Privacy Policy

Edusyms (Pty) Ltd ("We" or “Edusyms”) are deeply committed to safeguarding and respecting your privacy. Protecting your personal information is a priority, and we strive to handle it with the utmost care and transparency.

This privacy notice outlines the principles and practices we follow in processing your personal information. This includes information collected directly from you, obtained from other sources, or provided voluntarily. Additionally, this notice extends to any personal information about children under the age of 18 for whom you are responsible, ensuring their data is treated with the same diligence.

We encourage you to read this notice thoroughly to understand our views and the methods we employ to protect and manage your personal information.

The purpose of this notice is to inform you of your rights concerning your personal data when you interact with us, including:

• Visiting any Edusyms website (“our sites”);
• Using our services;
• Engaging in social media functions hosted on our platforms;
• Completing surveys or forms;
• Accessing our login facilities (“Portal”);
• Or participating in any other similar data collection activities.

In compliance with the Protection of Personal Information Act 4 of 2013 (“POPI”), the responsible party for your data is Edusyms (Pty) Ltd. Similarly, under the General Data Protection Regulation, 2016/679 (“GDPR”), Edusyms (Pty) Ltd or the Edusyms Employee Share Trust acts as the data controller. These regulations, collectively referred to as the “Acts,” guide our approach to data protection and privacy compliance.

We are committed to maintaining your trust by adhering to these Acts and ensuring your personal information is processed lawfully, transparently, and securely.

If you have any questions, concerns, or require further assistance regarding our privacy practices or services, please feel free to reach out to us. You can contact Edusyms through the following channels:

Contact Information

Address:
1 Amarand Avenue, Waterkloof Glen, Pretoria, 0181

Email:
[email protected]

Telephone:
+27 12 881 7331

WhatsApp:
+27 76 263 6000

Information We May Collect From You

We collect and process various types of data about you to provide services and improve your experience. Below is an overview of the categories of information we may collect:

1. Information You Provide to Us

You may voluntarily provide personal information to us by:

• Filling out forms on our site.
• Communicating with us via phone, email, or other channels.
• Registering to use our site or subscribing to our services.
• Participating in social media functions available on our site.
• Completing surveys or using our login facility (“Portal”).
• Reporting a problem with our site or Portal.

This information may include your:

• Name, address, email address, and phone number.
• Financial and credit card details.
• Personal description and, if provided, a photograph (only when explicitly uploaded as part of a form submission).

2. Information We Automatically Collect

During your visits to our site or Portal, we may automatically collect technical and behavioral data, including:

Technical Information:

• Internet Protocol (IP) address used to connect your device to the Internet.
• Login information, browser type and version, time zone settings, and browser plug-in details.
• Operating system and platform.

Behavioral Information:

• Details about your visit, such as:
• Full Uniform Resource Locators (URLs).
• Clickstream data (pages visited, dates, and times).
• Services or products viewed or searched for.
• Page response times, errors, and length of time spent on pages.
• Interaction data, such as scrolling, clicks, and mouse-overs.
• Methods used to navigate away from pages and any phone number used to contact customer service.

3. Information We Receive from Other Sources

We may obtain data from:

• Other websites we operate or services we provide.
• Third parties, such as:
• Business partners, technical and payment service subcontractors.
• Advertising networks, analytics providers, and credit reference agencies.

If such information is shared internally, it will be combined with data collected through our site or Portal. You will be informed when this occurs.

4. Google User Data

If you use any of our Google integration features, such as Google Calendar, we may receive specific information from Google to facilitate these functionalities.

For Google Calendar integration, users can link their Google Calendar to our system calendar.

Permissions are requested to view, edit, and share Google Calendars accessible through the user’s account.

Data collected is used solely to enable this integration and not for any other purpose.

Use of Google data adheres to Google’s API Services User Data Policy, including its Limited Use requirements.

5. Cookies

Cookies may be employed to enhance your experience on our site.

Cookies help us:

• Understand user behavior (e.g., pages visited and frequency).
• Identify popular areas of our website.
• Provide user-friendly features, such as saving passwords for easier login.

You can manage cookies through your browser settings:

• Disable cookies entirely (though some site features may become unavailable).
• Receive notifications when a cookie is placed on your device.

Minimal information may be shared with third-party analytics providers like Google to help us analyze website usage.

6. Additional Browser-Generated Information

Your browser generates details such as:

• Display language preferences.
• Your IP address, which is logged to track site traffic but not to identify you personally.

7. Third-Party Cookies and Widgets

Some business partners may use their own cookies or widgets on our site. We do not have access to or control over these, and their use is governed by their respective privacy policies.

