulatory and ethical obligations.
This Policy applies to all personal information processed by or on behalf of MY Accounting & Tax Solutions, regardless of whether the information is processed electronically, manually, stored physically or by means of cloud-based technologies or authorised third-party service providers.
Lawful Processing Of Personal Information
MY Accounting & Tax Solutions processes personal information only where there is a lawful basis for doing so in accordance with the Protection of Personal Information Act, 2013 ("POPIA"). We are committed to ensuring that all processing activities are lawful, fair, transparent and proportionate to the purpose for which the information was collected.
Conditions for Processing
Personal information may be processed where one or more of the following lawful grounds applies:
- The data subject has provided voluntary, specific and informed consent where consent is required.
- Processing is necessary to conclude or perform a contract with the data subject.
- Processing is necessary to comply with a legal or regulatory obligation imposed on MY Accounting & Tax Solutions.
- Processing protects a legitimate interest of the data subject.
- Processing is necessary for pursuing the legitimate interests of MY Accounting & Tax Solutions or an authorised third party, provided such interests do not override the rights of the data subject.
Processing Principles
In accordance with POPIA, we are committed to ensuring that personal information is:
- Processed lawfully and in a reasonable manner.
- Collected for specific, explicitly defined and lawful purposes.
- Adequate, relevant and not excessive for the intended purpose.
- Accurate and kept up to date where reasonably practicable.
- Retained only for as long as required by law or for legitimate business purposes.
- Protected by appropriate technical and organisational safeguards.
- Processed in a manner that respects the rights of data subjects.
Special Personal Information
MY Accounting & Tax Solutions does not intentionally process special personal information unless such processing is authorised or required by applicable legislation or is otherwise permitted under POPIA.
Children's Personal Information
We do not knowingly collect or process the personal information of children except where such processing is authorised by law, carried out with the appropriate consent, or is necessary for the provision of our professional services.
As a professional accounting and tax practice, MY Accounting & Tax Solutions processes personal information only to the extent reasonably necessary to provide professional services, comply with statutory obligations, meet regulatory requirements and fulfil our contractual responsibilities to clients.
Personal Information We May Process
The categories of personal information processed by MY Accounting & Tax Solutions depend on the nature of the professional services requested. We process only personal information that is relevant, adequate and reasonably necessary for lawful business purposes.
Identification Information
- Full names and surnames.
- Identity numbers or passport numbers.
- Date of birth.
- Nationality where required.
Contact Information
- Residential and postal addresses.
- Email addresses.
- Telephone and mobile numbers.
Financial & Tax Information
- Income information.
- Bank account details.
- Accounting records.
- Financial statements.
- Supporting documentation.
- Tax reference numbers.
- VAT registration details.
- Provisional tax information.
- Capital gains tax records.
- Payroll records.
- Employee tax information.
- Supporting schedules supplied by clients.
Business Information
- Company registration details.
- CIPC records.
- Business addresses.
- Shareholder and director information.
- Trust and beneficiary information where applicable.
Electronic Information
- IP addresses.
- Browser information.
- Website usage information.
- Device information.
- Cookies where applicable.
Correspondence
- Email correspondence.
- WhatsApp messages.
- Letters.
- Meeting notes.
- Telephone records where maintained.
Source of Information
Personal information may be obtained directly from the data subject or from authorised third parties acting on the data subject's behalf, including employers, authorised representatives, financial institutions, government departments, regulatory bodies or other persons where disclosure is authorised by law or by the data subject.
MY Accounting & Tax Solutions is committed to collecting only the personal information that is reasonably necessary for the specific purpose for which it is processed, in accordance with the principles of POPIA.
Your Rights Under POPIA
MY Accounting & Tax Solutions recognises and respects the rights afforded to data subjects under the Protection of Personal Information Act, 2013 ("POPIA"). We are committed to assisting individuals in exercising these rights in accordance with applicable legislation.
Certain rights may be limited where processing is required by law, necessary for the performance of a contract, required to establish or defend legal rights, or where another lawful basis for processing exists.
Your Rights Include
- The right to be notified that personal information is being collected.
- The right to request confirmation as to whether MY Accounting & Tax Solutions holds personal information relating to you.
- The right to request access to personal information held about you, subject to applicable legislation.
- The right to request correction, updating or completion of inaccurate, incomplete or outdated personal information.
- The right to request deletion or destruction of personal information where permitted by law.
- The right to object to the processing of personal information where such objection is recognised by POPIA.
- The right to withdraw consent where processing is based solely on consent, provided that such withdrawal does not affect processing already lawfully undertaken.
- The right not to be subjected to direct marketing by electronic means without the necessary legal basis.
- The right to submit a complaint to the Information Regulator (South Africa).
- The right to institute civil proceedings where permitted by applicable legislation.
Exercising Your Rights
Requests relating to personal information should be submitted in writing to the Information Officer using the contact details provided in this Policy.
Before responding to a request, MY Accounting & Tax Solutions may require reasonable proof of identity to verify that the request originates from the data subject or a duly authorised representative.
We will consider every request in accordance with POPIA, PAIA and any other applicable legislation. Where a request cannot lawfully be granted, the reasons for such decision will be communicated to the requester where appropriate.
Certain personal information may be retained despite a request for deletion where MY Accounting & Tax Solutions is required to retain such information in terms of applicable legislation, including tax, accounting, employment, company law or other statutory record retention requirements.
