This Privacy Policy describes our policies and procedures on the collection, use and disclosure of your information when you use our website, services and client portal, and explains your privacy rights and how the law protects you.

We use your personal data to provide and improve our services. By using the website or engaging our services, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Interpretation and Definitions

1.1 Interpretation

Words with capitalised initial letters have meanings defined below. These definitions apply whether they appear in singular or plural.

1.2 Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for you to access our services, client portal or parts of our website.

Company, “we”, “us” or “our” refers to A1 ACCOUNTING AND TAX (Pty) Ltd, 30 Sefako Makgatho Drive, Zambezi, Pretoria, 0182, South Africa (Registration number 2025/862196/07).

Cookies are small files placed on your device by a website, containing information about your browsing activity and preferences.

Country refers to the Republic of South Africa.

Device means any device that can access the website or client portal such as a computer, cellphone or digital tablet.

Personal Data means any information that relates to an identified or identifiable individual.

Service refers to our website, www.a1accountingtax.co.za, our client portal and our professional services (including bookkeeping, accounting, payroll, tax advisory, tax compliance and business consulting).

Service Provider means any natural or legal person who processes data on behalf of the Company, including third-party companies or individuals that provide hosting, analytics, email services, software platforms (such as cloud-accounting systems and payroll software), IT support and similar services.

Third-party Social Media Service refers to any website or social network through which a user may be able to log in or create an account to access some parts of the Service (if enabled).

Usage Data refers to data collected automatically, either generated by the use of the website or client portal or from the Service infrastructure itself (for example, the duration of a page visit).

Website refers to A1 ACCOUNTING AND TAX (Pty) Ltd’s website accessible from www.a1accountingtax.co.za.

“You” means the individual accessing or using the Service, or the company or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

2. Collecting and Using Your Personal Data

2.1 Types of Data Collected

1. a) Personal Data

While using our website, client portal or engaging our services, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personal Data may include, but is not limited to:

• Name and surname
• Email address
• Telephone number
• Business name and registration details
• Physical and postal address
• VAT number and tax reference numbers
• Identification or passport number (where required for compliance)
• Date of birth (where relevant for tax or compliance purposes)
• Bank account details (for accounting, payroll or payment purposes)
• Employment and payroll information (for payroll services)
• Financial information, invoices, statements and related records
• Any other information reasonably required to perform our professional services or meet legal obligations.

1. b) Usage Data

Usage Data is collected automatically when using the Website or client portal. Usage Data may include information such as your device’s IP address, browser type, browser version, the pages of our Website that you visit, the time and date of your visit, time spent on those pages, unique device identifiers and other diagnostic data.

When you access the Website or client portal via a mobile device, we may collect information such as the type of mobile device you use, your mobile device unique ID, IP address, operating system, type of mobile browser and other diagnostic data.

We may also collect information that your browser sends whenever you visit our Website or access the Service by or through a mobile device.

3. Information from Third-Party Services

Where applicable, we may allow you to connect or interact with third-party services (such as cloud-accounting platforms, payroll systems, banking integrations or – if enabled – social logins).

If you grant us access to such third-party services, we may collect Personal Data already associated with those accounts (for example, your name, email address or company information), and transactional data relevant to the accounting, tax or payroll services we provide.

By enabling such connections, you authorise us to use, share and store such information in accordance with this Privacy Policy and the applicable mandates or engagement letters you sign with us.

4. Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to monitor activity on our Website and client portal and to store certain information. Technologies used may include:

• Cookies or Browser Cookies – small files placed on your device. You can instruct your browser to refuse all Cookies or to indicate when a Cookie is being sent. If you do not accept Cookies, some parts of the Website may not function properly.
• Web Beacons / Pixel Tags – small electronic files that may be used to count users who have visited certain pages or opened emails and for related website statistics.

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your device when you go offline, while Session Cookies are deleted as soon as you close your browser.

We use Cookies for the following purposes:

• Necessary / Essential Cookies – to provide you with services available through the Website and to enable core functionality and security.
• Preference / Functionality Cookies – to remember your preferences (such as language or login details) to provide a more personalised experience.
• Analytics / Performance Cookies – to track information about traffic and how users use the Website, helping us improve and optimise our content and user experience.

