Privacy Policy

Website: consyltaxes.co.za
Business name: Consyl Taxes (PR-0032842)
Effective date / Last updated: 26 December 2025
Email: sylvia@consyltaxes.co.za
Address: 26 Walter Sisulu Rd, Park West, Bloemfontein, 9321, South Africa

1) Purpose of this Privacy Policy

This Privacy Policy explains how Consyl Taxes (PR-0032842) (“Consyl Taxes”, “we”, “us”) collects, uses, shares, retains, and protects personal information and personal data when you:

  • visit consyltaxes.co.za,
  • contact us,
  • request a quote,
  • become a client for accounting and tax preparation services,
  • or otherwise interact with our services.

We aim to comply with:

  • the Protection of Personal Information Act, 2013 (POPIA) (South Africa), including applicable Regulations (as amended in 2025), and
  • the EU General Data Protection Regulation (GDPR) where it applies (for example, if you are in the EEA/UK or GDPR otherwise applies to a particular processing activity).

2) Key definitions

  • Personal information / personal data: information relating to an identifiable, living natural person (and, under POPIA, also identifiable juristic persons in certain cases).
  • Data subject (POPIA) / data subject (GDPR): the person the information relates to.
  • Responsible party (POPIA) / controller (GDPR): the party deciding why and how personal data is processed—this is Consyl Taxes.
  • Operator (POPIA) / processor (GDPR): a third party processing personal data on behalf of the responsible party/controller.

3) Who we are (Responsible Party / Controller)

Consyl Taxes (PR-0032842) is the Responsible Party under POPIA and the Controller under GDPR for the processing described in this policy.

Information Officer (POPIA)

Under POPIA, organisations must have an Information Officer and may need to register their Information Officer with the Information Regulator as required.
For privacy requests, contact: sylvia@consyltaxes.co.za.

4) What information we collect

We may collect the following categories (depending on your interaction with us):

4.1 Information you provide directly

  • Identity & contact details: name, surname, email, phone number, physical address, company name, company registration number, VAT number.
  • Client onboarding / engagement details: service requirements, correspondence, meeting notes, engagement letters, mandates, and instructions.
  • Tax and financial-related information: income and expense records, bank details (where needed for legitimate service delivery), invoices, payroll information, tax reference numbers, supporting documents you provide for tax filings.
  • Verification information: copies of identity documents/passports or proof of address if needed to meet legal/compliance requirements and/or to perform services you request.

4.2 Information collected automatically (website)

When you visit our website, we may automatically collect:

  • device and browser details,
  • IP address and approximate location,
  • pages visited and time spent,
  • referral sources,
  • cookie identifiers (where applicable).

(See Section 11: Cookies & Similar Technologies.)

5) Why we process your information (purposes)

We process personal information for purposes such as:

  • providing accounting and tax preparation services you request,
  • responding to enquiries and providing quotations,
  • client onboarding, identity verification, and account administration,
  • communicating with you about services, deadlines, and deliverables,
  • meeting legal and regulatory obligations (e.g., tax and accounting-related obligations),
  • maintaining accurate records and audit trails,
  • improving our website, services, and client experience,
  • preventing fraud, security incidents, and misuse of our systems,
  • sending service-related notices (e.g., policy updates),
  • marketing our services (only where permitted and with opt-out choices—see Section 10).

6) Lawful bases for processing (GDPR) and lawful grounds (POPIA)

6.1 POPIA

We process personal information only where we have a lawful justification under POPIA, typically because:

  • you consent (where required),
  • processing is necessary to perform a contract with you or to take steps at your request,
  • we have a legal obligation,
  • we have a legitimate purpose and do not unduly prejudice your rights.

6.2 GDPR (where applicable)

Where GDPR applies, we rely on one or more lawful bases under Article 6, typically:

  • Contract (to provide requested services),
  • Legal obligation (compliance with applicable laws),
  • Legitimate interests (e.g., service improvement, fraud prevention, basic marketing to businesses where permitted),
  • Consent (for certain marketing/cookies, where required).

If we ever process special category data under GDPR (rare for our services), we will only do so with a valid Article 9 condition (e.g., explicit consent or another permitted ground).

