PRIVACY POLICY

SimpliFinances Privacy Policy

Effective Date: 26 May 2026

At SimpliFinances (“SimpliFinances”, “we”, “our”, or “us”), we are committed to protecting your privacy and safeguarding your personal information in a responsible, transparent, and secure manner.

As a provider of accounting, taxation, payroll, bookkeeping, advisory, and related financial services, we understand the importance of confidentiality and the trust our clients place in us. This Privacy Policy explains how we collect, use, store, process, disclose, and protect your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (“POPIA”) and other applicable South African laws.

This Privacy Policy applies to all interactions with SimpliFinances, including:

• Our website
• Social media platforms
• Facebook and Instagram lead forms
• WhatsApp communication
• Email communication
• Online advertisements
• Consultations and service engagements
• Any related platforms, systems, or services operated by SimpliFinances

By accessing our website, submitting information through forms, communicating with us, or making use of our services, you consent to the collection and processing of your personal information as outlined in this Privacy Policy.

1. Information We Collect

Depending on your interaction with SimpliFinances and the services requested, we may collect and process the following categories of information:

Personal Information

We may collect:

• Full name and surname
• South African ID number or passport number (where required)
• Email address
• Telephone or mobile number
• Physical and postal address
• Employment information
• Company or business details
• Company registration information 

Financial, Accounting and Tax Information

Where relevant to the services provided, we may collect:

• Banking details
• Tax reference numbers and SARS-related information
• Income and expenditure records
• Financial statements
• Payroll and employee-related information
• Accounting records and supporting documentation
• VAT, PAYE, and statutory information

Communication and Enquiry Information

We may collect information submitted through:

• Website contact forms
• Facebook or Instagram lead forms
• WhatsApp communication
• Email enquiries
• Phone calls
• Social media messaging platforms

This may include:

• Service-related enquiries
• Uploaded documentation
• Consultation requests
• Marketing preferences

Website and Technical Information

When you visit our website or interact with our online platforms, we may automatically collect:

• IP address
• Browser type
• Device information
• Operating system
• Pages visited
• Website usage behaviour
• Time spent on pages
• Referral source information
• Cookies and analytics data

2. How We Collect Information

Your personal information may be collected when you:

• Complete a form on our website
• Submit a social media lead form
• Contact us by phone, WhatsApp, email, or social media
• Request a quotation or consultation
• Subscribe to newsletters or marketing communications
• Make use of our accounting or financial services
• Upload or share documentation with us
• Visit our website

3. How We Use Your Information

We process personal information for legitimate business, operational, legal, and regulatory purposes, including to:

• Provide accounting, bookkeeping, payroll, taxation, advisory, and related services
• Respond to enquiries and consultation requests
• Prepare quotations and proposals
• Verify client identity and information
• Manage client relationships and communication
• Process tax and regulatory submissions where authorised
• Meet legal, compliance, accounting, and regulatory obligations
• Improve our website, services, and customer experience
• Maintain business records and internal administration
• Conduct analytics and improve marketing campaigns
• Send updates, newsletters, reminders, or marketing communication where consent has been provided
• Protect our legal rights and prevent fraud or unlawful activity

We will only collect and process information that is reasonably necessary for the purpose for which it was collected.

4. Lawful Basis for Processing Information

We process personal information where:

• You have provided consent.
• Processing is necessary to provide requested services;
• Processing is required by law or regulatory obligations;
• Processing is necessary to fulfil contractual obligations; or
• Processing is necessary for legitimate business interests.

5. Marketing Communication

By submitting your information through our website, social media platforms, lead forms, WhatsApp, or other communication channels, you consent to being contacted by SimpliFinances through:

• Email
• Phone calls
• SMS
• WhatsApp
• Social media messaging platforms

Marketing communication may include:

• Service updates
• Promotional offers
• Educational content
• Business updates
• Event invitations
• Financial or tax-related reminders

You may opt out of marketing communication at any time by contacting us or using the unsubscribe option where available.

6. Sharing and Disclosure of Information

SimpliFinances respects the confidentiality of your information and does not sell, rent, or trade personal information to third parties.

