Bookkeeping

1. Who we are

Quantum Axis Consulting ("Quantum Axis", "we", "us") is a professional services firm based at I-8 Markaz, Islamabad, Pakistan. We provide internal audit, business valuation, pitch decks, company incorporation, tax services, SECP compliance, bookkeeping, financial reporting and CFO advisory services to businesses, start-ups, individuals and non-profit organisations.

This Privacy Policy explains how we collect, use, share and protect personal information when you visit thequantumaxis.com, contact us, or become a client. For client engagements, your engagement letter and any confidentiality or data processing agreement we sign with you take priority over this policy where they differ.

2. Information we collect

Information you give us

• Enquiry and contact details: name, email, phone or WhatsApp number, city, company name, the service you are interested in and the message you send through our forms, email or WhatsApp.
• Client onboarding (KYC) information: CNIC or passport copies, NTN, STRN, company incorporation number, SECP documents, details of directors and beneficial owners, and proof of address, where needed to deliver the service or meet anti-money laundering requirements.
• Financial records: bank statements, ledgers, invoices, payroll records, receipts, withholding statements, FBR and provincial tax notices and prior returns that you share with us or give us access to.
• Personal data of third parties: details of your employees, contractors, customers, suppliers or donors that appear in those records.

Information collected automatically

• Basic technical data such as IP address, browser type, device, pages visited and referring site, recorded by our hosting provider in server logs for security and performance.
• Some page elements, such as fonts, embedded maps, social media links and the WhatsApp chat button, are loaded from third-party services that receive your IP address when the page loads or when you use them.

We do not use advertising cookies, and we do not sell personal information.

3. How we use your information

• To respond to enquiries, give quotes and schedule consultations.
• To deliver the services you engage us for, including bookkeeping, financial statements, tax returns, SECP filings, audits, valuations and advisory work, and correspondence with authorities on your behalf.
• To verify identity and meet legal, regulatory, anti-money laundering and professional obligations.
• To invoice, collect fees and keep business records.
• To keep our website and systems secure, and to improve our services.
• To send service updates and, where you have agreed, occasional insights relevant to your business. You can opt out at any time.

4. Why we are allowed to use it

We only use personal information where we have a valid reason to do so:

5. Who we share information with

We share personal information only where needed to deliver our services or where required by law:

• Tax and regulatory authorities such as the Federal Board of Revenue (FBR), the Securities and Exchange Commission of Pakistan (SECP), and provincial revenue authorities including the Punjab Revenue Authority, Sindh Revenue Board, Khyber Pakhtunkhwa Revenue Authority and Balochistan Revenue Authority, when you instruct us to file or correspond on your behalf.
• Software and service providers that we or you use for the engagement, such as accounting platforms, cloud storage, email, e-signature, video meeting and payment tools. These providers act under contract and only on our instructions.
• Our team members and associates who are bound by confidentiality obligations.
• Banks, investors or lenders, only when you ask us to share reports, valuations or pitch materials with them.
• Professional advisers, auditors and insurers where reasonably necessary.
• Law enforcement or courts where we are legally required to disclose information.

We do not sell or rent personal information to anyone.

6. Where information is stored

We are based in Pakistan, but some of the software we use (for example cloud storage, email and accounting platforms) may store data on servers outside Pakistan. Where that happens, we choose reputable providers with strong security and contractual confidentiality commitments, and we follow any data localisation or transfer rules that apply to your sector. If you are a client based outside Pakistan, your information will be accessed by our team in Pakistan. You can ask us for details of the providers we use.

7. How long we keep information

We keep information only for as long as we need it for the purposes above. Client records are generally kept for the periods required by Pakistani tax, company and anti-money laundering laws, including the record-keeping rules of the Income Tax Ordinance 2001, the Sales Tax Act 1990 and the Companies Act 2017, which typically require records to be kept for several years after the relevant tax year or financial year. Enquiries that do not lead to an engagement are normally deleted within 24 months. When information is no longer needed, we delete it securely or anonymise it.

8. How we protect your information

• Confidentiality agreements (NDA) signed on request before you share any records.
• Accountant-user invitations in your accounting software instead of shared passwords, so you control and can revoke our access.
• Encrypted file sharing, multi-factor authentication and access limited to the people working on your engagement.
• Prompt investigation of any suspected data breach, with notification to you and to the authorities where the law requires.

No method of transmission or storage is completely secure, but we take reasonable and appropriate measures to protect the information you trust us with.

9. Your rights

You can ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct inaccurate or incomplete information;
• delete information, subject to our legal retention duties;
• stop using your information for marketing;
• withdraw consent at any time, where we rely on consent.

To make a request, email info@quantumaxis.com. We will verify your identity and respond within 30 days. If you are based outside Pakistan, you may have additional rights under the laws of your country, and we will respect them.

10. Laws that apply

Pakistan

We handle personal information in line with the Constitution of Pakistan (which protects privacy under Article 14), the Prevention of Electronic Crimes Act 2016 as amended, professional confidentiality duties, and the record-keeping and confidentiality provisions of the Income Tax Ordinance 2001, the Sales Tax Act 1990, the Companies Act 2017 and the Anti-Money Laundering Act 2010. Pakistan does not yet have a comprehensive personal data protection law. When one is enacted, we will update this policy and our practices to comply with it.

Clients outside Pakistan

If you are located in the United Kingdom, the European Union, the Gulf or elsewhere and your local data protection law applies to our work for you, we will cooperate with you to meet its requirements, including signing a data processing agreement where needed.

11. Cookies

Our website does not use advertising cookies. Our hosting provider and website software may set strictly necessary cookies or record server logs for security and performance. If we introduce analytics in the future, we will update this policy and, where required, ask for your consent first.

12. Children

Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children, except where a parent or guardian provides it as part of a tax or accounting engagement.

13. Changes to this policy

We may update this policy from time to time. The "last updated" date at the top shows when it was last changed. Material changes will be highlighted on this page and, for clients, communicated directly.

14. Contact us

For privacy questions or requests, contact us at:

• Email: info@quantumaxis.com
• Phone and WhatsApp: +92 335 3447999
• Office: I-8 Markaz, Islamabad, Pakistan (Monday to Friday, 8 AM to 4 PM)