CloudCA (Pty) Ltd
Last Updated: [01/01/2026]

1. Introduction

CloudCA (Pty) Ltd (“CloudCA”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal information in accordance with:

  • The Protection of Personal Information Act, 4 of 2013 (“POPIA”)
  • The Promotion of Access to Information Act, 2 of 2000 (“PAIA”)
  • Applicable South African tax and financial regulations
  • Any other applicable data protection legislation

This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website (www.cloudca.co.za) or engage our professional services.

2. Responsible Party

CloudCA (Pty) Ltd
Registration Number: [Insert Reg No]
Email: info@cloudca.co.za
Address: [Insert Physical Address]
Information Officer: [Insert Name]

3. What Personal Information We Collect

We may collect the following categories of personal information:

3.1 Client Information

  • Full name and surname
  • ID number or passport number
  • Company registration details
  • Tax numbers
  • Financial information
  • Banking details
  • Contact details

3.2 Employee & Contractor Information

  • Identity and contact details
  • Payroll and tax information
  • Employment records

3.3 Website Information

  • IP address
  • Browser type
  • Device information
  • Cookies and analytics data

4. How We Collect Information

We collect personal information:

  • Directly from you (engagement letters, onboarding, forms)
  • Via secure client portals and accounting platforms
  • Through email communications
  • Through website forms
  • Through cookies and analytics tools
  • From regulatory or government bodies where required by law

5. Purpose of Processing

We process personal information for:

  • Providing accounting, tax, payroll and advisory services
  • Compliance with SARS, CIPC, FICA and other regulatory bodies
  • Client communication
  • Invoicing and billing
  • Risk management and fraud prevention
  • Website analytics and service improvement
  • Legal and contractual obligations

We only process information that is adequate, relevant, and not excessive.

6. Legal Basis for Processing

Under POPIA, we process personal information based on:

  • Your consent
  • Performance of a contract
  • Compliance with legal obligations
  • Legitimate interests of CloudCA
  • Protection of legitimate interests of clients or third parties

7. Special Personal Information

Where required (e.g., tax, employment, estate administration), we may process special personal information in compliance with Sections 26–33 of POPIA.

8. Sharing of Personal Information

We may share personal information with:

  • SARS and other regulatory authorities
  • Professional bodies (SAICA, SAIPA, etc.)
  • Software providers (e.g., Xero, KarbonHQ, Dext, Ignition, Microsoft 365)
  • Legal or tax advisors
  • Banking institutions
  • Auditors
  • IT service providers

All third-party providers are required to maintain appropriate data protection standards.

9. Cross-Border Transfers

Some of our service providers may store data outside South Africa. Where this occurs, we ensure:

  • The recipient country has adequate data protection laws, or
  • Contractual safeguards are in place, or
  • Your consent has been obtained

10. Data Security

We implement appropriate technical and organisational safeguards including:

  • Encrypted cloud storage
  • Secure authentication protocols
  • Access controls
  • Staff confidentiality agreements
  • Regular IT security reviews

No system is 100% secure, but we take reasonable steps to protect your data.

11. Data Retention

We retain personal information:

  • As required by tax and financial legislation (typically 5–7 years)
  • For as long as necessary to fulfil contractual obligations
  • As required for dispute resolution or legal defence

Thereafter, information is securely deleted or anonymised.

12. Your Rights Under POPIA

You have the right to:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion (where legally permissible)
  • Object to processing
  • Withdraw consent (where applicable)
  • Lodge a complaint with the Information Regulator (South Africa)

Information Regulator:
https://www.justice.gov.za/inforeg/

13. Cookies

Our website may use cookies to:

  • Improve user experience
  • Analyse traffic
  • Maintain session information

You may disable cookies in your browser settings.

14. Children’s Information

We do not knowingly collect personal information from children under 18 unless required for estate, trust, or legal administration purposes with lawful consent.

15. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

16. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact:

Email: support@cloudca.co.za
Phone: +27 21 6830484
Address: 32 2nd Avenue, Claremont, Cape Town, 7708, South Africa