Who this policy covers
This policy explains how Maxiom Accounting handles personal information when you visit our website, request a consultation, contact us or use our accounting services. We are based in Cape Town, South Africa. Personal information is handled subject to the Protection of Personal Information Act, 2013 (POPIA).
Information you provide
Our enquiry form collects your name, email address, phone number, support type, optional company name, message and consent selection. Required fields are identified by the form’s validation. Without the contact details needed to respond, we may be unable to deal with your request. Please provide only information relevant to your enquiry; do not include passwords, banking login details or identity documents in this form.
Why we use information
We use enquiry information to respond, arrange consultations and discuss the services you request. If you appoint us, the information needed may include identity, business, tax, banking, transaction and payroll records. The scope depends on your agreed services. Processing must have a lawful basis, such as your consent, steps to conclude or perform an agreement, a legal obligation, or a legitimate interest recognised by POPIA. Agreeing to be contacted about an enquiry is not consent to unrelated marketing.
Services involved
Webflow: our website and native enquiry form use Webflow. When the form is submitted through Webflow hosting, submission information is processed and stored through Webflow’s form service. Webflow and its service providers may process information outside South Africa. See Webflow’s privacy policy and service-provider list.
WhatsApp: clicking our WhatsApp link opens WhatsApp. If you send a message, we receive the message and the contact or profile information made available with it. WhatsApp separately handles information under its privacy policy.
Email and telephone: information you send or discuss is used to handle your enquiry and related correspondence. The communications providers involved process information needed to deliver those communications.
Accounting platforms and other recipients
Our services include support for Xero, Sage and QuickBooks. Where a platform is selected for your engagement, relevant business, transaction or payroll information may be processed through that platform under the agreed service and access arrangements. These are not automatic destinations for website enquiries. Where necessary and authorised, information may also be shared with SARS, CIPC, professional advisers or an appointed audit partner, or disclosed where the law requires it. The services and recipients relevant to your engagement should be explained when the work is agreed.
International processing and security
Some service providers operate internationally. Any transfer of personal information outside South Africa must meet the applicable requirements of section 72 of POPIA, including an appropriate lawful transfer basis. Maxiom is required to take appropriate, reasonable technical and organisational measures to protect personal information. No internet service can guarantee absolute security. Where a security compromise triggers legal notification duties, affected people and the Information Regulator must be notified as required by law.
How long information is kept
Information should be retained only for as long as needed for the purpose for which it was collected, or where retention is required or permitted by law. Enquiry correspondence and client accounting or tax records may have different retention requirements. When a record is no longer lawfully needed, it should be deleted, destroyed or de-identified. You may ask about the retention period applicable to your information.
Your privacy rights
Subject to POPIA and applicable limitations, you may ask whether we hold your personal information, request access, request correction or deletion, object to certain processing, or withdraw consent where processing relies on it. Withdrawal does not affect lawful processing before withdrawal and does not override a separate legal retention duty. We may need to verify your identity before acting on a request. Please use our contact form or call +27 68 009 5713 and identify your enquiry as a privacy request.
Questions, complaints and changes
You may raise a concern with us or lodge a complaint with South Africa’s Information Regulator. You do not have to complain to us first. This policy will be updated when relevant practices or services change; the current version will be made available on this page.