By understanding the types of information collected, you can make informed decisions about your interaction with our services.

Is the Supply of Information Voluntary or Mandatory?

The supply of your personal information may either be voluntary or mandatory, depending on the purpose for which it is being collected.

Voluntary Information

Some types of information are provided entirely at your discretion. When this is the case:

• You will have the opportunity to “opt-out” of supplying such information.
• Providing this information is not necessary for accessing our general services, but it may enhance your user experience or allow us to offer you additional features.

For instance, when our intention is to target you with digital advertising or direct marketing, supplying your information is always optional.

In such cases, we will clearly inform you about the intended use of the data.

You will be required to “opt-in” by explicitly providing your consent and any specific information needed for these purposes.

Mandatory Information

Other types of information are essential for us to fulfill your requests or provide specific services.

In these instances, the supply of information is mandatory, and we may not be able to process your requests or deliver certain services without it.

For example, mandatory information may include personal and contact details required for account creation, order processing, or communication about services you’ve requested.

By distinguishing between voluntary and mandatory information, we aim to provide clarity and transparency, allowing you to make informed decisions about the data you choose to share with us.

Consequences of Failure to Provide Information

When certain types of information are mandatory for us to deliver services, failing to provide this information or withdrawing your consent for its use can have implications on our ability to assist you effectively.

Situations Impacted by Non-Compliance

If you:

• Refuse to Provide Requested Information:
  Certain personal details may be essential for us to render specific services or fulfill your requests. Without this information, we may be unable to proceed with the service.
• Decline to Consent to Our Handling of Your Personal Information:
  By not consenting to our collection, storage, or processing of your personal data in line with our Privacy Notification, we may be restricted from performing the necessary actions required to deliver the service.
• Revoke Previously Given Consent:
  If you withdraw any prior consent regarding the handling of your personal information, it could result in the discontinuation of services that rely on the use of that data.

Implications of Non-Provision or Consent Withdrawal

• Disruption of Services:
  Our ability to provide you with efficient and tailored solutions may be compromised. Ongoing services may need to be halted or delayed until the required information is provided or consent is reinstated.
• Limitations on Access:
  Certain features, functionality, or benefits associated with our services may become unavailable to you.

We respect your right to control your personal information and will always strive to accommodate your preferences. However, it’s important to understand that refusing or revoking consent for handling mandatory information may impact our capacity to serve your needs effectively.

Uses Made of the Information

We use the information we collect from you or about you for various purposes, all aimed at enhancing our services, fulfilling our obligations, and ensuring a better experience. Below is an outline of how we utilize this information:

1. Information You Provide to Us

The information you voluntarily provide will be used to:

1. Fulfill Contracts and Deliver Services:
   Execute our obligations under any contracts we have with you. Provide you with the products, services, or information you have requested.
2. Inform You About Related Services:
   Share details of other services we offer that are similar to those you have already purchased or inquired about.
3. Offer Additional Goods or Services:
   Provide information about goods or services we believe may interest you, particularly those aligned with our existing offerings. Communicate about goods and services similar to those previously sold or negotiated with you.
4. Optimize Your Experience on Our Site and Portal:
   Ensure that the content on our site or Portal is displayed in the most effective manner for your device.
5. Address Your Concerns:
   Handle inquiries and complaints made by or about you in relation to our site or services.

2. Information We Collect About You

We use automatically collected information to:

1. Administer and Improve Our Platform:
   Manage our site and Portal for internal operations, including troubleshooting, data analysis, testing, research, statistical analysis, and surveys. Enhance content presentation for your device to ensure an optimal experience.
2. Enable Interactive Features:
   Allow your participation in interactive features of our services, as per your preferences.
3. Enhance Security:
   Maintain the safety and security of our site, Portal, and associated data.
4. Evaluate and Improve Advertising:
   Measure the effectiveness of advertisements served to you and others. Deliver relevant advertising tailored to your interests.
5. Provide Recommendations:
   Suggest goods or services that may interest you or other users of our site and Portal.

3. Information We Receive from Other Sources

When we receive information about you from external sources, we may:

• Combine it with the information you provide and the data we collect about you.
• Use the combined data for the purposes outlined above, depending on its type and relevance.

