Privacy notice

How Jansen Accountants and Auditors Incorporated handles your personal information on this portal. Effective 21 September 2026.

Who is responsible for your information

Jansen Accountants and Auditors Incorporated, an audit and accounting firm in Cape Town, is the responsible party for the personal information processed through this portal, as contemplated in the Protection of Personal Information Act 4 of 2013. You can reach our Information Officer at info@jacc.co.za.

What we process, and why

This portal exists for one purpose: to exchange documents securely between you and our firm in the course of the professional work we do for you. We process:

• Your name and email address, to give you access and to send you notifications.
• The documents you upload, and the documents we share with you, such as financial records, bank statements, payroll information and our deliverables.
• A record of activity on the portal, such as sign-ins, uploads and downloads, so that access can be accounted for.

We process this information to perform the engagement you have with us and to meet our own legal and professional obligations as auditors and accountants.

How we protect it

• Access is by a one-time code sent to your email. There is no shared password to be guessed or leaked.
• You only ever see the entities and documents your email is authorised for.
• Documents are held in encrypted cloud storage hosted in the European Union region.
• Every file uploaded is scanned for malware by a specialised security service that acts as our operator. A copy of the file is sent to that service for the scan only; anything flagged is blocked and never released.
• Every action is logged, so we can show who accessed what and when.

Where your information is processed

The documents and records on this portal are hosted in the European Union region of our cloud provider, and the malware scanning service that checks each upload may process the file outside South Africa. This is a cross-border transfer of personal information as contemplated in section 72 of the Protection of Personal Information Act 4 of 2013. We rely on that section on the basis that the processing is subject to appropriate safeguards and is necessary to perform and protect the service we provide to you. Our operators process your information only on our instruction and only for the purposes set out in this notice.

Who we share it with

Your information is confidential to you and our firm. We do not sell it and we do not share it outside the firm except where you instruct us to, or where the law requires it. We use a small number of operators who act on our instruction only and under appropriate safeguards: the cloud provider that hosts the storage and database, the service that scans uploads for malware, and the services that deliver the sign-in and notification emails. Some of these operators process information outside South Africa, as set out under "Where your information is processed" above.

How long we keep it

We keep documents and records for as long as the engagement and the applicable record-retention obligations require, after which they are deleted. Where you ask us to remove an item, we remove it from your view and purge it in line with those obligations.

Your rights

Under the Protection of Personal Information Act 4 of 2013 you may ask us to confirm what personal information we hold about you, to correct it, or to delete it where we are not required to keep it. You may also lodge a complaint with the Information Regulator of South Africa. To exercise any of these, contact us at info@jacc.co.za.

Contact

Jansen Accountants and Auditors Incorporated, Cape Town. Email info@jacc.co.za. This notice may be updated from time to time; the current version always appears here.