Privacy Policy

When you register, contact us or use the service, you may provide your name, email address, business name and any other details you choose to enter. If you invite colleagues, you provide their email address so that we can send the invitation.

We process the information needed to create and secure your account, including your email address, authentication method (email and password, or sign-in with Google), and records of sign-in and password-reset activity. Passwords are stored only in hashed form by our authentication provider; we never see your password.

Axion stores the business records you or your authorised users capture: companies, customers, suppliers, products and services, chart of accounts, quotes, invoices, credit notes, bills, payments, journals, bank and VAT information, and related transaction history. This data belongs to you. We process it to provide the service to you and to the users you have authorised.

Where your records contain personal information about your own customers, suppliers or staff, you are the responsible party for that information and Axion acts as an operator processing it on your instructions.

Documents you generate (such as invoices, statements and PDFs) and files you upload as attachments are stored in private storage linked to your company. Access is limited to users you have authorised for that company, and to the extent our staff need access to operate or support the service.

We record technical information needed to run the service securely, such as request and error logs, timestamps, device and browser information, and audit records of significant actions taken inside your company (for example, who invited a user or changed a setting).

We use information to:

• provide, maintain and improve the Axion Accounting service;
• create and secure accounts and control access to company data;
• generate and deliver documents such as invoices and statements;
• send service-related email (invitations, password resets, notifications);
• respond to your enquiries and support requests;
• detect, investigate and prevent misuse, fraud or security incidents;
• comply with legal obligations.

We use reputable third-party providers to operate the service, including cloud hosting and database infrastructure, authentication, file storage and email delivery. These providers process information only to provide their service to us, under their own contractual and security obligations. We do not sell your personal information, and we do not use your accounting data for advertising.

Transactional email (such as invitations, password resets, and documents you choose to email to a customer or supplier) is sent through a third-party email delivery provider using our authenticated sending domain. The provider processes the recipient address, message content and any attachment you send, together with delivery metadata such as whether a message was accepted, delivered or bounced.

We apply reasonable technical and organisational measures appropriate to the sensitivity of accounting data. These include encrypted connections, access controls that restrict each user to the companies they are authorised for, server-side permission checks, and audit logging of sensitive actions. No online service can be guaranteed to be completely secure, so we do not claim absolute security. You are responsible for keeping your password confidential and for the users you invite.

For security reasons we do not publish details of our internal security implementation.

We keep your company and accounting data for as long as your account is active, and afterwards for as long as needed to meet legal, tax, accounting or record-keeping obligations, or to resolve disputes. Accounting records in South Africa are generally required to be retained for several years, so financial history is not routinely deleted while the account exists. Audit and log records are kept for a limited period appropriate to their purpose.

Subject to applicable law, you may:

• ask what personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete information we are not required to keep;
• object to processing in certain circumstances;
• withdraw consent where processing is based on consent;
• lodge a complaint with the Information Regulator (South Africa).

To exercise a right, contact us at louinaclack@gmail.com. We may need to verify your identity before acting on a request. If your request relates to data captured inside a company account that belongs to someone else, we will refer you to that account owner.

Some of our service providers may store or process information on servers outside South Africa. Where that happens, we rely on providers that offer a level of protection consistent with POPIA requirements and that are contractually bound to protect the information they process for us.

Axion uses cookies and similar browser storage that are necessary to run the service — primarily to keep you signed in and to remember basic interface preferences. We do not use these for advertising or cross-site tracking. Blocking essential storage will prevent you from signing in.

We may update this policy as the service changes or as legal requirements change. The “Last updated” date above reflects the current version. Significant changes will be communicated through the service or by email where appropriate.

Privacy and legal queries: louinaclack@gmail.com