Privacy Policy
1. Introduction
Virtue Accounting Services respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how Virtue Accounting Services collects, uses, stores, protects and processes personal information when you visit our website, submit an enquiry, contact us or use our services.
Virtue Accounting Services processes personal information in accordance with the Protection of Personal Information Act 4 of 2013, commonly known as POPIA, and other applicable South African laws.
2. Who we are
The responsible party for the processing of personal information described in this Privacy Policy is:
Virtue Accounting Services
Physical address:
75 Veld Street
Glen Marais
Kempton Park
1619
South Africa
Telephone: +27 72 791 8978
Email: info@vaserv.co.za
Website: www.vaserv.co.za
3. Information Officer
The Information Officer responsible for privacy and personal information matters is:
Anneri van der Merwe
Telephone: +27 72 791 8978
Email: info@vaserv.co.za
The Information Regulator states that Information Officers of private and public bodies must be registered with the Regulator before assuming their duties.
4. Personal information we collect
Depending on how you interact with us, we may collect:
- Your name and surname
- Your email address
- Your telephone or mobile number
- Information submitted through our website contact forms
- Information contained in enquiries or correspondence
- Information relating to the accounting, bookkeeping, tax, payroll or other services you request
- Information provided when communicating with us through WhatsApp
- Technical information relating to your use of our website
- Website usage information collected through analytics and similar technologies
- Information required to provide our professional services and manage our relationship with you
We aim to collect only information that is reasonably necessary for the relevant purpose.
5. How we collect personal information
We may collect personal information when you:
- Visit our website
- Complete a contact or enquiry form
- Contact us by telephone
- Contact us through WhatsApp
- Send us an email
- Request information about our services
- Become a client
- Communicate with us regarding services we provide
We may also automatically collect certain technical and usage information when you visit our website through cookies, analytics services and other website technologies.
6. Why we use personal information
We may process personal information for the following purposes:
- Responding to enquiries
- Contacting prospective clients
- Providing quotations and information about our services
- Providing accounting and bookkeeping services
- Providing tax related services
- Providing payroll services
- Managing client relationships
- Communicating with clients and prospective clients
- Maintaining appropriate business records
- Complying with legal and regulatory obligations
- Protecting our legitimate business interests
- Maintaining website security
- Understanding how visitors use our website
- Improving our website, services and user experience
- Marketing our services where permitted by law
We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by law.
7. Website services and third party providers
Our website uses certain third party services to operate, secure, analyse and improve the website and to communicate with visitors and clients.
These services may include:
Google Analytics
We use Google Analytics to understand how visitors use our website and to help us improve its content and functionality.
Google reCAPTCHA
We may use Google reCAPTCHA to protect website forms from spam, abuse and automated submissions.
Meta
We may use Meta services, including Meta related social media and advertising technologies, to communicate with users, measure website activity and, where applicable, support marketing activities.
Website hosting
Our website is hosted using a third party hosting provider. Personal information submitted through the website may be processed or stored through the hosting infrastructure used to operate the website.
Email services
Information submitted through our website or provided to us by email may be processed through our email service provider for the purpose of receiving, storing and responding to communications.
We use WhatsApp as a communication channel. If you choose to contact Virtue Accounting Services through WhatsApp, information that you provide through that service will be processed in accordance with this Privacy Policy and the applicable terms and privacy practices of WhatsApp.
Third party providers may process information on our behalf and may process or store information outside South Africa.
8. International processing
Some of the third party technology and communication services used by Virtue Accounting Services may process or store personal information outside South Africa.
Where personal information is transferred outside South Africa, Virtue Accounting Services will take reasonable steps to ensure that the transfer complies with the requirements of POPIA.
POPIA provides specific conditions for transferring personal information outside South Africa, including circumstances where the recipient provides an adequate level of protection, where consent has been obtained, or where the transfer is necessary for certain contractual or other lawful purposes.
9. Sharing of personal information
Virtue Accounting Services does not sell personal information.
