Privacy Policy

Effective Date: 1 April 2025

FINEXA (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, software, and services (collectively, the “Platform”).

1. Information We Collect

We may collect the following types of information:

• Personal Identifiers: Name, email address, phone number, physical address, practice number, tax number, VAT registration number.
• Financial Information: Bank account details, invoice data, payroll records, transaction history, SARS returns.
• Technical Data: IP address, browser type, device information, usage logs, cookies.
• Employee Data (if you are a client): Employee names, ID numbers, salary information, leave records, tax certificates.

2. How We Collect Information

• Directly from you: When you register, use our Platform, fill out forms, or contact support.
• Automatically: Through cookies and similar tracking technologies when you interact with our website.
• From third parties: Banks, SARS, or other financial institutions when you authorise integrations.

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Platform.
• Process payroll, invoices, tax submissions (PAYE, VAT, UIF, SDL, etc.), and banking transactions.
• Communicate with you about your account, updates, and support.
• Comply with legal and regulatory obligations (e.g., SARS, FIC).
• Improve our services, analyse usage, and prevent fraud.

4. Legal Basis for Processing (GDPR / POPIA)

We process your personal information based on:

• Contractual necessity: To provide the services you requested.
• Legal obligation: To comply with SARS, labour laws, and anti‑money laundering regulations.
• Legitimate interests: To improve our Platform and prevent fraud.
• Consent: For marketing communications (you can opt out anytime).

5. Sharing Your Information

We do not sell your personal information. We may share it with:

• Service providers: Hosting, payment processing, email delivery, analytics (under strict confidentiality).
• Government authorities: SARS, CIPC, FIC, or law enforcement when required by law.
• Professional advisors: Auditors, lawyers, and consultants who help us comply with regulations.
• Business transfers: In the event of a merger, acquisition, or sale of assets (you will be notified).

6. Data Security

We implement industry‑standard security measures, including encryption (SSL/TLS), access controls, regular backups, and monitoring. However, no method of transmission over the Internet is 100% secure. You are responsible for keeping your login credentials confidential.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. We may retain certain information for legal compliance (e.g., tax records for 5‑7 years as required by SARS). After that, we securely delete or anonymise it.

8. Your Rights

Depending on your location (e.g., South Africa under POPIA, EU under GDPR), you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate or incomplete information.
• Request deletion of your data (subject to legal retention obligations).
• Restrict or object to certain processing.
• Data portability (receive a copy of your data).
• Withdraw consent at any time (for marketing).

To exercise these rights, contact us at privacy@finexa.co.za. We will respond within 30 days.

9. Cookies and Tracking Technologies

We use cookies to enhance your experience, analyse usage, and serve relevant ads. You can control cookies through your browser settings. Essential cookies cannot be disabled as they are necessary for the Platform to function.

We also use Google Analytics to understand how visitors interact with our site. Google’s privacy policy applies.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own (e.g., cloud servers). We ensure appropriate safeguards (such as Standard Contractual Clauses) are in place.

11. Children’s Privacy

Our Platform is not intended for individuals under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with data, please contact us.

12. Third‑Party Links

Our website may contain links to third‑party sites. We are not responsible for their privacy practices. Please review their policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a notice on our website. The “Effective Date” at the top indicates when the policy was last revised.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: privacy@finexa.co.za
• Address: FINEXA, Sandton, Johannesburg, 2196, South Africa
• Phone: 087 265 6435