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Privacy Policy for Simplify Consulting

Last Updated: July 2026

Website: www.simplifyconsulting.co.za

1. Introduction

At Simplify Consulting (“we,” “us,” or “our”), we are committed to protecting the privacy, confidentiality, and integrity of your personal information. This Privacy Policy outlines how we collect, use, store, share, and protect your personal data in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African regulations.

By visiting www.simplifyconsulting.co.za, engaging our business consulting services, or interacting with our digital channels, you agree to the terms outlined in this policy.

2. Who We Are (The Responsible Party)

Simplify Consulting acts as the Responsible Party under POPIA for personal data collected directly through our website and client onboarding processes. When managing client accounting, payroll, or business software implementations, we may also act as an Operator on behalf of our corporate clients.

  • Full Legal Entity Name: Simplify Consulting

  • Website: https://simplifyconsulting.co.za

  • Primary Email: info@simplifyconsulting.co.za

  • Country of Operation: Republic of South Africa

3. What Information We Collect

We only collect personal information that is relevant, necessary, and proportionate to fulfill our business functions.

A. Direct Website Interactions & Inquiries

  • Identity & Contact Data: Name, business email address, phone number, company name, and job title submitted via discovery forms or contact requests.

  • Communication Records: Inquiries, feedback, or messages sent to us directly or via lead magnets and booking tools.

B. Client Service Execution (Accounting, Payroll & Advisory)

If you engage our consulting services, we may process:

  • Business & Company Records: CIPC details, Director details, Tax/VAT numbers, and organisational governance structures.

  • Financial Data: Bank accounts, ledger data, invoicing, and transactional records (e.g., via Xero migrations and bookkeeping).

  • Payroll & HR Data: Employee names, ID numbers, tax reference numbers (PAYE/UIF), compensation details, and digital payslips for payroll management.

C. Technical & Automated Collection

  • Technical Data: IP address, browser type, operating system, and domain information.

  • Usage Data: Pages viewed, time spent on the site, bounce rates, and referring websites collected via standard cookies and analytics tools.

4. How We Collect Personal Information

We gather personal data through the following methods:

  1. Direct Submissions: When you fill out forms on our website, schedule a discovery call, request a business audit, or contract our services.

  2. Business Operations: As part of fulfilling our contractual obligations (e.g., managing software integrations or CIPC filings).

  3. Automated Technologies: Through browser cookies, web beacons, and site interaction tracking tools.

5. Purpose of Processing

We process personal information for legitimate business purposes, including:

  • Service Delivery: Providing financial consulting, cloud accounting setup, payroll administration, marketing strategies, and regulatory compliance.

  • Client Onboarding & Communication: Responding to inquiries, submitting proposals, and delivering project updates.

  • Regulatory & Legal Compliance: Fulfilling obligations to statutory bodies such as SARS, CIPC, and the Department of Employment and Labour.

  • IT Optimisation & Management: Managing cloud license audits and secure user setups (e.g., Microsoft ecosystems).

  • Marketing & Analytics: Improving our website user experience, sending relevant business updates, and tracking campaign effectiveness (you may opt-out at any time).

6. Disclosure to Third Parties

We do not sell, rent, or trade your personal information. We only share information with trusted third parties under strict confidentiality agreements:

  • Cloud Software & Service Providers: Verified enterprise platforms used in our workflow (e.g., Xero Accounting, Microsoft 365, e-signature tools).

  • Statutory Bodies & Regulators: Government entities such as SARS or CIPC when legally required or mandated by service agreements.

  • Professional Sub-Processors: External technical, legal, or auditing partners who assist under contractual non-disclosure obligations.

7. Cross-Border Data Transfers

Some of our software tools and cloud infrastructure providers (such as Microsoft 365 or Xero) store data on secure international servers. Where personal information is transferred outside South Africa, we ensure the recipient is subject to data protection laws or agreements that provide an adequate level of protection equivalent to POPIA Section 72.

8. Data Security Safeguards

We implement technical and organizational security measures to protect personal data against unauthorized access, loss, alteration, or destruction. These include:

  • Encrypted communications (SSL/TLS protocols on our website).

  • Multi-Factor Authentication (MFA) and strict access controls across cloud portals.

  • Regular security reviews of our technology stack.

9. Retention of Personal Information

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by South African statutory retention requirements (such as tax and accounting laws requiring retention for up to 5 years).

10. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

  1. Access Your Information: Request confirmation of whether we hold personal information about you and receive a copy.

  2. Request Correction or Deletion: Ask us to rectify inaccurate data or delete information we are no longer legally authorized to keep.

  3. Object to Processing: Object to the processing of your personal data on reasonable grounds or for direct marketing purposes.

  4. Withdraw Consent: Revoke previously granted consent at any time.

  5. Lodge a Complaint: Contact the South African Information Regulator if you believe your privacy rights have been infringed.

Information Regulator (South Africa):

  • Website: https://inforegulator.org.za

  • Email (Complaints): POPIAComplaints@inforegulator.org.za

  • Email (General Inquiries): enquiries@inforegulator.org.za

11. Cookies

Our website uses essential and analytical cookies to maintain functionality and measure traffic patterns. You can control or disable cookies via your browser settings, though doing so may limit access to certain features on our site.

12. Information Officer Contact

If you have questions regarding this Privacy Policy, wish to exercise your data rights, or need to update your details, please contact our Information Officer:

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