Ledgerworks respects your privacy and is committed to protecting the personal information that you provide to us.
This Privacy Policy explains how Ledgerworks collects, uses, stores, protects and processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.
Ledgerworks is committed to processing personal information lawfully, reasonably and transparently, and only for specific, legitimate purposes. POPIA establishes minimum requirements for the lawful processing of personal information and provides data subjects with rights and remedies relating to their personal information.
By using the Ledgerworks website, contacting us, requesting our services, submitting information to us, or otherwise interacting with Ledgerworks, you acknowledge that your personal information may be processed as described in this Privacy Policy.
Ledgerworks provides accounting, bookkeeping, taxation, payroll, compliance and business advisory services to individuals, entrepreneurs and businesses.
For purposes of POPIA, Ledgerworks may act as a Responsible Party when it determines the purpose and means of processing personal information.
Where Ledgerworks processes personal information on behalf of a client as part of providing accounting, payroll, tax or related services, Ledgerworks may also act as an Operator in respect of that information.
Depending on the services you use and your interaction with us, Ledgerworks may collect and process various categories of personal information, including:
Full name and surname
Identification number or passport number
Date of birth
Residential or postal address
Telephone and mobile numbers
Email address
Contact preferences
Company name
Company registration number
CIPC information
Business address
Business contact details
Director and shareholder information
Business ownership information
B-BBEE information
Where required to provide accounting, tax or financial services, we may process information such as:
Income and salary information
Bank account information
Bank statements
Tax numbers
SARS information
VAT information
PAYE information
UIF information
Tax returns
Financial statements
Accounting records
Invoices and receipts
Payroll information
Employee information
Investment and retirement information
Other financial information necessary to provide our services
Where we provide payroll or related services, we may process information relating to employees, including:
Employee names
Identification information
Employment details
Salary information
Benefits and deductions
Leave information
PAYE and UIF information
IRP5 and IT3 information
Other information required for payroll and statutory reporting
When you visit our website, certain technical information may also be collected automatically, depending on the website’s configuration and the cookies and technologies in use.
This may include:
IP address
Browser type
Device information
Operating system
Pages visited
Date and time of visits
Referring website
General website usage information
We may collect personal information in a number of ways, including when you:
Complete a contact or enquiry form on our website
Contact us by telephone, email or other communication channels
Request a quotation or consultation
Become a client of Ledgerworks
Provide documents or information required for our services
Register for or use our services
Submit tax, payroll or financial information
Communicate with our employees or representatives
Subscribe to communications or marketing material
Visit or interact with our website
Provide information to us in person
We may also receive personal information from third parties where this is lawful and necessary for the provision of our services.
Ledgerworks processes personal information only where there is a lawful basis for doing so.
Depending on the circumstances, we may process personal information for the following purposes:
To provide accounting, bookkeeping, tax, payroll, compliance, business advisory and related services requested by our clients.
To manage client relationships, communicate with clients, prepare quotations and invoices, maintain client records and provide ongoing support.
To fulfil legal and regulatory obligations, including obligations relating to SARS, CIPC, the Department of Employment and Labour, the Compensation Fund and other relevant authorities.
To calculate salaries, process payroll, prepare payslips and complete PAYE, UIF, IRP5, IT3 and other statutory requirements.
To maintain accounting records, prepare financial statements, management accounts, cash flow projections, financial reports and other financial information.
To respond to enquiries, provide information requested by you and communicate with you regarding our services.
To operate, maintain, improve and secure our website and understand how visitors interact with our online services.
Where permitted by law and, where required, with your consent, we may use your contact information to provide information about our services, updates, news or other relevant communications.
You may opt out of direct marketing communications at any time.
To establish, exercise or defend legal rights, comply with legal obligations, respond to lawful requests from authorities, and protect the rights and interests of Ledgerworks, our clients and other parties.
Ledgerworks will process personal information in accordance with the conditions for lawful processing under POPIA.
These include:
Accountability
Processing limitation
Purpose specification
Further processing limitation
Information quality
Openness
Security safeguards
Data subject participation
We will only collect personal information that is reasonably necessary for a specific, legitimate purpose and will endeavour to ensure that the information we process is accurate, relevant and up to date.
Certain categories of personal information receive additional protection under POPIA.
Depending on the services provided, Ledgerworks may process information that could constitute special personal information, for example where such information is required for payroll, tax, employee benefits or other legitimate business purposes.
Where special personal information is processed, Ledgerworks will take appropriate steps to ensure that such processing is lawful and adequately protected.
We will not process special personal information unless a lawful basis exists under POPIA or another applicable law.
Ledgerworks does not intentionally collect personal information from children through its website.
Where information relating to a child is required in connection with a legitimate accounting, tax, payroll or other professional service, such information will only be processed where permitted by POPIA or another applicable law and appropriate safeguards will be applied.
Ledgerworks will not sell, rent or trade your personal information.
We may share personal information with third parties where this is necessary, lawful and appropriate for providing our services or fulfilling legal obligations.
