Privacy Policy

At Outsourced CFO (Pty) Ltd (registration number: 2014/002888/07) (“Outsourced CFO”) we adhere to the required standards of protecting your personal information when we process it by virtue of your use of our Services or our website (https://www.ocfo.com/) or any related platforms or applications (collectively, “the Platform”), or by providing us with your personal information in any other way. As such, we have created this privacy policy for you to read and to understand how we safeguard your personal information and respect your privacy (“Privacy Policy”).

Please note that Outsourced CFO is a private company duly registered and operating in accordance with the laws of the Republic of South Africa.

Not all terms are necessarily defined in order or may be defined in our General Terms of Service (“Terms”).

Please ensure that you read all the provisions below, and our policies and guidelines which may apply from time to time, to understand all of your, and our, rights and duties.

In adopting this Privacy Policy, we wish to balance our legitimate business interests and your reasonable expectation of privacy. Accordingly, we will take all reasonable steps to prevent unauthorised access to, or disclosure of your Personal Information. However, it is impossible to guarantee that your Personal Information shall be 100% secure.

We constantly review our systems and data to ensure the best possible service to our users.

We do not accept any users, or representatives of users, under 18 years of age or who otherwise do not have the relevant capacity to be bound by this Privacy Policy.

We shall have the right, but shall not be obliged, to monitor or examine any information and materials including any website link that you publish or submit to us. You shall be solely responsible for the contents of all material published by yourself.

1. Important Information and Who We Are

Purpose of this Privacy Policy

This Privacy Policy aims to give you information on how we collect and process your personal information through any form of your engagement with us. This Privacy Policy complies with, and facilitates the obligations required under, the South African Protection of Personal Information Act, No. 4 of 2013 (“POPI”), as amended. Personal information will be understood in accordance with the definition provided in POPI. We also subscribe to the principles for electronically collecting personal information outlined in POPI, and the further legislation referred to therein. We endeavour to ensure the quality, accuracy and confidentiality of personal information in our possession.

It is important that you read this Privacy Policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are fully aware of how and why we are using your personal information. This Privacy Policy supplements the other notices and is not intended to override them.

We do not process the data of minors. Do not provide us with any such personal data, as it will constitute an immediate and automatic material breach of this Privacy Policy and our Terms.

Due to the nature of our services we may process special categories of personal information. We process this information to provide our services and to ensure our platform users receive the best possible service. By accepting this Privacy Policy, you expressly and informedly consent to our processing of such special categories of personal information where we will always store and process such data at a higher standard than conventional personal information.

Responsible Party and Operator

Outsourced CFO is the “Responsible Party” and is responsible for your personal information when we decide the processing operations of your personal information. In certain instances, we operate as an “Operator” of personal information on behalf of a Responsible Party who use our services. In that case, that Responsible Party’s privacy policy will apply to your use of their services.

We have appointed an information officer at Outsourced CFO who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our information officer using the details set out below.

Our Contact Details

Legal entity: Outsourced CFO (Pty) Ltd

Information Officer: Wilhelm Walser

Email address: info@ocfo.com 

Address: 5th Floor, Vunani Chambers, 33 Church Street, Cape Town City Centre, Cape Town, Western Cape, 8000

Telephone number: +27 (0)21 201 2260

You have the right to make a complaint at any time to the South African regulator’s office (Information Regulator’s Office of South Africa). We would, however, appreciate the chance to deal with your concerns before you approach any such regulator, so please contact us in the first instance.

Changes to this Privacy Policy

This Privacy Policy was last updated on 26 May 2026 and previous versions are archived and can be provided on request.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

This Privacy Policy is subject to change without notice and is updated or amended from time to time and will be effective once we upload the amended version to the Platform. Your continued access or use of our Services constitutes your acceptance of this Privacy Policy, as amended. It is your responsibility to read this document periodically to ensure you are aware of any changes.

Third-Party Links on Platform

The Platform may include links to third-party platforms, plug-ins, and applications including (without limitation) social media platforms, payment gateways, appointment scheduling and/or live chat platforms. Clicking on those links or enabling those connections may allow third parties to collect or share information about you. We do not control these third-party platforms and are not responsible for their privacy statements or terms. When you leave our Platform, or engage with such third parties, we encourage you to read the distinct privacy policy of every third-party you engage with. Users should evaluate the security and trustworthiness of any such platform before disclosing any personal information to them. We do not accept any responsibility for any loss or damage in whatever manner, howsoever caused, resulting from your disclosure to third parties of personal information.

