ABOUT US

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. is dedicated to protecting the privacy and confidentiality of its customers and takes the responsibility regarding the security of data in its possession and under its control seriously. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. abides by the provisions of the Protection of Personal Information Act (“POPIA”), of 2013 and is upheld by the Information Officer (IO) and is authorised by the (FSCA) as regulated by the regulator to arrange short-term insurance products. This includes processing any personal information lawfully, fairly and in a transparent manner. POPIA gives effect to the constitutional right to privacy, by safeguarding personal information when processed by a responsible party, subject to justifiable limitations. There are several conditions that have to be met to ensure that personal information is vastly protected.

POPIA can be obtained from NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. by e-mailing admin@neethlingtax.co.za.

This Privacy and Security Policy explains how and what type of personal information will be collected, processed and used during and following your visits to the NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. website and during the course of doing business with you, why it is collected, with whom it is shared and your rights in this regard.

To enable NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. to deliver services and to attain the highest level of customer service, it is critical for NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. to obtain accurate, up to date and timely information about its customers while protecting the confidentiality and privacy of such information. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will comply with this Privacy and Security Policy and will not otherwise distribute your personal information without notifying you in advance.

This Privacy and Security Policy applies to any information obtained by NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. using the NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. website. It does not apply to any website controlled by third parties not affiliated with NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. that the NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. website may link to.

The terms of this Privacy and Security Policy are subject to any additional terms, disclaimers, or other contractual terms you have entered into with NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. and any mandatory laws and regulations.

WHO IS THE DATA RESPONSIBLE PARTY?

A responsible party is the public or private body or any other person who alone or in conjunction with others, determines the purpose of and means for processing personal information. The party who controls (the controller) and is responsible to keep and use personal information is the responsible party in relation to the specific personal information.

WHO IS THE DATA OPERATOR PARTY?

A person who processes personal information for or on behalf of the responsible party in terms of a contract or mandate (without coming under the direct authority of the responsible party).

WHAT PERSONAL INFORMATION IS COLLECTED?

For NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. to provide you with the requested and or required products and services, your personal information will need to be processed. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will collect information from you and / or from external sources.

The personal information collected may include:

• Your contact details such as name, physical addresses, phone numbers
• Your marital status, employment status, proof of residency
• Government identifiers such as identity documents, CIPC and SARS records
• Your tax (as required by SARS), salary/income and banking details in order comply with legislative requirements.
• Information on your assets required, some of which will be collected from external databases for SARS and accounting purposes.

If you provide personal information about another individual, you acknowledge that you have permission from that individual to do so and that they understand how it will be processed. We would strongly encourage that any individual, whose personal information you provide to read this Privacy and Security Policy.

HOW PERSONAL INFORMATION IS COLLECTED

Your personal information is collected when:

• details for a quotation is provided
• enquiries are made about the services through the website
• interacting with NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. or making enquiries
• NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. requests additional information from you for validation purposes
• You consent to the collection of personal information

CALL RECORDING AND MONITORING

All calls, emails, electronic messages, and other communications are recorded and monitored for:

• Business purposes such as quality control and training
• Processing necessary for entering or performance of a contract and / or agreement
• Prevention of unauthorised use of NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. telecommunication systems and websites
• Ensuring effective systems operation
• Meeting any legal obligation
• Protecting your interests
• Prevention and detection of crime
• For the legitimate interests of the responsible party

BANKING DETAILS – SECURE DATA EXCHANGE

When you apply for services, or during the course of your agreement and / or contract with NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD., you may be asked to share access to your chosen bank and / or financial institution account data. When you share your bank and / or financial institution account data with us, we will use the information you provide for the following purposes:

• To check the accuracy of other information you have provided to us
• To manage your ongoing relationship with us
• To help us prevent criminal activity and financial crime including fraud and money laundering and identity theft.

