Privacy Policy

1. Introduction

Kilian Accounting ("Kilian Accounting", "we", "our", or "us") is committed to protecting your privacy and safeguarding your Personal Information in accordance with the Protection of Personal Information Act, 4 of 2013 ("POPIA") and all other applicable South African legislation.

As an accounting and financial services provider, we understand the confidential nature of the information entrusted to us. We are committed to processing your Personal Information responsibly, lawfully, securely, and transparently while delivering professional accounting, taxation, payroll, advisory, company secretarial and related financial services.

This Privacy Policy explains:

  • What Personal Information we collect;
  • Why we collect it;
  • How we use it;
  • Who we may share it with;
  • How we protect it;
  • Your rights regarding your Personal Information; and
  • How you can contact us regarding privacy matters.

By using our website, contacting us, or engaging our professional services, you acknowledge that you have read and understood this Privacy Policy.

2. About Kilian Accounting

Kilian Accounting is a South African accounting practice providing professional financial services to individuals, entrepreneurs, small businesses, companies, trusts and other organisations.

Our services include, but are not limited to:

  • Accounting Services
  • Monthly Bookkeeping
  • Annual Financial Statements
  • Management Accounts
  • Taxation Services
  • SARS Registrations
  • VAT Services
  • Payroll Administration
  • UIF, PAYE and SDL Compliance
  • Company Registrations
  • CIPC Services
  • Company Secretarial Services
  • Financial Administration
  • Business Advisory Services
  • Compliance Consulting

Because of the nature of these services, we process highly confidential financial and personal information.

3. POPIA Commitment

Kilian Accounting is committed to complying with the Protection of Personal Information Act, 4 of 2013 (POPIA).

We undertake to:

  • Process Personal Information lawfully and fairly;
  • Collect only information necessary to provide our services;
  • Maintain accurate and up-to-date information where reasonably possible;
  • Protect Personal Information against loss, unauthorised access, misuse or disclosure;
  • Retain information only for as long as required by law or for legitimate business purposes;
  • Respect your rights as a Data Subject under POPIA.

We continually review our processes to ensure compliance with applicable legislation and recognised industry best practices.

4. Definitions

For the purposes of this Privacy Policy:

Personal Information means information relating to an identifiable natural person or, where applicable, an identifiable juristic person as defined under POPIA.

Processing includes collecting, recording, organising, storing, updating, retrieving, using, distributing, sharing, archiving, restricting or deleting Personal Information.

Data Subject means the individual or organisation to whom the Personal Information relates.

Special Personal Information has the meaning assigned in POPIA and includes categories of information afforded additional protection under the Act.

Operator means a third party that processes Personal Information on our behalf.

Website refers to the Kilian Accounting website and any online services operated by us.

Services means all accounting, taxation, bookkeeping, payroll, advisory, company secretarial and related professional services provided by Kilian Accounting.

5. Information We Collect

Depending on the services you request, we may collect and process the following categories of Personal Information.

Identity Information

  • Full names
  • Identity number or passport number
  • Date of birth
  • Nationality
  • Company registration numbers
  • Trust registration details

Contact Information

  • Email address
  • Telephone numbers
  • Mobile numbers
  • Physical address
  • Postal address

Financial Information

To perform our accounting and taxation services, we may process:

  • Bank account details
  • Financial statements
  • Trial balances
  • Income and expenditure records
  • General ledgers
  • Cash flow information
  • Asset registers
  • Investment information
  • Loan information
  • Budget information

Tax Information

Where applicable we may process:

  • SARS income tax reference numbers
  • VAT numbers
  • PAYE reference numbers
  • UIF reference numbers
  • SDL reference numbers
  • Provisional tax information
  • EMP201 and EMP501 records
  • Tax returns
  • SARS correspondence
  • Tax compliance status information
  • Tax clearance certificates

Company Information

For company secretarial services we may collect:

  • Company registration certificates
  • CIPC records
  • Shareholder information
  • Director information
  • Beneficial ownership information
  • Company amendments
  • Annual returns
  • Statutory records

Payroll Information

Where payroll services are provided, we may collect:

  • Employee details
  • Salary information
  • Leave records
  • Banking information
  • Employment contracts
  • Payroll reports
  • UIF declarations
  • PAYE records

Website Information

When you use our website, we may automatically collect:

  • IP address
  • Browser type
  • Operating system
  • Device information
  • Website usage statistics
  • Pages visited
  • Date and time of visits
  • Cookies and similar technologies

6. How We Collect Personal Information

We may collect Personal Information directly from you when you:

  • Complete a contact form on our website;
  • Request a quotation;
  • Become a client;
  • Send us an email;
  • Contact us telephonically;
  • Communicate via WhatsApp or other messaging platforms;
  • Submit accounting or tax documentation;
  • Upload supporting documents;
  • Register a company through us;
  • Request payroll services;
  • Subscribe to newsletters or updates.