Such links are provided “as is”, and we do not necessarily agree with, edit or sponsor the content on such platforms. We do not monitor or review the content of any such platform. Opinions expressed or material appearing thereon are not necessarily shared or endorsed by us and we should not be regarded as the publisher of such opinions or material.

2. What We Collect About You

Personal information, or personally identifiable information, means any information about an individual, both natural and juristic entities (people and companies), from which that entity can be identified. It does not include information where the identity has been removed (anonymous data).

We may collect, use, store, and transfer (“process”) different kinds of personal information about you which we have grouped together as follows:

Identity Data including full names, race, gender, sex, pregnancy, marital status, national, ethnic or social origin, colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language, birth, interests, preferences, approximate location, as well as information about your company such as company name, type, logo, addresses and/or company registration details.

User Content any content shared by you when you use our Services including company information, business information, financial information, tax information, client information, employee information, payroll information and any other personal information.

Contact Data including email address, address, billing address and contact numbers.

Account Data including all information available in your Platform account including any support enquiries.

Financial Data including bank account details, third-party payment provider information and payment card details where applicable (which we do not store but is processed by our payment service provider where applicable).

Social Media Data including all information available on your public social media profiles including posts, stories, likes and comments.

Transaction Data including details about payments to and from you, contracts, contractual terms, contract fees, signups, purchases, subscriptions, invoices and other details of products and services you have obtained from us or provide to us.

Technical Data including internet protocol address/es, login data, browser type and version, time zone setting and location, cookies, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access the Platform.

Usage Data including information about how you use our company, Platform, surveys, and Services.

Marketing and Communications Data including messages sent or received by you while using the Platform or our Services, messages sent to us, your preferences in receiving notices and marketing from us and our third parties and your communication preferences as well as details of which communications were sent to you and how they were sent.

Business Data and Reviews including data regarding your business, the services required by or performed by you as well as the reviews of your services.

CV information in the event that you applying for any positions at Outsourced CFO.

We also collect, use, and share Aggregated Data. Aggregated Data may be derived from your personal information but is not considered personal information in law as this data does not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal information so that it can directly or indirectly identify you, we treat the combined data as personal information which will be used in accordance with this Privacy Policy.

Where we need to collect personal information by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel your access to our Platform or services, but we will notify you if this is the case at the time.

3. How Is Your Personal Information Collected?

We use different methods to collect personal information from and about you, including through:

Direct interactions: You may give us your personal information by corresponding with us through the Platform, email or otherwise. This includes personal information you provide when you:

• use our Services;
• use our Platform;
• contract with us;
• provide any services to us as a service provider or independent contractor on contract with us;
• request information to be sent to you;
• give us feedback.

Automated technologies or interactions: As you interact with our Platform, we may automatically collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We may collect this personal information by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other Platforms employing our cookies.

Third parties: We may receive personal information about you from various third parties such as:

• other users of our Platform;
• analytics providers;
• marketing platforms;
• messaging platforms;
• search information providers;
• lead generation service providers; and
• payment service providers.

4. How We Use Your Personal Information

We will only use your personal information when the law allows us to and for legitimate reasons, which you hereby expressly understand and consent to. Most commonly, we will use your personal information in the following circumstances:

• where we have your express consent to do so;
• where we need to consult with you or perform on the Services contract we are about to enter into or have entered into with you;
• where it is necessary for our legitimate business interests (or those of a third party) and your interests and fundamental rights do not override those interests; and/or
• where we need to comply with a legal or regulatory obligation.

5. Purposes For Which We Will Use Your Personal Information

We have set out below the purposes for which we will process your personal information (to which you hereby consent), which includes:

• to engage with you after you have contacted us via the Platform or otherwise;
• to allow you to use our Services and to provide you with our Services as contracted;
• to allow you to communicate and share information with us and third party service providers;
• to contract with you as a service provider to Outsourced CFO;
• to provide it to our authorised service providers who need your personal information to provide their services to you;
• to process and service your payment for any Services rendered by Outsourced CFO or its service providers;
• to manage payments, fees, and charges;
• to manage our relationship with you which may include notifying you about changes to our Terms, Privacy Policy, or Services or the delivery of communications and the effectiveness thereof;
• to administer and protect our company, Platform and Services (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data);
• to create and develop market data profiles and online user profiles;
• to use data analytics to improve our Platform, Services, client relationships and experiences; and
• to provide you with direct marketing and make suggestions about goods/services that may be of interest.

