Effective date: 25 July 2026 · Africakai group — see "Who We Are" below for which entity applies to you
This Privacy Policy explains how KAINEX collects, uses, and protects personal information, in accordance with South Africa's Protection of Personal Information Act 4 of 2013 ("POPIA"). KAINEX is a product of the Africakai group; section 2 below explains which specific Africakai group company ("we", "us", "our") is responsible for your information. This policy should be read together with our Terms of Service.
This policy applies to personal information we collect when you register for KAINEX, use the Services, or otherwise interact with us. By using KAINEX, you consent to the collection and use of your information as described here.
KAINEX is the software Africakai Technologies (Pty) Ltd ("Technologies") operates. Who is responsible for your information under POPIA depends on your package: for self-service clients, Technologies is the Responsible Party. For managed clients, Africakai Business Compliance (Pty) Ltd ("Business Compliance") is the Responsible Party for your information, and Technologies acts as its Operator in providing the underlying platform. Technologies and Business Compliance are both wholly owned subsidiaries of Africakai (Pty) Ltd. Where we engage third-party infrastructure providers to help deliver the Services (see section 7), they act as an Operator too, processing information only on instructions from whichever entity is the Responsible Party for your package.
Account information you provide at registration: name, email address, phone number. Company information: registration number, tax number, industry, VAT status, banking details. Financial records you upload or enter for bookkeeping purposes: bank statements, transactions, invoices, receipts, and related documents. Payment information: our payment processor PayFast handles your card and banking details directly — we do not store your full card details. Usage information: log data such as login times and pages visited, used for security and to improve the Services.
To provide the accounting, bookkeeping, invoicing, and compliance services you have signed up for, including AI-assisted transaction categorisation and financial statement preparation; to process subscription payments; to communicate with you about your account, including service notifications and support; to meet Business Compliance's own regulatory obligations as an accounting practice for managed clients; and to maintain the security and integrity of the platform.
We process your personal information on the basis of your consent given at registration, the necessity of processing to perform our contract with you (the Services you have subscribed to), and our legitimate interests in operating and securing the platform, and to comply with our own legal obligations, including SARS record-keeping requirements.
KAINEX uses AI to suggest transaction categories and draft financial statements and tax calculations from the records you provide. This is assistive, not a fully automated decision with legal or similarly significant effect on you — on a Managed Package, a Business Compliance accountant reviews AI output before it is treated as final, and on Self-Service you review it yourself before relying on it. See section 4 of our Terms of Service for more.
Your assigned accountant at Business Compliance (for managed clients) and relevant KAINEX platform administrators, strictly to deliver the Services. We also use the following infrastructure providers as Operators, each processing information only as needed to provide their part of the Services: Supabase (database, authentication, and file storage), Anthropic (AI processing for document parsing and categorisation), and PayFast (subscription payment processing). We do not sell personal information, and we do not share it with third parties for their own marketing purposes.
Some of the Operators listed in section 7 may process information on servers located outside South Africa. Where this happens, we take reasonable steps to ensure the recipient is subject to a comparable level of data protection, as required by POPIA.
Financial records are retained for at least five years to meet SARS record-keeping requirements. Records are not permanently deleted from an active account — removing a document or transaction from your view marks it as removed rather than destroying it, for this same reason. Account information is retained for as long as your account is active, and for the same five-year period afterward where it forms part of your financial records.
We use industry-standard measures to protect your information, including encrypted connections, access controls that restrict data to your own company and assigned accountant, and signed, time-limited links for document access rather than public file storage. No system is completely secure, and we ask that you also keep your own login credentials confidential.
KAINEX uses strictly necessary cookies and similar technologies to keep you signed in and to remember basic preferences. We do not currently use cookies for advertising or third-party tracking.
KAINEX is a business accounting platform intended for use by adults acting for themselves or on behalf of a business. It is not directed at children, and we do not knowingly collect personal information from anyone under 18.
Under POPIA you can ask to access, correct, or request deletion of your personal information, and you can object to certain processing, subject to our record-keeping obligations described in section 9. To exercise any of these rights, contact us using the details in section 15.
We may update this Privacy Policy from time to time. Material changes will be communicated by email or an in-app notice before they take effect. Continued use of KAINEX after a change takes effect means you accept the updated policy.
For any privacy question or request, or to contact our Information Officer designated under POPIA, reach us at support@kainex.co.za. If you believe your information has been mishandled, you may also lodge a complaint with the Information Regulator of South Africa at justice.gov.za/inforeg.