You can manage and control Cookies through your browser settings.

5. Use of Your Personal Data

The Company may use Personal Data for the following purposes:

• To provide and maintain our services, including monitoring the use and performance of the Website, client portal and cloud-accounting/payroll systems we use.
• To manage your Account and client relationship.
• For the performance of a contract, including engagement letters and mandates, and to deliver professional services such as bookkeeping, accounting, payroll, tax compliance and advisory.
• To contact you by email, phone, SMS, messaging apps or other electronic means regarding updates, deadlines, compliance reminders, or information related to the services we provide.
• To send you news, updates and information about services that are similar or related to those you already receive, unless you have opted out of such communications.
• To manage and respond to your queries and requests.
• To comply with legal and regulatory obligations, including those imposed by SARS, CIPC, the Companies Act, tax laws and anti-money laundering legislation.
• For internal analysis, data analytics and service improvement, including improving our processes, systems and client experience.
• For business transfers, such as mergers, acquisitions or restructuring, where your Personal Data may form part of the transferred assets.
• For any other purpose with your consent.

6. Sharing Your Personal Data

We may share your personal information in the following situations:

• With Service Providers and professional platforms – such as cloud-accounting providers, payroll software, IT providers, email systems, analytics providers and other contractors who assist in operating our business and delivering services to you.
• With SARS, CIPC, banks and other authorities – where necessary to perform our professional duties, submit returns, open accounts, or comply with legal obligations.
• For business transfers – in connection with, or during negotiations of, any merger, sale of assets, financing or acquisition of all or part of our business.
• With Affiliates – including other entities under common control with us, provided that they honour this Privacy Policy.
• With professional advisers – including auditors, legal counsel or consultants, where reasonably necessary.
• With your consent – for any other purpose you specifically approve.

7. Retention of Your Personal Data

We will retain your Personal Data only for as long as necessary for the purposes set out in this Privacy Policy, including:

• for as long as you are a client;
• for periods required by law (for example, tax and accounting records must generally be kept for prescribed periods under South African law);
• to resolve disputes and enforce our agreements and policies;
• to comply with professional and regulatory standards.

Usage Data is generally retained for a shorter period, except where it is used to strengthen the security or improve the functionality of our Service, or where we are legally obliged to retain it longer.

8. Transfer of Your Personal Data

Your information, including Personal Data, may be processed and stored in locations within South Africa or in other countries where our Service Providers or systems are located.

We will take reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy and South African data protection laws (including POPIA). Where data is transferred outside South Africa, we will ensure that appropriate safeguards are in place.

9. Disclosure of Your Personal Data

We may disclose your Personal Data in good faith where such action is necessary to:

• comply with a legal obligation;
• protect and defend the rights or property of the Company;
• prevent or investigate possible wrongdoing;
• protect the personal safety of clients, staff or the public;
• protect against legal liability.

10. Security of Your Personal Data

We use reasonable technical and organisational measures to protect your Personal Data. However, no method of transmission over the Internet or electronic storage is completely secure. While we strive to protect your Personal Data, we cannot guarantee its absolute security.

11. Analytics and Email Communications

We may use analytics tools (such as Google Analytics or similar services) to monitor and analyse the use of our Website and improve our content and user experience.

We may also use email or marketing platforms to send newsletters, updates and service-related communications. You may opt out of marketing communications at any time by using the unsubscribe link in the email or by contacting us directly.

12. Children’s Privacy

Our services are aimed at adults and businesses. We do not knowingly collect Personal Data from anyone under the age of 18. If you are a parent or guardian and believe your child has provided us with Personal Data, please contact us so we can delete such information.

13. Links to Other Websites

Our Website may contain links to other websites not operated by us. If you click a third-party link, you will be directed to that site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, with the “Last updated” date revised accordingly.

You are advised to review this Privacy Policy periodically for any changes. Changes become effective when posted on this page.

15. Contact Us

If you have any questions about this Privacy Policy or how we handle your Personal Data, you can contact us at:

A1 ACCOUNTING AND TAX (Pty) Ltd

Address: 30 Sefako Makgatho Dr, Zambezi, Pretoria, 0182, South Africa