1. Introduction
Keystone Office Support ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring transparent handling of your personal information in compliance with the Protection of Personal Information Act, 2013 (POPIA).
This policy explains how we collect, use, disclose, and safeguard your information when you use our services.
2. Information We Collect
We collect personal information in the following categories:
- Business Information: Company name, registration number, business address, industry classification
- Contact Information: Name, email address, phone number, WhatsApp number
- Financial Information: Banking details, invoice records, payment history (for service delivery)
- Compliance Information: CIPC filings, tax details, director information (necessary for compliance services)
- Communication Records: Email correspondence, messages, call logs related to service delivery
3. Purpose of Information Collection
We collect and process personal information for the following purposes:
- Providing and delivering administrative support services
- Fulfilling compliance obligations (CIPC, SARS, etc.)
- Processing payments and managing invoices
- Communicating with you regarding services
- Maintaining accurate records for service quality assurance
- Improving our services and customer experience
- Meeting legal and regulatory requirements
4. Data Security Measures
We implement appropriate security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:
- Encrypted communication channels for sensitive data transmission
- Secure document storage with access controls
- Regular security assessments and updates
- Confidentiality agreements with all staff members
- Limited access to personal information on a need-to-know basis
- Secure password protection for digital systems
5. Sharing of Personal Information
We do not sell, trade, or share your personal information with third parties except in the following circumstances:
- Service Delivery: We may share information with government agencies (CIPC, SARS) as required to fulfill compliance services
- Legal Compliance: We may disclose information when required by law or court order
- Your Consent: We will share information only with your explicit written consent
- Service Providers: We may use trusted third-party tools for secure communication and record management
Any third parties we work with are contractually obligated to maintain confidentiality and comply with POPIA requirements.
6. Data Retention
We retain your personal information for as long as necessary to:
- Provide services to you
- Fulfill legal and regulatory requirements
- Resolve disputes and enforce agreements
After service termination, we retain records as required by South African law (typically 5-7 years for financial and compliance records) and then securely delete or destroy them.
7. Your Rights Under POPIA
You have the following rights regarding your personal information:
- Right of Access: You may request access to your personal information held by us
- Right to Correction: You may request correction of inaccurate or incomplete information
- Right to Deletion: You may request deletion of your information where lawfully permitted
- Right to Object: You may object to the processing of your information
- Right to Lodge Complaints: You may lodge complaints with the Information Regulator
8. How to Exercise Your Rights
To exercise any of your rights under POPIA, please contact us in writing at:
We will respond to your request within 30 days or provide reasons for any delay.
9. Changes to This Policy
We may update this POPIA Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes via email or by posting the updated policy on our website.
10. Contact Us
If you have questions about this POPIA Policy or our privacy practices, please contact us:
Information Regulator Complaints
If you are not satisfied with how we handle your personal information, you have the right to lodge a complaint with the Information Regulator of South Africa. For more information, visit https://www.justice.gov.za/inforeg/