Privacy Policy

Timely Tax Aid respects your privacy and processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This policy explains what we collect through the Service and how we protect it.

1. Our role

For practice staff accounts we are the responsible party. For client information that a practice loads into the Service, the practice is the responsible party and we act as its operator, processing that information only on the practice's instructions.

2. Information we collect

• Staff: name, email address, role, sign-in and audit activity.
• Clients of practices: names, ID and registration numbers, tax reference numbers, contact details, uploaded documents, slips and filing receipts.
• Credentials stored in the vault, which are encrypted in your browser before being saved — we cannot read them.
• Billing details for the practice. Card payments are handled by PayFast; we do not store card numbers.

3. How we use it

To provide the Service: tracking deadlines, preparing reminders for staff approval, receiving documents, reading slips and receipts, billing, security and support. We do not sell personal information or use it for advertising.

4. Automated reading

Uploaded slips, statements and receipts may be read by an AI service to extract amounts and dates. Results are always reviewed by practice staff before use.

5. Sharing

We share information only with service providers needed to run the Service (secure cloud hosting, email delivery, PayFast), or where required by law. Providers are bound to confidentiality and security obligations.

6. Security

• Data is separated per practice and access is limited by role.
• Vault access requires an authenticator app (two-factor) and is limited to permitted hours.
• Files are kept in private storage and shared only through short-lived links.
• Actions are recorded in a tamper-evident audit trail.

7. Retention

Information is kept while the practice's account is active and for as long as required by tax and company law (generally five years), after which it is deleted.

8. Your rights

You may request access to, correction of, or deletion of your personal information, or object to its processing. Clients of a practice should first contact their practice. You may also lodge a complaint with the Information Regulator (inforegulator.org.za).

9. Contact

Information Officer for Timely Tax Aid: Dennis Kotze — dennis@hiswaybooks.co.za.