We may also receive Personal Information from:

  • SARS;
  • CIPC;
  • Financial institutions;
  • Your authorised representatives;
  • Professional advisers;
  • Employers;
  • Third-party software providers used to deliver our services;
  • Publicly available records where legally permitted.

7. Why We Process Your Personal Information

We process Personal Information only where there is a lawful reason to do so.

This includes processing information to:

  • Provide professional accounting services;
  • Prepare Annual Financial Statements;
  • Maintain bookkeeping records;
  • Process payroll;
  • Register companies;
  • Submit CIPC annual returns;
  • Prepare and submit tax returns;
  • Register clients for VAT, PAYE, UIF and SDL;
  • Manage SARS correspondence;
  • Prepare management accounts;
  • Provide financial advisory services;
  • Communicate with clients;
  • Respond to enquiries;
  • Verify identities;
  • Prevent fraud;
  • Comply with legal and regulatory obligations;
  • Maintain client records;
  • Improve our website and client experience;
  • Protect the rights, property and security of Kilian Accounting and our clients.

We will never sell your Personal Information to third parties.

8. Lawful Basis for Processing Personal Information

Kilian Accounting processes Personal Information only where permitted by applicable South African legislation, including the Protection of Personal Information Act (POPIA).

We process Personal Information on one or more of the following lawful grounds:

  • To perform a contract or provide professional accounting, taxation, payroll, advisory or company secretarial services.
  • To comply with legal and regulatory obligations imposed by South African law.
  • Where processing is necessary for our legitimate business interests and does not override your privacy rights.
  • Where you have provided your consent.
  • To protect your legitimate interests or those of another person where permitted by law.

Where consent is relied upon, you may withdraw your consent at any time, subject to any legal or contractual obligations requiring us to retain or continue processing certain information.

9. Disclosure and Sharing of Personal Information

Kilian Accounting treats all client information as confidential.

We will only disclose your Personal Information where:

  • You have provided consent;
  • It is necessary to provide our professional services;
  • We are legally required to do so; or
  • Disclosure is permitted under POPIA or any other applicable law.

Depending on the services provided, we may share information with:

  • The South African Revenue Service (SARS);
  • The Companies and Intellectual Property Commission (CIPC);
  • Banks and financial institutions;
  • Payroll and payroll software providers;
  • Cloud hosting providers;
  • Secure document storage providers;
  • Auditors;
  • Independent legal advisers;
  • Information technology service providers;
  • Professional consultants assisting with client matters.

All third parties who process Personal Information on our behalf are expected to maintain appropriate security measures and confidentiality obligations.

We do not sell, rent or trade Personal Information to third parties for marketing purposes.

10. International Transfers

Some of our technology providers, cloud-based software platforms or service providers may store or process information outside South Africa.

Where Personal Information is transferred outside South Africa, Kilian Accounting will take reasonable steps to ensure that:

  • Appropriate contractual safeguards are in place;
  • The receiving organisation maintains adequate security standards;
  • The transfer complies with POPIA and other applicable legislation.

Where required by law, we will obtain your consent before transferring Personal Information internationally.

11. Protection of Personal Information

Protecting confidential client information is one of Kilian Accounting's highest priorities.

We implement appropriate technical and organisational safeguards to protect Personal Information against:

  • Loss;
  • Theft;
  • Unauthorised access;
  • Unauthorised disclosure;
  • Alteration;
  • Destruction;
  • Misuse.

Our security measures may include:

  • Password-protected systems;
  • Secure cloud storage;
  • Firewalls and antivirus protection;
  • Encryption where appropriate;
  • Access controls based on staff responsibilities;
  • Secure document transmission;
  • Confidentiality agreements with employees and service providers;
  • Regular software updates and security monitoring.

While every reasonable effort is made to protect Personal Information, no electronic storage system or internet transmission can be guaranteed to be completely secure.

12. Confidential Financial Information

As a professional accounting practice, Kilian Accounting routinely handles confidential financial information.

This may include:

  • Accounting records;
  • Annual Financial Statements;
  • Payroll information;
  • Employee records;
  • Banking information;
  • Tax calculations;
  • SARS correspondence;
  • VAT returns;
  • Company records;
  • Trust records;
  • Financial forecasts;
  • Business strategies;
  • Management reports.

All confidential information received from clients is treated with the highest degree of professional care and is only accessed by authorised personnel where necessary to provide the requested services.

13. Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience.

Cookies help us to:

  • Improve website functionality;
  • Remember user preferences;
  • Analyse website traffic;
  • Enhance website security;
  • Understand how visitors use our website.

Some cookies are essential for the proper operation of the website and cannot be disabled.

Other cookies, including analytics cookies, may only be used where your consent has been obtained where required by law.

You may manage cookie preferences through your browser settings. Disabling cookies may affect certain website functionality.

14. Third-Party Websites

Our website may contain links to external websites operated by third parties.

These websites have their own privacy policies and data protection practices.

Kilian Accounting is not responsible for the privacy practices, security or content of external websites.