We may share personal information where reasonably necessary with:
- Service providers that assist us in operating our website and business
- Technology and hosting providers
- Email and communication providers
- Analytics and website security providers
- Professional advisers where reasonably necessary
- Government or regulatory authorities where required or permitted by law
- Other parties where disclosure is required to comply with a legal obligation or protect our legitimate rights and interests
Where third parties process personal information on our behalf, we will take reasonable steps to ensure that appropriate safeguards are in place.
10. Voluntary provision of information
Providing personal information through our website is generally voluntary.
However, certain information may be necessary for us to respond to an enquiry, provide a quotation or provide a requested service.
If you choose not to provide information that is reasonably necessary for these purposes, we may not be able to respond to your enquiry or provide the requested service.
11. Cookies and website technologies
Our website may use cookies and similar technologies.
These technologies may be used to:
- Ensure that the website functions properly
- Improve website security
- Understand how visitors use the website
- Analyse website traffic
- Improve website performance and user experience
- Support marketing and advertising activities where applicable
Google Analytics, Google reCAPTCHA and Meta related technologies may use cookies or similar technologies as part of their services.
You can adjust cookie settings through your web browser. Disabling certain cookies may affect some website functionality.
12. Direct marketing
Virtue Accounting Services may use personal information for direct marketing where permitted by applicable law.
Direct electronic marketing will be conducted in accordance with POPIA.
Where required, we will obtain the necessary consent before sending electronic direct marketing communications.
You may object to receiving direct marketing communications from us at any time.
The Information Regulator confirms that electronic direct marketing is subject to specific requirements under section 69 of POPIA.
13. Security of personal information
Virtue Accounting Services takes reasonable technical and organisational measures to protect personal information against:
- Loss
- Unauthorised access
- Unauthorised disclosure
- Misuse
- Alteration
- Destruction
However, no electronic transmission or storage system can be guaranteed to be completely secure.
Where a security compromise occurs that is subject to notification requirements under applicable law, Virtue Accounting Services will take the required steps.
14. Retention of personal information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to maintain appropriate business records, to provide our services, to resolve disputes and to comply with applicable legal and regulatory requirements.
Different categories of information may therefore be retained for different periods.
15. Your privacy rights
Subject to applicable law, you may have the right to:
- Request confirmation of whether we hold personal information about you
- Request access to personal information that we hold about you
- Request correction of inaccurate or outdated information
- Request updating of your personal information
- Object to certain processing of your personal information
- Object to direct marketing
- Request deletion of personal information where permitted by law
- Lodge a complaint concerning the processing of your personal information
The Information Regulator recognises rights relating to access, correction and objection to processing of personal information.
Requests should be sent to:
Anneri van der Merwe
Information Officer
Virtue Accounting Services
Email: info@vaserv.co.za
Telephone: +27 72 791 8978
We may need to verify your identity before processing certain requests.
16. Third party websites
Our website may contain links to third party websites, social media platforms or other external services.
Virtue Accounting Services is not responsible for the privacy practices or security of third party websites.
We recommend that you review the privacy policies of third party services before providing personal information to them.
17. Children’s information
Our website and services are not directed specifically at children.
We do not knowingly collect personal information from children for purposes unrelated to providing our services or complying with legal obligations.
18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, website, technology, services or applicable legislation.
The latest version will be published on this page together with the effective date.
19. Complaints
If you have a concern about how Virtue Accounting Services processes your personal information, please contact our Information Officer first so that we can attempt to resolve the matter.
You also have the right to lodge a complaint with the Information Regulator of South Africa.
Information Regulator of South Africa
Telephone: 010 023 5200
Email: enquiries@inforegulator.org.za
The Information Regulator is responsible for monitoring and enforcing compliance with POPIA and provides services for privacy complaints and related matters.
20. Contact details
For any questions about this Privacy Policy or the way we process personal information, please contact:
Virtue Accounting Services
75 Veld Street
Glen Marais
Kempton Park
1619
South Africa
Information Officer: Anneri van der Merwe
Telephone: +27 72 791 8978
Email: info@vaserv.co.za
