Privacy Policy

Last Updated: January 1, 2026

1. Introduction

The Bookkeepers (the "Business," "we," "us," or "our") is committed to protecting your privacy and ensuring the lawful processing of your personal information in accordance with South African law, specifically the Protection of Personal Information Act, 4 of 2013 (POPIA). This policy explains how we collect, use, disclose, and safeguard your information.

2. Responsible Party

The responsible party for your data is Barry Aldworth, trading as The Bookkeepers.

Contact Details:

Email: info@thebookkeepers.co.za

Website: yobaree.wixstudio.com

Information Officer: Barry Aldworth

3. Information We Collect

We collect and process personal information primarily to understand your bookkeeping needs, deliver our services, and meet our legal and regulatory obligations. This includes:

Personal Identifiers: Names, ID numbers, contact details (phone, email, physical address).

Financial Information: Bank account details, transaction data, invoice details, payroll information, and business financial records (P&L, Balance Sheets).

Business Information: Company registration details (for juristic persons, which POPIA also protects).

Usage Data: Website usage information collected via cookies (if applicable, you will be prompted for consent).

4. How We Collect Information

We collect information directly from you when you provide it to us via email, phone, web forms, or document uploads. In some cases, we may collect information from publicly available sources (e.g., CIPC register) or third-party AI tools (acting as our operators) with your consent or as allowed by law.

5. How We Use Your Information

We use your information only for the specific purpose for which it was collected and agreed with you:

To provide our AI-driven, Excel-based bookkeeping services as per our engagement contract.

To create SARS-ready financial reports and aid in compliance (VAT201, EMP201, Provisional Tax).

To verify your identity and maintain secure client records.

For billing and audit purposes.

To communicate with you about regulatory matters or changes to our services.

6. Information Sharing and Disclosure

We will not share your personal information with anyone unless required to deliver our services, fulfil a legal obligation, or with your explicit consent.

Operators: We use AI tools (e.g., DocuClipper, LedgerBox) and potentially other third-party software for data processing. We have written agreements in place with these operators to ensure they maintain POPIA-compliant security measures.

Legal Requirement: We may disclose information if required by law, a court order, or to government agencies like SARS or the Information Regulator.

7. Data Security and Storage

We take reasonable technical and organisational measures to secure the integrity and confidentiality of your personal information.

Data is stored securely in encrypted Excel files and secure cloud storage.

Access is restricted to the Information Officer (you) on a "need-to-know" basis.

We only retain information for as long as necessary to fulfil the purpose for which it was collected or as required by law (e.g., 5-7 years for tax records).

8. Your POPIA Rights

As a data subject, you have the right to:

Be notified when your personal information is being collected or accessed by unauthorised persons.

Access the personal information we hold about you (a prescribed fee may apply for access).

Request the correction, deletion, or destruction of information that is inaccurate, irrelevant, excessive, or unlawfully obtained.

Object to the processing of your personal information on reasonable grounds.

Lodge a complaint with the Information Regulator if you believe your rights have been infringed.

9. Contact the Information Regulator

If you have concerns about our handling of your data, you can contact the Information Regulator: Website: https://inforegulator.org.za/

Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.

10. Updates to This Policy

We may update this policy from time to time. The latest version will always be posted on our website.