VELDER BUSINESS ADVISORY
Client Portal Privacy Notice
Version 2026-10-20-v1 · Effective 20 October 2026
1. Who handles your information
Velder Business Advisory (Pty) Ltd · Registration number 2026/524144/07 · 136/9 Nature Road, Petit, Benoni, South Africa. Privacy enquiries: clients@velderba.co.za, marked “Privacy enquiry”. We determine how account and security information is used to operate the portal. When handling client records on a client’s instructions, our role and responsibilities also depend on the engagement and applicable law.
2. Information processed
We process email addresses, account details, company permissions, uploaded documents and their titles, categories and reporting periods; authentication, activity and security records; technical information recorded by hosting services; support correspondence; and terms acceptance records. Documents may contain employee, payroll, financial, tax, supplier or customer information. Information comes from you, authorised client representatives, records prepared during our engagement and operation of the portal.
3. Purpose and lawful basis
We use information to verify users, manage access, exchange documents, provide agreed services, resolve support requests, protect the portal and meet legal obligations. Depending on the purpose, processing may be necessary to perform a contract, comply with law or pursue legitimate interests permitted by POPIA. Where consent is required, we will request it separately. Acknowledging this notice is not blanket consent for unrelated uses or marketing.
4. Information needed
Account and authentication information is required for access. Without it, we cannot provide a portal account. Documents needed depend on your engagement; missing information may prevent or delay the relevant service. Contact us for another way to provide records.
5. Recipients
Information may be accessed by authorised Velder personnel, authorised users of the relevant client company, and providers supporting hosting, email, technical support and backups. We may disclose information where lawfully required or to carry out an authorised engagement. Access and disclosure must be limited to what is necessary for the relevant purpose.
6. Hosting and international processing
The portal uses third-party hosting and email services. Service-provider infrastructure, support or backups may involve processing outside South Africa. We require any such transfer to meet section 72 of POPIA, including appropriate protection or another permitted basis. Contact us for information about the providers and locations applicable to your records.
7. Security
Measures designed to protect information include authenticated access, company-based permissions and restricted document storage. No internet service can guarantee absolute security. Report suspected unauthorised access promptly. Where required by law, we will notify the Information Regulator and affected persons of a security compromise.
8. Retention
We retain information for as long as necessary for its purpose, applicable legal obligations, the engagement or lawful dispute resolution. Different records may require different retention periods. Closing an account does not automatically delete records we must lawfully retain. When retention is no longer justified, information will be securely deleted or de-identified, with backup copies addressed through the applicable backup retention process.
9. Cookies
The portal uses session cookies to maintain your signed-in session and support security. Blocking these cookies may prevent login or normal use.
10. Your rights
Subject to applicable legal conditions, you may request access, correction or deletion of your personal information, or object to processing. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. Send requests to clients@velderba.co.za. We may verify your identity before acting. You may complain directly to the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001; telephone 010 023 5200; enquiries@inforegulator.org.za; Information Regulator complaints.
11. Changes
We will publish the updated version and effective date when this notice changes and notify users of material changes where appropriate.