Marketing

We strive to provide you with choices regarding how we use your personal information, particularly around marketing and advertising. To manifest your rights attached to any marketing sent to you as an existing customer, please use the in-built prompts provided on those communications, or contact us.

You will receive marketing communications from us if you have requested our Services, requested information from us, or provided us with your details in any other circumstance and, in each case, have not opted-out of receiving that marketing.

You can ask us to stop sending you marketing messages at any time by using the built-in prompts or contacting us and requesting us to cease or change your marketing preferences. Where you opt-out of receiving marketing messages, this opt-out will not apply to other personal information of yours which we process for another lawful basis.

This Privacy Policy constitutes your consent for purposes of receiving direct marketing as contemplated in section 69 of POPI. Where necessary, we will seek to obtain your specific consent in future instances should we deem the same required by law and where your consent herein might not be lawfully sufficient.

Third-Party Marketing

Whilst we may use your personal information within our company, we will get your express opt-in consent before we share your personal information publicly with any entity outside of Outsourced CFO for marketing.

We will not sell, share, or rent your personal information to any third party for marketing purposes or use your email address for unsolicited mail. Any emails sent by us will only be in connection with the provision of our services and/or the marketing thereof.

Change of Purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules and where required or permitted by law.

6. Disclosures Of Your Personal Information

We may have to share your personal information with the parties set out below for the purposes set out above.

• Internal Third Parties including other entities or parties in the Outsourced CFO group and their respective directors and employees, acting as joint responsible parties or operators;
• External Third Parties including:
• third-party service providers who need your personal information to provide their services to you pursuant to your use of our services;
• service providers and contractors providing their services to us and acting as operators of your personal information on instruction from us;
• South African or other national governments and/or their respective authorities pursuant to our adherence with legislative requirements; such as tax; and
• professional advisers acting as operators or joint responsible parties including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services as required.
• Third parties to whom we may choose to sell, transfer, or merge parts of our company or our assets. Alternatively, we may seek to acquire other organisations or merge with them. If such a change happens to our company, we may continue to use your personal information in the same way as set out in this Privacy Policy.

We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information in accordance with our instructions and standards.

The personal information we collect from users shall only be accessed by our employees, representatives and consultants on a need-to-know basis, and subject to reasonable confidentiality obligations binding such persons.

7. Use of AI Tools

Use of AI Tools and Personal Information: We may use artificial intelligence, machine learning, large language models and related or similar automated tools, systems and/or models (including tools provided by third-party service providers) (“AI Tools“) to assist with processing, organising, analysing, summarising, extracting information from, categorising, drafting or generating deliverables and/or work product from your personal information, and to support workflow automation and quality control in providing our Services.

To enable such use, you authorise and consent to us (and our employees, agents, contractors and/or Operators and service providers acting under our instructions) submitting, uploading, transmitting, disclosing to, or otherwise making available to AI Tools such personal information (including confidential information) as may be necessary or reasonably required to perform our Services (including through the use of AI Tools).

Where AI Tools are provided by third parties, you acknowledge and agree that their processing of personal information may be subject to their applicable terms and privacy practices/policies. The use of AI Tools may involve processing and/or hosting in jurisdictions outside the Republic of South Africa, subject to our obligations under applicable data protection laws (including POPI).

We will take reasonable steps consistent with applicable law to protect personal information when using AI Tools, including limiting personal information made available to AI Tools to what is necessary or reasonably required to perform our Services. You acknowledge that use of AI Tools may involve residual risks, including unauthorised access, security incidents or unintended disclosure, particularly where AI Tools are provided by third parties.

Opt-out: If you do not wish us to process personal information using AI Tools, you may opt out by giving us written notice (email is sufficient). We will use reasonable efforts to accommodate an opt-out; however, you acknowledge that certain features of our services (or aspects of our services) may not be available, may be limited or may be subject to revised timelines and/or additional fees if you opt out. If an opt-out materially prevents us from providing the services, we may request that the scope of the services be amended by agreement or that the affected services be terminated in accordance with the applicable terms governing changes, cancellation and/or termination.