Protection Of Personal Information

1. Purpose of this Policy
FIX ACCOUNTING respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains how we collect, use, disclose, and safeguard your information when you interact with our services, whether online, in-person, or remotely.

2. Scope
This policy applies to:
• All clients (individuals and businesses),
• Employees and contractors,
• Suppliers and service providers,
• Any third party sharing personal data with FIX ACCOUNTING.

3. Information We Collect
We collect personal and/or business-related information to provide our professional services. This may include:
• Full name, ID/registration number, contact details
• Physical and postal address
• Tax numbers and financial records
• Bank account details
• Business CIPC and CSD documents
• Employment and income details
• Marital status (for wills/estate planning)
• Any other personal or sensitive information necessary to deliver accounting, tax, financial or business advisory services.

4. How We Collect Information
We collect information through:
• Online forms (e.g. Google Forms, website submissions)
• Email communication
• WhatsApp and phone calls
• In-person consultations
• Direct document uploads
• Public databases (e.g. CIPC, SARS, CSD)

5. Why We Collect and Process Your Information
We collect and process your information to:
• Deliver accounting, tax, financial planning and business development services
• Register companies, trusts, tax, VAT, and compliance
• Prepare and submit financial statements, tax returns and tender documents
• Draft wills and administer estates
• Fulfil legal and regulatory obligations
• Communicate important updates or changes in services
• Maintain accurate records for invoicing and reporting

6. Sharing and Storage of Information
We do not sell or rent your personal data. Information may be shared with:
• Regulatory bodies such as SARS, CIPC, the Masters Office
• Our contracted professionals (e.g. accountants, legal advisors)
• Service providers for cloud storage, backups, and secure communication (e.g. Google Drive, WhatsApp Business)
All third parties are bound by strict confidentiality and data protection agreements.

7. Your Rights
Under POPIA, you have the right to:
• Be informed of the information we hold
• Access your personal data
• Correct or update your records
• Object to the processing of your information
• Request deletion or destruction (unless retention is required by law)
• Lodge a complaint with the Information Regulator (South Africa)

8. Data Retention
Your personal and financial data will be retained for as long as necessary to:
• Comply with statutory obligations (e.g. SARS record-keeping – 5 years minimum)
• Fulfil the purpose it was collected for
• Enforce contracts or resolve disputes

9. Data Security Measures
We implement the following safeguards:
• Password-protected software and encrypted cloud backups
• Access control for client records
• Antivirus and firewall software
• Staff training on confidentiality and POPI compliance
• Regular audits of data access and usage

10. Contact Us
If you have any questions or concerns regarding your personal information, or wish to exercise your rights under POPIA, please contact our Information Officer:
Information Officer: Msomi Gugu
Tel: +27 69 4659 672
Email: info@fixaccounting.co.za

Declaration
By engaging with FIX ACCOUNTING, you agree to the collection and lawful processing of your personal information in accordance with this policy and the POPI Act.