We may disclose personal information where necessary to:

• The South African Revenue Service (SARS)
• Government departments or regulatory bodies where legally required
• Trusted third-party service providers assisting in delivering services
• Cloud storage, payroll, accounting, CRM, marketing, or IT platforms
• Professional advisers, consultants, auditors, or legal representatives
• Payment processors or external systems, where relevant
• Comply with legal obligations, court orders, or regulatory requirements

Where third parties process information on our behalf, we take reasonable steps to ensure appropriate confidentiality and security measures are maintained.

7. Third-Party Platforms and External Links

Our website, advertisements, or communications may contain links to or integrations with third-party platforms, including:

• Facebook
• Instagram
• WhatsApp
• Google
• External booking systems
• Payment gateways
• Cloud-based software platforms

Please note that SimpliFinances is not responsible for the privacy practices, content, or security of third-party platforms or websites. Users are encouraged to review the privacy policies of those platforms separately.

8. Cookies, Tracking Technologies and Analytics

Our website may use cookies, Meta Pixel, Google Analytics, and similar technologies to:

• Understand website traffic and user behaviour
• Improve website performance
• Enhance user experience
• Measure advertising effectiveness
• Improve marketing campaigns

Cookies may collect limited technical information such as:

• Browser type
• Device information
• Website interaction data
• Referral information
• General usage trends

You may disable cookies through your browser settings, although some website functionality may be affected.

9. Protection and Security of Information

We implement reasonable technical and organisational safeguards to protect personal information against:

• Unauthorised access
• Loss or theft
• Misuse
• Unlawful disclosure
• Alteration or destruction

Security measures may include:

• Password protection
• Secure systems and software
• Restricted access controls
• Encryption technologies
• Secure cloud storage
• Confidentiality agreements and internal protocols

While we take reasonable steps to protect information, no electronic transmission or storage method can be guaranteed to be completely secure.

10. Electronic Communication and Sensitive Information

Although SimpliFinances takes reasonable precautions to secure electronic communications, clients are encouraged not to send highly sensitive financial, banking, identity, or confidential information via unsecured email unless specifically requested or appropriate safeguards are in place.

Where possible, secure document-sharing platforms may be used to protect confidential information.

11. Retention of Information

We retain personal information only for as long as reasonably necessary to:

• Provide services;
• Meet legal, tax, accounting, and regulatory obligations;
• Resolve disputes;
• Enforce agreements; and
• Maintain required business records.

Certain accounting and taxation records may be retained for periods prescribed by South African legislation.

12. Your Rights Under POPIA

Subject to applicable law, you have the right to:

• Request access to personal information we hold about you
• Request correction or updating of inaccurate information
• Request deletion of information where legally permissible
• Object to certain forms of processing
• Withdraw consent where consent forms the basis of processing
• Request details regarding how your information is processed
• Lodge a complaint with the Information Regulator of South Africa

Requests may be submitted using the contact details below.

13. Limitation of Liability

While SimpliFinances takes reasonable measures to maintain accurate information and secure systems, we will not be held liable for:

• Losses arising from third-party systems or platforms
• Technical interruptions, cyber incidents, or website downtime beyond our control
• Delays caused by incomplete or inaccurate client information
• Decisions made based on general informational content provided
• Unauthorised access caused by factors outside our reasonable control

14. Intellectual Property

All content, branding, logos, graphics, text, documents, and materials published by SimpliFinances remain the property of SimpliFinances unless otherwise stated.

No content may be copied, reproduced, distributed, or used without prior written consent.

15. Changes to this Privacy Policy

SimpliFinances reserves the right to amend or update this Privacy Policy at any time.

Updated versions will be published on our website and will become effective from the revised effective date.

Users are encouraged to review this Privacy Policy periodically to remain informed about how we protect personal information.

16. Contact Information

If you have questions about this Privacy Policy or how your personal information is processed, please contact us:

SimpliFinances
Email: admin@simplifinances.co.za
Website: https://simplifinances.co.za
Telephone: 073 509 2319