HOW YOUR PERSONAL INFORMATION IS USED

Personal information collected from you could be used for a wide range of reasons:

• Processing your quotation or application
• Communicate with you and others as part of our business
• Fraud detection and prevention
• Verifying your identity when required
• To provide you and/or customers with relevant information through referral
• Keeping you informed about our new services by email, telephone, electronic communication, social media or post (dependent on your preferences)
• Send you important information regarding changes to our policies, legislative polices/updates and other administrative information
• Provide marketing information
• Resolve complaints, and handle requests or corrections with relevant authorities; and
• For assessment and analysis to enable us to review, develop and improve the services and products offered

WHERE WILL COLLECTED PERSONAL DATA BE PROCESSED?

Your personal data may be processed both inside and outside of South Africa. Whenever we transfer your personal data for processing outside of South Africa it is subject always to contractual restrictions regarding confidentiality and security in line with applicable data protection laws and regulations. We will not disclose your personal data to parties who are not authorised to process them.

DISCLOSURE OF PERSONAL INFORMATION

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. is committed to keeping your personal information confidential and shall not, at any time, process personal information for any purpose other than with the express prior consent or to the extent necessary to provide the services and / or products. For the specific purposes your personal information may be disclosed to third parties which process data as operators, such as NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD., authorised agents, and / or third party service providers.

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will not disclose your personal information without your consent unless:

• requested to do so by any regulatory authority and the regulators appointed by such regulatory authorities for the various financial sectors
• compelled in terms of a court order or by law
• it is in the public interest to do so
• to comply with any regulation passed under the relevant legislation, or any legal process; and
• it is to protect and defend NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. ’s rights and property (including NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. ’s intellectual property).

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. shall notify you, if required by law:

• of any risks posed or any security compromises or suspected security compromises to personal information that it has identified
• of the safeguards established by NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. to mitigate the impact of the risks; and
• that the safeguards have been effectively implemented.

There are also some circumstances where NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will share your personal information with external companies. At all times, privacy remains paramount and NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will endeavour to minimise the data shared at every opportunity.

INTERNATIONAL TRANSFER OF PERSONAL INFORMATION

Personal information is transferred across borders via cloud-computing to mitigate the personal information breach risks. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. has taken reasonably practicable steps to ensure that the cloud-based service provider complies with the POPIA and NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. has an agreement with the services provider, aimed at ensuring that appropriate security for the protection of personal information is established and maintained.

These circumstances include:

• Comparing our records with those of third parties,
• Sharing with regulatory or public bodies

INFORMATION SECURITY

On any NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. online platform and/or website portal your personal information is protected by providing you with a User ID and password in order to obtain information. We also use industry standard security to encrypt sensitive data in transit to our servers.

The User ID and password helps us to protect your personal information. You must keep this password safe and must not disclose it to anyone. Some suspicious emails contain attachments or links to websites that try to install malicious software on your computer. If you have entered your password on what you think might be a malicious website, please contact NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. immediately and ask us to change your password.

Please be aware that communications over the internet, such as emails, are not secure unless they have been encrypted. Your communications may route through several countries before being delivered - this is the nature of the Internet. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. cannot guarantee the security of information that is transmitted to NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. electronically as such transmissions are susceptible to unlawful access or monitoring. Any electronic transmissions made by you to NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. are at your own risk.

Additionally, you can protect your system by installing anti-virus and running scans. You should also run any security updates or patches you receive for your system from the supplier.

Never respond to unsolicited emails from unfamiliar sources. Such emails may be fraudulent and attempt to get you to provide your personal details or payment information.

Only authorised employees, agents and representatives of NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will have access to your personal information and all of NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. ’s employees, service providers and marketing partners are bound by confidentiality agreements and obliged to comply with strict standards of privacy and confidentiality.

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. shall take appropriate and reasonable technical and organisational measures to prevent the loss of or damage to or unauthorised destruction of data and the unlawful access to or processing of personal information. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will also ensure that all its systems and operations which it uses to provide the products and services, including all systems on which personal information is processed as part of providing the products and services, shall always be of a minimum standard required by all applicable laws and be of a standard no less than the standards which are in compliance with the best industry practice for the protection, control and use of data.

RETENTION OF PERSONAL INFORMATION

NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will not retain your personal information for longer than is necessary and will hold it only for the purposes for which it was obtained.