4. Submission of Personal Information on Behalf of Others

If you submit information on behalf of another person via our sites or Portal:

• Notification Responsibility:
  Ensure the individual is aware of the information being captured and that they have been informed of this notice.
• Customer-Captured Information:
  If our customers capture personal information about individuals into our systems, they act as the responsible party under the Protection of Personal Information Act (POPIA). In such cases, we operate as a service provider (operator) to the customer, offering platform services under the terms of our contract.
• Customer Responsibility:
  It is assumed that customers are processing the personal information lawfully in compliance with POPIA. This notice does not extend to individuals whose information is submitted by our customers.

Disclosure of Your Information

We take the protection of your personal information seriously. However, there are certain circumstances where we may need to share your information with third parties. Below is an overview of such instances:

Sharing Within Our Group

We may share your personal information with any member of our corporate group. This includes:

• Subsidiaries,
• Our ultimate holding company, and
• Any subsidiaries of the holding company,

as defined under the Companies Act 2008.

Sharing with Selected Third Parties

We may share your information with trusted third parties under specific circumstances:

Business Partners, Suppliers, and Sub-contractors:

To fulfill obligations arising from contracts we have entered into with them or with you.

Service Providers:

Third-party service providers that assist us in processing your information are bound by:

• Non-disclosure agreements with terms no less stringent than this privacy notice.
• Obligations to process and protect your information as per our instructions and applicable laws.

Advertisers and Advertising Networks:

To enable the selection and display of relevant advertisements tailored to you and others.

Note: We do not share identifiable personal information with advertisers. Instead, aggregate user data may be shared (e.g., the number of users in a particular demographic who interacted with an ad).

Analytics and Search Engine Providers:

To improve and optimize our website and services by understanding user behavior and preferences.

Disclosing Information to Third Parties

We may also disclose your personal information to third parties under the following circumstances:

• Business Transactions:
  If we sell or purchase any business or assets, we may disclose your personal information to the prospective buyer or seller. In the event of a merger, acquisition, or sale of our business or assets, personal information may be transferred as part of the transaction.
• Legal Compliance:
  When required to comply with a legal obligation, such as court orders or regulatory requirements.
• Enforcement of Agreements:
  To enforce or apply our terms of use or other agreements governing our services.
• Protection of Rights and Safety:
  To safeguard our rights, property, or safety, as well as those of our customers or others. This may include exchanging information with other organizations to prevent fraud or reduce credit risk.

Our Commitment to Privacy:

In all cases, we will ensure that any sharing of your personal information is done responsibly and in accordance with this privacy notice, relevant laws, and industry best practices.

Where We Store Your Personal Information

The personal information we collect from you may be stored and processed on secure cloud-based servers. This means that your data may be transferred and stored in cloud infrastructure managed by third-party service providers who are experts in data storage and security. These servers are typically located in various countries, depending on the provider's network.

By submitting your personal information, you consent to the transfer, storage, and processing of your data in the cloud.

Ensuring Data Security on Cloud Servers

We prioritize the security of your personal information, whether it's stored locally or on the cloud. To ensure your data is protected, we take the following steps:

• Encryption: Your personal data is encrypted both during transmission and while stored in the cloud to prevent unauthorized access.
• Access Control: Only authorized personnel or service providers with appropriate security clearances can access your data.
• Security Audits: We regularly perform audits to evaluate the security of our cloud service providers and ensure compliance with industry standards.

Retention and Access

Personal information will not be retained on cloud servers for longer than necessary for operational, legal, or archival purposes.

Any retention of personal data for purposes such as historical or research reasons will be done in accordance with the law and with safeguards in place to prevent misuse or unauthorized access.

Transmission Risks and Security Measures

While cloud storage offers many advantages, the transmission of data over the internet comes with inherent risks. We take all reasonable measures to protect your personal information, but it's important to note that no method of data transmission over the internet is 100% secure. The following protections are in place:

• Encryption: Data is encrypted during transmission to safeguard against interception.
• Cloud Provider Compliance: Our cloud providers are selected for their commitment to data security, privacy, and compliance with relevant laws, including POPIA and GDPR.
• Risk Acknowledgement: Transmission of data is at your own risk. However, once received by our cloud servers, your data is protected by industry-leading security measures.

In the Event of a Security Breach

In the unlikely event that a breach occurs in the cloud storage system:

• We will notify you in writing as soon as possible, following the requirements of applicable privacy laws.
• We will work with our cloud service providers to identify and address the cause of the breach.
• You will be provided with information on steps you can take to mitigate any potential negative effects of the breach.

By utilizing cloud-based infrastructure, we can ensure the scalability, reliability, and security of your data storage while complying with applicable privacy regulations.

Social Media Platforms

When engaging with us through social media platforms, it’s important to note that the communication and actions you take are governed by the terms and conditions, as well as the privacy policies of each respective social media platform. These terms and policies are independent of ours and may differ based on the platform you are using.