Information Officer Responsibilities
In accordance with the Protection of Personal Information Act, 2013 ("POPIA"), MY Accounting & Tax Solutions has appointed an Information Officer responsible for overseeing compliance with applicable privacy legislation and the protection of personal information processed by the practice.
The Information Officer is responsible for ensuring that personal information is processed lawfully, securely and in accordance with applicable legislation, internal policies and recognised professional standards.
Information Officer Details
| Organisation | MY Accounting & Tax Solutions |
|---|---|
| Information Officer | Munazia Yunus |
| Position | Owner & Information Officer |
| Deputy Information Officer | None Appointed |
| munazia@myaccountingandtax.co.za |
Responsibilities
The Information Officer is responsible for, amongst other things:
- Promoting compliance with POPIA throughout the practice.
- Monitoring the implementation of privacy policies and procedures.
- Responding to privacy-related enquiries and requests.
- Managing requests for access, correction or deletion of personal information where applicable.
- Monitoring information security practices.
- Managing personal information incidents and data breaches where required.
- Liaising with the Information Regulator where necessary.
- Promoting responsible information governance within the practice.
Requests relating to privacy, POPIA, PAIA or personal information should be submitted in writing to the Information Officer using the contact details provided above.
Retention Of Records And Information Security
MY Accounting & Tax Solutions retains personal information only for as long as is reasonably necessary to fulfil the purpose for which it was collected, to comply with applicable legislation, to protect our legitimate business interests or to exercise or defend legal rights.
Retention periods may vary depending upon the nature of the information, the services provided and the statutory obligations applicable to the practice.
Record Retention
- Records are retained only for lawful and legitimate purposes.
- Statutory retention periods prescribed by applicable legislation are observed.
- Where retention is no longer required, records are securely destroyed or permanently de-identified where appropriate.
- Certain records may be retained for longer where required for legal proceedings, regulatory investigations or professional obligations.
Information Security
MY Accounting & Tax Solutions implements reasonable technical and organisational measures to safeguard personal information against unauthorised access, disclosure, alteration, loss or destruction in accordance with section 19 of POPIA.
Appropriate safeguards are implemented having regard to generally accepted information security practices, the sensitivity of the information processed and the risks associated with such processing.
Security Measures
- Access to personal information is restricted to authorised persons who require such access for legitimate business purposes.
- Reasonable administrative, physical and technical safeguards are maintained to protect information.
- Systems, software and supporting infrastructure are maintained with appropriate security updates where reasonably practicable.
- Service providers processing information on our behalf are expected to maintain appropriate confidentiality and security standards.
- Reasonable steps are taken to monitor and review our information security practices on an ongoing basis.
Security Incidents
In the event of a security compromise involving personal information, MY Accounting & Tax Solutions will respond appropriately and, where required by applicable law, notify affected data subjects and the Information Regulator in accordance with POPIA.
While reasonable safeguards are implemented to protect personal information, no method of electronic storage, transmission over the Internet or information system can be guaranteed to be completely secure. Accordingly, MY Accounting & Tax Solutions cannot guarantee absolute security but remains committed to maintaining appropriate safeguards and continuously improving its information security practices.
Complaints And Regulatory Assistance
MY Accounting & Tax Solutions is committed to handling privacy-related concerns fairly, transparently and in accordance with applicable legislation. We encourage any person who has concerns regarding the processing of personal information to contact us first so that we may investigate and attempt to resolve the matter promptly and professionally.
Internal Complaints
Complaints relating to the processing of personal information should be submitted in writing to the Information Officer together with sufficient details to enable the matter to be properly investigated.
Where appropriate, we may request additional information or documentation in order to verify the identity of the complainant and properly assess the complaint.
Escalating a Complaint
If you remain dissatisfied after our internal complaint process has been completed, you may refer the matter to the Information Regulator (South Africa) in accordance with the procedures prescribed by applicable legislation.
The Information Regulator is the independent statutory authority responsible for monitoring and enforcing compliance with the Protection of Personal Information Act, 2013 (POPIA), and the Promotion of Access to Information Act, 2000 (PAIA).
Information Regulator
For the latest complaint procedures, prescribed forms and current contact details, please refer to the official website of the Information Regulator (South Africa).
Visit Information RegulatorMY Accounting & Tax Solutions values the privacy of all data subjects and is committed to resolving complaints fairly, promptly and in accordance with applicable legislation and recognised professional standards.
Review And Maintenance Of This Policy
MY Accounting & Tax Solutions is committed to maintaining an effective and up-to-date information governance framework. This POPIA Policy is reviewed periodically to ensure that it remains consistent with applicable legislation, regulatory guidance, professional obligations and the operational requirements of the practice.
This Policy may be amended from time to time to reflect changes in legislation, guidance issued by the Information Regulator, developments in information security practices, technological advancements or changes to our business operations.
Policy Administration
| Policy Name | POPIA Policy |
|---|---|
| Version | 1.0 |
| Effective Date | 01 January 2027 |
| Last Reviewed | 01 January 2027 |
| Responsible Officer |
Munazia Yunus
Owner & Information Officer |
| Review Frequency | At least annually, or sooner where required by changes in legislation, regulatory guidance or business operations. |
MY Accounting & Tax Solutions is committed to continually improving its privacy, information governance and information security practices to support compliance with applicable legislation and recognised professional standards.