7) How we share your information

We may share personal information only as necessary and with appropriate safeguards, including with:

7.1 Operators / processors and service providers

  • website hosting and IT support providers,
  • email and communications providers,
  • cloud storage and document management services,
  • accounting/tax software providers,
  • analytics and security tool providers (if used),
  • professional advisers (e.g., legal, auditors) where necessary.

These parties process information under confidentiality and security obligations.

7.2 Authorities and legal disclosures

We may disclose information to regulators, courts, or authorities where required by law or where necessary to protect our rights and the rights of others.

7.3 With your instruction

We may share information with third parties when you ask us to (for example, sharing documents with a bank, insurer, financier, or another adviser).

8) Cross-border transfers

Because we are based in South Africa, your information may be processed in South Africa and may also be processed in other countries depending on our service providers’ locations.

8.1 POPIA transfers

Where POPIA applies, we only transfer personal information outside South Africa where lawful requirements for cross-border transfers are met (including ensuring adequate protection and appropriate agreements).

8.2 GDPR transfers (EEA/UK data)

Where GDPR applies and we transfer personal data outside the EEA/UK, we will use appropriate safeguards (as applicable), such as:

  • the EU Standard Contractual Clauses (SCCs),
  • additional technical/organisational safeguards where needed.

9) How long we keep your information (retention)

We retain personal information only for as long as necessary for the purposes in this policy, unless a longer period is required or permitted by law.

Because we provide accounting and tax services, retention may be influenced by statutory record-keeping rules. For example:

  • SARS guidance indicates supporting documents generally must be kept for five (5) years from the date of submission of the return.
  • Some business/accounting record requirements can be longer (often seven (7) years) depending on the type of entity and record.

We will securely delete, destroy, or anonymise information when it is no longer required.

10) Direct marketing

We may send marketing communications about our services only:

  • where you have opted in (where consent is required), and/or
  • where permitted by law for existing clients or business contacts, always with a clear opt-out.

You can opt out anytime by using the unsubscribe option (if provided) or emailing sylvia@consyltaxes.co.za.

11) Cookies & similar technologies

We may use cookies and similar technologies for:

  • essential website functionality,
  • security,
  • performance and analytics,
  • (if enabled) marketing/advertising measurement.

Managing cookies

You can manage cookies via:

  • your browser settings (block/delete cookies), and
  • any cookie banner or preference tool we implement on the site (where applicable).

If you disable certain cookies, parts of the website may not function properly.

12) Your rights

12.1 POPIA rights (South Africa)

Subject to certain limitations, you may:

  • request access to your personal information,
  • request correction, updating, or deletion,
  • object to certain processing (including direct marketing),
  • withdraw consent where processing is based on consent,
  • lodge a complaint with the Information Regulator.

Information Regulator (South Africa) contact details (for complaints/enquiries):
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Email: enquiries@inforegulator.org.za
Phone: 010 023 5200

(Online complaints may also be submitted via the Regulator’s eServices portal.)

12.2 GDPR rights (EEA/UK, where applicable)

Subject to legal limits, you may:

  • request access to your data,
  • request rectification,
  • request erasure (“right to be forgotten”),
  • restrict processing,
  • object to processing (including certain marketing),
  • request data portability,
  • withdraw consent at any time (where processing is based on consent),
  • lodge a complaint with your local supervisory authority in the EEA/UK.

13) Security safeguards

We use reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, and destruction. Measures may include access controls, secure storage, least-privilege permissions, and confidentiality commitments.

No system is 100% secure, but we work to maintain appropriate safeguards and respond to incidents appropriately.

14) Children’s information

Our services are intended for businesses and adults. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact sylvia@consyltaxes.co.za so we can address it.

15) Third-party links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. Please review their privacy policies before providing them with personal information.

16) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on consyltaxes.co.za with a new “Last updated” date.

17) How to contact us

For any privacy-related questions, requests, or complaints, contact:

Consyl Taxes (PR-0032842)
Email: sylvia@consyltaxes.co.za
Address: 26 Walter Sisulu Rd, Park West, Bloemfontein, 9321, South Africa