Who handles your information
KB TaxGuardian (Pty) Ltd is the responsible party for information provided to it through this website and in connection with its accounting and tax services. Contact Kayla Bester at kayla@kbtaxguardian.com or 068 615 2960 for privacy enquiries, access requests or corrections.
Business address: Edwards Road, Eldoraigne, Centurion, 0157, South Africa. Company registration number: 2025/468129/07.
This notice explains the handling of personal information under South Africa's Protection of Personal Information Act 4 of 2013 (POPIA).
Information provided through the website
If you contact us, we receive the details you choose to send, such as your name, email address, phone number and enquiry. The website enquiry forms send your submitted details through our hosting email service to Kayla. The website displays a confirmation when the hosting mail service accepts the enquiry. An essential session cookie helps protect the form against forged submissions and duplicate messages. Limited technical information is used to restrict abusive submission attempts. You may instead contact us by phone or WhatsApp.
Please keep an initial enquiry brief. Do not enter identity numbers, passwords, banking details or tax documents into the enquiry form. Ask Kayla how to provide documents needed for an agreed service.
Website AI chat and location map
The website includes an AI chat assistant provided through HighLevel / LeadConnector, with an AI model supplied by OpenAI. Its knowledge source is KB TaxGuardian’s published website. When you load the widget, its providers receive technical connection information; when you send a message, the message and any contact details you choose to provide are processed to generate a reply and manage the conversation in KB TaxGuardian’s account. Those providers may process information outside South Africa. Chat is optional: you may instead email, phone or WhatsApp Kayla, or use the contact page.
The assistant gives general information about the business and its services. It does not provide personalised tax advice or a confirmed quotation. Please do not share identity numbers, passwords, banking information or confidential tax documents in chat. Contact Kayla to arrange suitable document sharing, ask about retained conversation records or exercise your privacy rights. A chat enquiry does not subscribe you to marketing.
The Pretoria location page loads an interactive Google map automatically when you view the map section. Displaying it connects your browser to Google and may disclose technical connection information. The map represents the area served, not a separate Pretoria office.
Free toolkit downloads
If you request the free bookkeeping toolkit, we collect your name and email address to provide access and manage the request. A request record is stored privately with our website host and a notification is sent to Kayla. Downloading does not subscribe you to marketing. The PDF and CSV worksheets do not calculate VAT, tax or cash flows.
A short-lived essential session cookie protects the download form. Your browser may also remember that you dismissed or completed the toolkit invitation so we do not keep showing it. This preference is separate from optional analytics. You can request access, correction or deletion of your request record by contacting Kayla, subject to any lawful retention requirements.
Client information and purpose
When you engage our services, the information required depends on the work agreed. It may include identification and contact details, tax references, financial records, payroll information and supporting documents. We use the necessary information to respond to you, assess your requirements, perform the agreed accounting or tax work, communicate with you, administer billing and meet applicable recordkeeping or legal obligations.
Where information relates to another person, provide it only where you have authority or another lawful basis to do so. We may receive information from your authorised representative or relevant institutions when necessary for the agreed work and permitted by law.
Your choices and lawful processing
An initial enquiry is voluntary. Without a way to contact you, we cannot respond. Information needed for an engagement will be explained at the relevant time; withholding essential information may prevent us from completing the work. Processing may be based on your consent, contractual necessity, legal obligations or an applicable legitimate interest. Consent is not the basis for every activity. Where we rely on consent, you may withdraw it, without undoing processing that was lawful before withdrawal.
Sharing and service providers
Information relevant to an agreed tax service may be provided to SARS where required or authorised. Other disclosures must have a lawful basis, for example compliance with a legal obligation or use of a service provider to support communications, hosting or administration. We do not sell enquiry details. Information sent through your email service or WhatsApp is also handled by those providers under their own terms and privacy notices.
Website technology and international processing
With your permission, this website uses Google Analytics to understand page visits, engagement and contact-button use. Analytics cookies are loaded only after you choose Allow analytics. We do not send the names, email addresses, phone numbers, tax information or message text entered into our forms to Google Analytics. Contact-button clicks indicate interest, not a confirmed enquiry. Event and user data retention is set to 14 months. You can decline analytics or withdraw permission at any time through the Analytics preferences button at the bottom of each page. Google may process analytics information on servers outside South Africa; see Google’s Privacy Policy. The website loads fonts from Google, which means a browser request is made to Google's servers and may disclose connection information such as an IP address. The hosting service may retain normal technical access and security logs. Clicking a WhatsApp link takes you to a third-party service; it does not embed WhatsApp tracking on these pages.
Email, hosting, font or messaging providers may process information outside South Africa. Where KB TaxGuardian transfers personal information internationally, the transfer must meet the applicable requirements of section 72 of POPIA. A new tracking or marketing tool requires a fresh assessment and an updated notice; this notice does not imply that such tools are already installed.
Retention and safeguards
Records should be retained only while needed for their stated purpose, applicable law, an agreed engagement or a legitimate dispute or recordkeeping requirement. Different client records may require different retention periods. You may ask Kayla about the period applicable to your records. Information that is no longer needed should be securely deleted, destroyed or de-identified, subject to lawful retention requirements.
POPIA requires reasonable organisational and technical measures to protect personal information. No internet or email system can be guaranteed completely secure. If you believe information has been exposed or sent to the wrong person, contact Kayla promptly. Security incidents must be assessed and reported to the Information Regulator and affected people where the law requires it.
Your rights and complaints
Subject to the law, you may request access to information held about you, ask for inaccurate information to be corrected, request deletion where justified, or object to applicable processing. Identity verification may be necessary before records are disclosed. Some requests are subject to statutory procedures, restrictions or permitted fees. You may also object to direct marketing; making an enquiry does not automatically subscribe you to marketing.
Send requests to kayla@kbtaxguardian.com with enough detail to identify your concern. You may complain directly to the South African Information Regulator through its complaints page. Contacting us first does not limit that right.
Changes
This notice will be updated when the relevant services or information practices change. The date shown on the published page will identify its latest revision.