POPIA Compliance
Our commitment to South Africa's Protection of Personal Information Act
Effective from July 1, 2021
Shield POPIA Compliance Commitment
ClientConnect AI is fully committed to complying with the Protection of Personal Information Act (POPIA) and protecting the personal information of all South African data subjects.
1. What is POPIA?
The Protection of Personal Information Act (Act 4 of 2013), commonly known as POPIA, is South Africa's comprehensive data protection legislation. It regulates how personal information must be processed, stored, and protected by organizations operating in South Africa.
2. POPIA Principles We Follow
Target Purpose Limitation
We process personal information only for specific, lawful purposes related to accounting and business management.
Scale Processing Limitation
Personal information is processed lawfully, fairly, and transparently with appropriate consent.
Target Data Minimisation
We collect only the minimum personal information necessary for our accounting services.
[OK] Data Quality
We ensure personal information is complete, accurate, not misleading, and updated where necessary.
Lock Security Safeguards
Robust technical and organizational measures protect against unauthorized access, loss, or damage.
User Data Subject Participation
We respect your rights to access, correct, and delete your personal information.
3. Your POPIA Rights
Under POPIA, you have the following rights regarding your personal information:
Clipboard Right to be Notified
You have the right to be notified that your personal information is being collected and how it will be used.
Eye Right of Access
You can request confirmation of whether we hold your personal information and access to that information.
Pencil Right of Correction
You can request that we correct or delete personal information that is inaccurate or incomplete.
Stop Right of Objection
You can object to the processing of your personal information in certain circumstances.
4. Lawful Basis for Processing
We process personal information based on the following lawful grounds:
- • Consent: You have given clear consent for processing for specific purposes
- • Contract: Processing is necessary for the performance of our service contract
- • Legal Obligation: Processing is necessary to comply with South African tax and business laws
- • Legitimate Interest: Processing is necessary for our legitimate business interests (e.g., fraud prevention, system security)
5. Data Security Measures
We implement comprehensive security measures to protect your personal information:
Technical Safeguards
- • End-to-end encryption
- • Secure local data storage
- • Regular security updates
- • Access controls and authentication
- • Automated backup systems
Organizational Safeguards
- • Staff training on data protection
- • Data handling procedures
- • Regular security audits
- • Incident response protocols
- • Vendor security assessments
6. Data Transfers
6.1 Local Data Storage
ClientConnect AI is designed to store your data locally on your devices. This ensures your personal information remains within South African borders and under your direct control.
6.2 Cloud Services (Optional)
If you choose to use our optional cloud backup features, your data is stored on servers located in South Africa with appropriate security measures and POPIA-compliant data processing agreements.
7. Data Retention
We retain personal information only for as long as necessary to:
- • Provide our accounting services
- • Comply with legal and regulatory requirements (including 7-year tax record retention)
- • Resolve disputes and enforce agreements
- • Improve our AI models and services (using anonymized data only)
8. Data Breach Response
In the unlikely event of a data breach, we will:
- • Notify the Information Regulator within 72 hours (where required)
- • Inform affected individuals without undue delay
- • Take immediate steps to contain and remedy the breach
- • Provide ongoing updates on our investigation and remediation efforts
9. Children's Information
ClientConnect AI does not knowingly collect personal information from children under 18 years of age. Our services are designed for business use by adults. If we discover we have collected information from a child, we will delete it immediately.
10. Information Officer
Email Contact Our Information Officer
For POPIA-related inquiries, to exercise your rights, or to lodge a complaint:
Information Officer: POPIA Compliance Officer
Email: info@clientconnect.co.za
Phone: 081 615 4542
Address: ClientConnect AI, Gauteng, South Africa
Response Time: We will respond to POPIA requests within 30 days as required by law.
11. Complaints and Enforcement
If you believe we have not complied with POPIA, you can:
- • Contact our Information Officer directly
- • Lodge a complaint with the Information Regulator of South Africa
- • Seek legal remedies through the courts
Information Regulator South Africa
Website: www.justice.gov.za/inforeg
Email: inforeg@justice.gov.za
12. Updates to POPIA Compliance
We regularly review and update our POPIA compliance measures to ensure continued adherence to the law and best practices. Any material changes will be communicated through our usual channels.