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Protier Accounting (Pty) Ltd
Registration Number: 2023/100386/07
Address: The Residence, Devonbosch, Stellenbosch

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PRIVACY POLICY

Last Updated: 06 October 2025

1. Introduction

Protier Accounting (Pty) Ltd (“we”, “us”, “our”) is committed to protecting your personal information in line with the Protection of Personal Information Act, 2013 (“POPIA”). This Privacy Policy describes how we collect, use, store, share, and protect your personal information, as well as your rights under POPIA.

2. Responsible Party & Information Officer

  • Responsible Party: Protier Accounting (Pty) Ltd

  • Information Officer: Siemon Smit

  • Contact Email: protiersa@gmail.com

  • Address: The Residence, Devonbosch, Stellenbosch

You may contact the Information Officer for any queries, requests, or complaints regarding your personal information.

3. Scope of Services & Data We Process

We provide the following services:

  • Accounting

  • Bookkeeping

  • Payroll

  • Tax

  • Consulting

  • Secretarial Services

We process various categories of personal information, including (but not limited to):

  • Client financial data

  • Customer / client contact data

  • Supplier / vendor data

  • Employee data

  • Tax information

  • Business financial data

  • Bank transaction data

4. Systems & Data Access

To deliver our services, we will access and use systems such as:

  • Accounting software

  • CRM software

  • Revenue / booking / transaction systems

  • Payroll system software

  • Supplier / vendor management software

  • Other systems as reasonably required to fulfil our services

We will only access and process the data necessary for the specific service, and access is restricted to authorised personnel.

5. Basis for Processing

We process your personal information for lawful reasons, including:

  • To perform our contractual obligations with you (e.g. providing accounting, payroll, tax services)

  • To comply with legal or regulatory obligations (e.g. tax law, financial reporting)

  • To protect legitimate interests (e.g. preventing fraud, enforcing rights)

  • With your consent, where required

6. Sharing / Disclosure

We may share your information with:

  • Our employees, contractors, or agents who require it to perform services

  • Third-party service providers / operators (e.g. cloud software vendors, auditors) subject to confidentiality obligations

  • Regulatory or governmental bodies, when legally required

  • We do not currently transfer personal information outside South Africa

7. Retention Period

We will retain personal information in accordance with South African law, typically for 5 years, or as required by contract or legislation. After that, information will be securely destroyed or anonymised.

8. Security Measures

We employ a combination of technical, administrative, and physical safeguards to protect personal information, including:

  • Access controls (e.g., user authentication, least privilege access)

  • Encryption (where feasible)

  • Secure backups

  • Physical security for hard copy records

  • Staff training and confidentiality obligations

  • Periodic audits and reviews

9. Data Subject Rights

Under POPIA, you have the right to:

  • Be informed how your personal information is used

  • Request access to your personal information

  • Request correction, deletion, or restriction of processing

  • Object to processing (in certain circumstances)

  • Withdraw consent (if processing is consent-based)

Requests should be submitted to the Information Officer at protiersa@gmail.com.

10. Consent & Withdrawal

If we process data based on your consent, you may withdraw consent at any time. Withdrawal does not affect past lawful processing. We will inform you of the consequences of withdrawal (for instance, inability to continue providing certain services).

11. Data Breach Notification

Should a security breach occur that affects personal information, we will:

  • Contain and assess the breach

  • Notify affected individuals if there is a risk of harm

  • Report to the Information Regulator, where required

  • Take remedial measures to prevent recurrence

12. Changes to this Policy

We may update this policy from time to time. We will notify clients of significant changes (e.g. via email or by posting on our website) and update the “Last Updated” date accordingly.

13. Complaints / Contact

If you have any questions, concerns, or wish to lodge a complaint about our handling of personal information, contact:

Information Officer: Siemon Smit
Email: protiersa@gmail.com

If your complaint is not resolved satisfactorily, you may lodge a complaint with the Information Regulator (South Africa).

14. Definitions

  • “Personal Information” means any information relating to an identifiable, living natural person (and, where applicable, a juristic person).

  • “Responsible Party” means the entity that determines the purpose and means of processing personal information.

  • “Operator” means a person who processes personal information for a Responsible Party on its behalf, without coming under direct authority of the Responsible Party.

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