ACCESS TO INFORMATION

The Promotion of Access to Information Act (“PAIA”), No 2 of 2002 embodies the constitutional right of access to any information held by any private or public body that is required for the exercise or protection of any rights. There are several requirements that have to be met prior to access to any information be granted.

PAIA requires that a manual be prepared to assist people in exercising their right of access to information. This manual can be obtained from NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. by e-mailing admin@neethlingtax.co.za or access it on the website.

You have several other rights as a data subject, which are explained below. Please be aware that these rights do not apply in all circumstances.

In order to object to the processing of personal information, the data subject must provide:

• Name and surname/registered name, unique identifier / identity number, residential, postal or business address, contact number(s) and email address of data subject and reason for objection.

In order to request correction or deletion of personal information or destruction or deletion of record of personal information, the data subject must provide:

• Name and surname/registered name, unique identifier / identity number, residential, postal or business address, contact number(s) and email address of data subject, and information to be corrected/deleted/destructed/destroyed and or reasons for this request.

Note that if your object or request involve the personal information of other people, or you are making a request on behalf of someone else (such as a parent on behalf of their child), we may need identification from these individuals, as well as a signed letter of authority (if relevant) from them confirming that they are comfortable with you to act on their behalf and for us to release their data to you (if relevant).

Once we have received the written request and identification documents, we will have 30 calendar days to fulfil your request.

If you have any queries about your rights, or believe that they have not been met by NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD., please contact our Information Officer by email or by writing to: admin@neethlingtax.co.za

COMPLAINTS RELATING TO THE PROCESSING OF YOUR PERSONAL DATA

If you have any complaints relating to the processing of your personal information, you also have the right to complain to the relevant Regulatory Authority. The Information Regulator can be contacted at:

The Information Regulator (South Africa)
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
P.O Box 31533, Braamfontein, Johannesburg, 2017
Complaints email: complaints.IR@justice.gov.za
General enquiries email: inforeg@justice.gov.za.

GENERAL PROVISIONS

This Privacy and Security Policy does not include NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. ’s terms and conditions of use of the website and users are advised to read such terms and conditions. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. reserves the right to unilaterally amend this Privacy and Security Policy without prior notice by publishing the amended Privacy and Security Policy on the NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. website. You will be deemed to have read and have full knowledge of the amended Privacy and Security Policy.

Although NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. has taken reasonable care in ensuring the accuracy of the information contained in this Privacy and Security Policy, NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. does not guarantee its accuracy at any time. NEETHLING TAX AND ACCOUNTING SOLUTIONS (PTY) LTD. will not be liable for any loss or damage suffered by a user in connection with, or arising from, any reliance placed on the information provided in this Privacy and Security Policy.

THE INFORMATION CONTAINED IN THIS MESSAGE AND ANY ATTACHMENT MAY BE PRIVELIGED, CONFIDENTIAL AND PROTECTED FROM DISCLOSURE AND IS ONLY FOR THE USE OF THE INTENDED RECIPIENT(S).

If you are not the intended recipient of this email and its attachments, you must take no action based upon them, nor must you copy or show them to anyone. Please contact the sender if you believe you have received this email in error. Any unauthorized disclosure, dissemination, distribution, copying or the taking of any action in reliance on the information herein is prohibited. E-mails are not secure and cannot be guaranteed to be error free as they can be intercepted, amended, or contain viruses. Anyone who communicates with us by e-mail is deemed to have accepted these risks. Any views or opinions expressed are solely those of the author and do not necessarily represent those of Neethling Tax & Accounting Solutions.

We will provide the professional services with reasonable care and skill. Our advice will be based on interpretation of the law and experience with SARS. Therefore, the conclusions reached and views expressed will often be matters of opinion rather than of certainty and we cannot warrant that SARS will necessarily reach the same conclusions. We will not be responsible for any losses, penalties, interest or additional tax liabilities arising from the supply by you or others of incorrect or incomplete information, or from the failure by you or others to supply any appropriate information or your failure to act on our advice or respond promptly to communications from us or SARS