These parties may include:
SARS
CIPC
The Department of Employment and Labour
The Compensation Fund
Professional advisers
Auditors
Legal advisers
Accounting and payroll software providers
Cloud service providers
IT and technology service providers
Website hosting providers
Payment service providers
Other service providers acting on our behalf
Government or regulatory authorities where legally required
Where third parties process personal information on behalf of Ledgerworks, we will take reasonable steps to ensure that appropriate confidentiality and security obligations are in place.
Ledgerworks may use trusted third-party service providers to assist with the delivery of its services.
Where an Operator processes personal information on behalf of Ledgerworks, the Operator will be required to process the information only in accordance with Ledgerworks’ instructions and applicable legal requirements.
We take reasonable steps to ensure that service providers implement appropriate safeguards to protect personal information against unauthorised access, loss, damage or unlawful processing.
Some of our technology, software or service providers may store or process personal information outside South Africa.
Where personal information is transferred outside the Republic, Ledgerworks will take reasonable steps to ensure that such transfers comply with the requirements of POPIA.
This may include ensuring that the recipient is subject to an adequate level of data protection, that appropriate contractual safeguards are in place, or that another lawful basis for the transfer exists.
Ledgerworks takes the security of personal information seriously.
We implement reasonable technical and organisational safeguards designed to protect personal information against:
Loss
Damage
Unauthorised access
Unauthorised disclosure
Unauthorised alteration
Unlawful processing
Accidental destruction
Security measures may include access controls, password protection, secure systems, restricted access to personal information, secure document handling and appropriate IT security measures.
However, no electronic system or method of transmission over the internet can be guaranteed to be completely secure.
If Ledgerworks becomes aware of a security compromise involving personal information, we will take reasonable steps to assess, contain and address the incident.
Where required by POPIA, Ledgerworks will notify the Information Regulator and affected data subjects of a security compromise in accordance with the applicable legal requirements.
Ledgerworks will retain personal information only for as long as reasonably necessary for the purpose for which it was collected, unless a longer retention period is required or permitted by law.
Certain accounting, tax, payroll and financial records may need to be retained for prescribed periods in order to comply with legal, regulatory, accounting or tax requirements.
When personal information is no longer required, Ledgerworks will take reasonable steps to securely delete, destroy or anonymise it, where appropriate.
Ledgerworks aims to maintain accurate, complete and up-to-date personal information.
You are responsible for providing accurate information to us and notifying us if your personal information changes.
If you believe that information we hold about you is inaccurate or incomplete, you may request that we correct or update it.
As a data subject, you have rights in relation to your personal information, subject to the limitations and exceptions provided by law.
These rights may include the right to:
Request access to personal information that we hold about you
Request correction or deletion of personal information that is inaccurate, irrelevant, excessive, out of date or unlawfully obtained
Object to the processing of your personal information in certain circumstances
Object to the processing of your personal information for direct marketing purposes
Request the restriction of processing in certain circumstances
Withdraw consent where processing is based on consent
Lodge a complaint regarding the processing of your personal information
Lodge a complaint with the Information Regulator
You may exercise these rights by contacting our Information Officer using the details provided below.
Ledgerworks may communicate with existing clients regarding services, updates or information that may be relevant to their existing relationship with us, subject to applicable legal requirements.
Where consent is required for electronic direct marketing, we will obtain the necessary consent.
You may unsubscribe from marketing communications at any time by using the unsubscribe option provided in the communication or by contacting us directly.
The Ledgerworks website may use cookies and similar technologies to improve functionality, analyse website usage, remember preferences and improve the user experience.
Cookies may collect information such as:
Browser information
Device information
Website activity
Pages visited
General usage patterns
Where required, Ledgerworks will obtain the appropriate consent for the use of non-essential cookies.
You may also adjust your browser settings to restrict or block cookies. Please note that disabling certain cookies may affect the functionality of the website.
The Ledgerworks website may contain links to third-party websites.
Ledgerworks is not responsible for the privacy practices, security or content of external websites.
We recommend reviewing the privacy policy of any third-party website before providing personal information.
Ledgerworks has appointed an Information Officer to oversee compliance with POPIA and related data protection responsibilities.
For privacy-related enquiries, requests to access or correct personal information, or objections to processing, please contact us.
If you wish to request access to personal information held by Ledgerworks, you may submit a written request to our Information Officer.
We may require reasonable proof of identity before processing an access request.
Requests will be handled in accordance with POPIA and, where applicable, the Promotion of Access to Information Act 2 of 2000 (PAIA).
Certain information may be withheld where permitted or required by law.
If you believe that Ledgerworks has processed your personal information unlawfully, we encourage you to contact our Information Officer first so that we can investigate and attempt to resolve your concern.
You also have the right to lodge a complaint with the Information Regulator of South Africa.
The Information Regulator is responsible for monitoring and enforcing compliance with POPIA and has mechanisms through which data subjects can submit POPIA complaints.
Information Regulator
Website: https://inforegulator.org.za/
Email: enquiries@inforegulator.org.za
Telephone: 010 023 5200
Ledgerworks may update this Privacy Policy from time to time to reflect changes in our business practices, technology, legal requirements or regulatory developments.
The latest version will be published on this website and will indicate the date on which it was last updated.
We encourage you to review this Privacy Policy periodically to remain informed about how we protect your personal information.
If you have any questions about this Privacy Policy or how Ledgerworks processes personal information, please contact us.
