Privacy Notice

1. Who we are

Project Tracker (Pty) Ltd (registration number 2025/978480/07) provides company registration, tax, payroll, compliance and bookkeeping services through the Project Tracker platform, WhatsApp and email. We are the responsible party for the personal information described here.

• Address: 202 Naledi Mall, Phuthaditjhaba, Free State, South Africa
• Information Officer: Tau Felix Thinane (registered with the Information Regulator, number 2026-069116)
• Email: sales@projecttracker.co.za

2. What we collect

• About you as a contact: name, ID or passport number, nationality, physical address, cell and WhatsApp numbers, email address.
• About your business: registration details, directors, members, shareholders and management contacts, tax, VAT, PAYE and UIF numbers, bank account details and bank statements, financial records, invoices and receipts.
• About your employees (payroll clients): names, ID numbers, tax numbers, salaries, deductions (including medical aid), bank details and payslips.
• Correspondence: WhatsApp messages, voice notes and files you send us, emails, appointment bookings and notes our staff make on your work.
• Payments: amounts owed and paid. Card details are entered on Yoco's page; we never see or store them.
• Platform use: login details (passwords are stored only as secure hashes), IP address, browser and the actions taken in your account.

3. Where it comes from

Mostly from you. We also receive information from your company's other directors or staff, and from public and official records such as CIPC and SARS when we act on your instructions. When someone gives us your details for their company's work, we use them only for that work.

4. Why we use it

• To deliver the services you asked for: registrations, amendments, tax and payroll returns, financial statements, compliance filings and certificates.
• To keep you updated on your work, ask for documents and send you finished documents by WhatsApp or email.
• To remind you of compliance deadlines and offer to handle them.
• To bill you and receive payments.
• To keep the records that tax and company law require, and to protect our rights.
• To keep the platform secure and working.

We rely on our contract with you, the laws that require the records (including the Tax Administration Act, the Income Tax Act, the Companies Act, the Basic Conditions of Employment Act and the Unemployment Insurance Act), our legitimate interests, and, where needed, your consent (POPIA section 11).

5. Do you have to give it?

Most of it is needed to do the work. Without it we cannot register, file or submit on your behalf, and SARS or CIPC may refuse the submission.

6. Who we share it with

We do not sell personal information. We share it only with:

• Government bodies when we file for you: SARS, CIPC, the Department of Employment and Labour, the Compensation Fund, CIDB and similar.
• Our staff, each bound by confidentiality, who see only what their work needs.
• Service providers (operators) who process it for us under written agreements:

7. Information sent outside South Africa

Some providers above process information outside South Africa. We use providers that are bound by data protection laws similar to POPIA (such as the EU's GDPR) or by written agreements that protect your information to the same standard (POPIA section 72).

8. Automated reading and AI

To save time, our platform reads documents automatically: text and photos you send on WhatsApp are read on our own server to suggest where they belong, and bank statements may be read by an automated service to produce a cleaned statement. A person checks the results, and no decision about you with legal effect is made by a computer alone (POPIA section 71).

9. WhatsApp and messages

We send service messages about your work on WhatsApp and by email. We may also offer to handle compliance work your business is due for. Reply STOP on WhatsApp at any time to stop these messages, and START to receive them again. WhatsApp messages are also processed by Meta under its own privacy policy.

10. How we protect it

Access is limited by role and by company, confidential files such as payslips are restricted to named people, passwords are hashed, connections are encrypted (HTTPS), and actions are logged. If your information is compromised, we will tell you and the Information Regulator as soon as reasonably possible (POPIA section 22).

11. How long we keep it

Tax, financial and company records are kept for at least 5 years after the end of the relevant period or engagement, as the law requires. Other information is kept while you are a client and deleted or de-identified once no longer needed.

12. Your rights

• Ask whether we hold information about you and request a copy.
• Ask us to correct or delete information that is wrong, out of date or no longer needed.
• Object to processing, including direct marketing.
• Withdraw consent where we rely on it.

Send requests to the Information Officer at sales@projecttracker.co.za. We may ask you to prove your identity and will answer within 30 days. Access to records is also explained in our PAIA Manual, and the request forms are under Request forms below.

You may complain to the Information Regulator (South Africa): Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg; P.O. Box 31533, Braamfontein, Johannesburg, 2017; POPIAComplaints@inforegulator.org.za; https://inforegulator.org.za.

13. Cookies

We use only the cookies needed to keep you signed in and to protect forms. No tracking or advertising cookies are used.

14. Changes

We will post changes on this page with a new date. Significant changes will be communicated to clients directly.