Legal

Privacy Policy

We are committed to protecting your personal information and respecting your privacy.

Last updated: 15 March 2026

1. Introduction

BalanceFlow Services ("we", "our", or "us") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African legislation.

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

2. Who We Are

BalanceFlow Services is a bookkeeping, tax, compliance, and administrative services provider operating in South Africa.

3. What Personal Information We Collect

We may collect and process the following personal information:

  • Full name and surname
  • Business name and registration details
  • Email address and telephone number
  • Physical and postal address
  • Financial records and documents provided to us in the course of providing services
  • Tax reference numbers and SARS correspondence
  • CIPC registration information
  • Any other information you voluntarily provide to us via our contact form, email, or phone

4. How We Collect Personal Information

We collect personal information in the following ways:

  • Directly from you when you complete our contact form, call us, or email us
  • During the provision of bookkeeping, tax, or compliance services
  • Through your use of our website (cookies and analytics, where applicable)
  • From third parties, such as SARS, CIPC, or other regulatory bodies, where authorised by you

5. Why We Process Your Personal Information

We process your personal information for the following lawful purposes:

  • To respond to your enquiries and provide the services you have requested
  • To fulfil our contractual obligations to you as a client
  • To comply with legal and regulatory obligations (including SARS, CIPC, UIF, and other statutory requirements)
  • To communicate with you about your account, services, or relevant updates
  • To improve our services and website
  • To send you relevant financial tips, updates, or newsletters (only with your consent, and you may unsubscribe at any time)

6. How We Store and Protect Your Information

We take the security of your personal information seriously. We implement appropriate technical and organisational measures to protect your information against unauthorised access, loss, destruction, or disclosure. These measures include:

  • Password-protected systems and encrypted file storage
  • Restricted access to client information on a need-to-know basis
  • Secure email communication practices
  • Regular review of our data security procedures

We retain your personal information for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. Financial and tax records are typically retained for a minimum of five years in accordance with South African tax legislation.

7. Sharing of Personal Information

We do not sell, rent, or trade your personal information to third parties. We may share your information in the following limited circumstances:

  • With SARS, CIPC, UIF, and other regulatory authorities as required to provide our services or comply with the law
  • With authorised service providers who assist us in delivering our services (such as cloud storage providers), who are bound by confidentiality obligations
  • Where required by law, court order, or government authority
  • With your explicit consent

8. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights:

  • Right of access: You may request a copy of the personal information we hold about you.
  • Right to correction: You may request that we correct inaccurate or incomplete information.
  • Right to deletion: You may request that we delete your personal information, subject to legal and contractual obligations.
  • Right to object: You may object to the processing of your personal information in certain circumstances.
  • Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.
  • Right to lodge a complaint: You have the right to lodge a complaint with the Information Regulator of South Africa if you believe your rights have been violated.

To exercise any of these rights, please contact us at mieling@balanceflow.co.za.

9. Cookies and Website Analytics

Our website may use cookies or similar technologies to improve your browsing experience and understand how visitors use our site. Cookies are small text files stored on your device. You can control or disable cookies through your browser settings. Please note that disabling cookies may affect some features of our website.

We do not use cookies to collect personally identifiable information without your consent.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before providing any personal information.

11. Children's Privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The updated policy will be published on this page with the revised date. We encourage you to review this policy periodically.

13. Contact the Information Regulator

If you are not satisfied with how we have handled your personal information, you have the right to contact the Information Regulator of South Africa:

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

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