We encourage all users to exercise caution when engaging on social media. Be mindful of your own privacy and personal information when communicating or interacting on these platforms. We would like to clarify that we will never request sensitive personal information through social media. If you need to discuss confidential matters or address specific concerns, we advise you to use more secure and private communication channels, such as by phone or email, rather than through social media.

Our social media pages may occasionally share links to external websites. Please be cautious when clicking on links, especially if they are shortened URLs. Some social media platforms automatically shorten long URLs, and while we take every effort to ensure that the links we share are genuine and safe, we cannot guarantee their security. Given that social media platforms can sometimes be susceptible to spam, phishing, or hacking, we encourage you to exercise good judgment and be cautious when interacting with any shortened links published on our social media pages.

In addition, our site may contain links to websites operated by our partners, advertisers, or affiliates. If you choose to follow any of these links, please be aware that these external websites have their own privacy policies that govern how they handle personal information. We are not responsible for the content or practices of these third-party websites. We recommend that you review their privacy policies carefully before submitting any personal data.

By interacting with us on social media, you acknowledge and accept the conditions outlined above and understand the risks associated with sharing personal information through these platforms.

Interception and Monitoring of Communications

We retain the right, as permitted by applicable law, to intercept, monitor, record, copy, or block any communications that are sent to or from our communication facilities. This includes, but is not limited to, interactions via our website, Portal, email, SMS messages, or other forms of digital communication.

This monitoring may be carried out for a variety of reasons, including ensuring compliance with our terms of service, preventing fraudulent activity, maintaining the security and integrity of our communication systems, and fulfilling any legal obligations we may have under relevant laws.

We are committed to handling all communications with care and respect for your privacy. However, by using our communication services, you acknowledge and agree that we may engage in such monitoring as outlined above in accordance with applicable legal guidelines and requirements.

Your Rights

As a user of our services, you are entitled to certain rights regarding your personal information. Below is an outline of these rights, which you can exercise at any time:

Right to Object

You have the right to object to our processing of your personal information. If you do not wish for us to use your data for certain purposes, you may formally object, and we will review and take appropriate action in line with your request.

Withdrawal of Consent

If we have previously obtained your consent to process your personal information for specific purposes, you have the right to withdraw that consent at any time. This can be done without any consequences, and we will stop processing your data for the activity you originally consented to, unless there is another legal basis for continuing the processing.

Right to Object to Direct Marketing

You have the right to request that we stop processing your personal information for direct marketing purposes, whether through digital means or other forms of communication. We will always seek your explicit consent before using your personal information for direct marketing, including sending you newsletters, promotional SMS messages, or targeted digital advertisements. If you do not wish to receive such marketing communications, you can opt-out by unchecking any "opt-in" boxes when submitting your personal information. Additionally, you can withdraw your consent at any time by contacting us at [email protected], or by using the unsubscribe option available in our email communications or other marketing messages.

Access to Personal Information

You have the right to access the personal information that we hold about you. Upon submitting a written request, we will provide you with a copy of the personal information we have collected and stored about you. This enables you to verify the accuracy of the information and ensure that we are processing it in accordance with your rights.

Request for Deletion or Correction of Information

You also have the right to request that we delete or correct any personal information that we hold about you. If you wish to have your data deleted, we will honor your request, subject to any legal retention obligations that may apply. In certain cases, we may refuse or limit the deletion of personal information if it is necessary for:

• The exercise of the right to freedom of expression and information;
• Compliance with a legal obligation or performing a task carried out in the public interest;
• The establishment, exercise, or defense of legal claims.

In cases where we are legally obligated to retain information or require it for specific purposes, we will clearly explain these reasons to you in our response.

We are committed to upholding your rights and providing transparency in how we manage and process your personal data. Should you have any concerns or need assistance with exercising any of these rights, feel free to contact us.

Changes to Our Privacy Notice

We reserve the right to update or amend our privacy notice at any time to reflect changes in our practices, legal requirements, or operational needs. Any modifications made to this privacy notice will be posted on this page, ensuring that the most current version is always available to you.

If the changes are significant, we may, at our discretion, notify you directly by email or through other appropriate means. However, we are not obligated to notify you of every update. To stay informed of any revisions, we recommend that you periodically visit this page to review the latest updates to our privacy notice.

By continuing to use our services after any changes to the privacy notice, you agree to the updated terms and practices outlined in the revised notice. We value your privacy and are committed to being transparent about how we handle your personal information.