We encourage users to review the privacy policies of any third-party websites they visit.

15. Direct Marketing

We may occasionally communicate with clients regarding:

  • Accounting updates;
  • Tax deadlines;
  • Regulatory changes;
  • New professional services;
  • Business newsletters;
  • Important client notices.

Where required by law, marketing communications will only be sent with your consent.

You may opt out of receiving marketing communications at any time by contacting us or using the unsubscribe option provided in our communications.

Please note that opting out of marketing communications does not affect service-related communications necessary for the provision of our professional services.

16. Retention of Personal Information

Kilian Accounting retains Personal Information only for as long as it is necessary to fulfil the purposes for which it was collected or as required by applicable South African legislation.

Depending on the nature of the services provided, Personal Information may be retained to:

  • Comply with the Tax Administration Act;

  • Comply with the Income Tax Act;

  • Comply with the Companies Act;

  • Meet SARS record-keeping requirements;

  • Meet CIPC compliance requirements;

  • Comply with labour and payroll legislation;

  • Defend or exercise legal rights;

  • Resolve disputes;

  • Meet professional accounting and auditing obligations.

Once Personal Information is no longer required, we will securely destroy, delete or anonymise it in accordance with our internal record management procedures and applicable legal requirements.

17. Your Rights Under POPIA

As a Data Subject, you have rights in relation to your Personal Information under the Protection of Personal Information Act (POPIA).

Subject to applicable legal limitations, you have the right to:

  • Request confirmation that we hold Personal Information about you.

  • Request access to your Personal Information.

  • Request correction or updating of inaccurate or incomplete information.

  • Request deletion or destruction of Personal Information where legally permissible.

  • Object to the processing of your Personal Information in certain circumstances.

  • Withdraw consent where processing is based on your consent.

  • Request information regarding how your Personal Information has been processed.

  • Lodge a complaint with the Information Regulator (South Africa).

Please note that certain information cannot be deleted where Kilian Accounting is legally required to retain records under tax, company, accounting or other applicable legislation.

18. Access to and Correction of Personal Information

If you believe that any Personal Information we hold is incorrect, incomplete or outdated, you may request that we correct or update the information.

Requests may be submitted using the contact details provided at the end of this Privacy Policy.

For security purposes, we may request proof of identity before providing access to Personal Information or processing any request.

19. Data Breach Notification

Although Kilian Accounting maintains appropriate safeguards to protect Personal Information, no security system is entirely immune from risk.

Should a security compromise occur that affects your Personal Information, we will:

  • Investigate the incident promptly;

  • Take reasonable steps to minimise any potential harm;

  • Notify affected individuals where required by POPIA;

  • Notify the Information Regulator where legally required;

  • Implement corrective measures to prevent similar incidents.

20. Children's Privacy

Our services are intended for adults, businesses and organisations.

We do not knowingly collect Personal Information from children under the age of 18 unless required by law or with the consent of a parent or legal guardian.

If we become aware that Personal Information relating to a minor has been collected unlawfully, we will take reasonable steps to delete such information.

21. Third-Party Service Providers

To provide our services efficiently, Kilian Accounting may use reputable third-party providers for functions such as:

  • Secure cloud storage;

  • Website hosting;

  • Accounting software;

  • Payroll software;

  • Customer communication platforms;

  • Email hosting;

  • Data backup services;

  • Cybersecurity services;

  • IT support.

Where these providers process Personal Information on our behalf, they are required to implement appropriate technical and organisational measures to protect your information and may only process it in accordance with our instructions and applicable law.

22. Changes to this Privacy Policy

Kilian Accounting reserves the right to amend this Privacy Policy from time to time to reflect changes in legislation, business operations, technology or our professional services.

The latest version of this Privacy Policy will always be published on our website and will indicate the date on which it was last updated.

We encourage clients and website visitors to review this Privacy Policy periodically.

23. Complaints

If you believe that Kilian Accounting has processed your Personal Information unlawfully or contrary to POPIA, we encourage you to contact us first so that we may attempt to resolve your concerns.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Regulator (South Africa).

Information Regulator (South Africa)

JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

Website: https://www.justice.gov.za/inforeg/

Email: enquiries@inforegulator.org.za

24. Contact Us

If you have any questions regarding this Privacy Policy or the processing of your Personal Information, please contact us:

Kilian Accounting

Email: admin@kilianaccounting.co.za

Telephone: 084 392 1149

Website: https://accountingkilian.co.za

25. Acceptance of this Privacy Policy

By accessing our website, contacting Kilian Accounting or making use of our professional services, you acknowledge that you have read, understood and accepted this Privacy Policy.

Where required by applicable law, your continued use of our services constitutes your acceptance of the collection, processing, storage and use of your Personal Information as described in this Privacy Policy.

Kilian Accounting remains committed to protecting your privacy, maintaining the confidentiality of your information and processing Personal Information responsibly in accordance with the Protection of Personal Information Act (POPIA) and all other applicable South African legislation.