1. Introduction

Fractional FM (Pty) Ltd (“Fractional FM”, “we”, “us”, or “our”) is committed to protecting and respecting the privacy of our clients, prospective clients, website visitors, employees, contractors, and other individuals whose personal information we process.

This Privacy Policy explains how we collect, use, process, store, disclose, and protect personal information in the course of providing our accounting, taxation, payroll, advisory, consulting, and related professional services.

We process personal information in accordance with applicable data protection laws, including the Protection of Personal Information Act, 2013 (“POPIA”) and, where applicable, relevant international privacy standards.

2. Who We Are

Fractional FM (Pty) Ltd is a professional services firm providing accounting, taxation, payroll, advisory, business consulting, and related services.

For purposes of the Protection of Personal Information Act, 2013 (POPIA), Fractional FM (Pty) Ltd acts as the Responsible Party in relation to personal information processed in the course of its operations.

3. Information We Collect

We may collect and process personal and business information including:

Names and surnames
Contact details
Identity or registration information
Financial information
Tax information
Payroll information
Employment information
Business information
Information submitted through website forms
Information contained in emails and other communications
Information required to comply with legal, regulatory, or professional obligations

4. How We Collect Information

Information may be collected directly from:

Website enquiry forms
Email communications
Telephone conversations
Meetings and consultations
Client onboarding processes
Documents and records supplied by clients
Third parties authorised by clients
Publicly available sources where permitted by law

5. Purpose of Processing

We process information for lawful and legitimate purposes, including:

Providing professional services
Client onboarding and administration
Accounting and bookkeeping services
Tax compliance and submissions
Payroll administration
Financial reporting
Communication and relationship management
Legal and regulatory compliance
Internal administration and quality assurance
Responding to enquiries and requests
Improving our services and website functionality

6. Lawful Basis for Processing

Personal information may be processed on one or more of the following grounds:

Performance of a contract or mandate
Compliance with legal and regulatory obligations
Legitimate business interests
Consent, where required
Protection of legitimate interests of clients or third parties

7. Disclosure of Information

We may disclose information where necessary to:

Regulatory authorities
Government departments
Revenue authorities
Professional advisors
Financial institutions
Technology service providers
Cloud software providers
Payroll and accounting platforms
Other parties authorised by the client

Information will only be disclosed where necessary for service delivery, legal compliance, regulatory obligations, or legitimate business purposes.

8. Information Security

Fractional FM implements reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

While reasonable safeguards are maintained, no electronic system, transmission method, or storage platform can be guaranteed to be completely secure. Users acknowledge the inherent risks associated with electronic communications and digital data storage.

9. Cross-Border Processing

Information may be processed, stored, or accessed in multiple jurisdictions where operationally necessary.

Where information is transferred across borders, reasonable steps are taken to ensure that appropriate safeguards are implemented and that such processing complies with applicable legal requirements.

10. Cookies and Website Technologies

Our website may use cookies and similar technologies to:

Improve website functionality
Enhance user experience
Analyse website usage
Maintain security and performance
Support website administration

Users may manage cookie preferences through our cookie consent tools or their browser settings.

Further information regarding cookies is available in our Cookie Policy.

11. Google Analytics

Our website may utilise Google Analytics and similar analytical tools to help us understand website usage and improve user experience.

Such tools may collect information relating to website visits, device information, browser information, and website interactions. This information is generally aggregated and used for analytical purposes.

Users may manage their preferences through our cookie consent settings.

12. Retention of Information

Personal information is retained only for as long as necessary to fulfil the purpose for which it was collected or as required by:

Applicable laws
Professional obligations
Regulatory requirements
Contractual obligations
Legitimate business purposes

13. Your Rights

Subject to applicable law, individuals may have the right to:

Request access to personal information
Request correction of inaccurate information
Request updating of information
Object to processing in certain circumstances
Request deletion of information where legally permissible
Withdraw consent where processing is based on consent
Submit complaints relating to the processing of personal information

Requests may be submitted using the contact details below.

14. Complaints

If you believe that your personal information has been processed unlawfully or in a manner that infringes your rights, you may contact Fractional FM using the details provided below.

You may also lodge a complaint with the Information Regulator (South Africa):

Information Regulator (South Africa)

Website: https://www.justice.gov.za/inforeg/

Email: complaints.IR@justice.gov.za

15. Data Breaches and Security Incidents

In the event of a security incident affecting personal information, Fractional FM will take reasonable steps to investigate, contain, and mitigate the impact of the incident.

Where required by law, affected individuals and relevant authorities will be notified.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published on this website and will become effective upon publication.

17. Contact Details

Fractional FM (Pty) Ltd

5 Zoetendal Close, Eldo Meadows, Eldoraigne, 0157

Information Officer: Jacques du Preez

General Privacy Enquiries: info@fractionalfm.co.za

Telephone: +27 12 110 4505

Website: www.fractionalfm.co.za

For any privacy, POPIA, personal information, or data protection enquiries, please contact us using the details above.

Last Updated: June 2026