Privacy Policy

Effective date	17 September 2026
Last reviewed	17 September 2026

This Privacy Policy explains how the Academy collects, uses, stores, shares and protects personal information. It is intended to support compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African law.

1. Who we are

The Academy of Excellence for Professional Development is the responsible party for personal information processed for its education, training, learner administration, website and related business activities, except where another party is independently responsible for particular processing.

2. Personal information we may collect

• Identity and contact information, such as name, identity or passport details where required, telephone number, email address and physical or postal address.

• Application and learner information, such as education, qualifications, professional registration, employment details, course selections, attendance, assessments and results.

• Payment and transaction information, such as invoices, payment status and proof of payment. The Academy should avoid storing full bank-card credentials where payments are handled by a secure payment provider.

• Communications, enquiries, complaints, feedback and records of interactions with the Academy.

• Website and device information, such as IP address, browser or device type, pages visited, referring pages and cookie or analytics data where used.

• Photographs, video or testimonials where lawfully collected for training, events, records or marketing.

• Special personal information or children’s information only where there is a lawful basis and it is reasonably necessary for a legitimate Academy purpose.

3. How we collect information

We may collect personal information directly from you through website forms, applications, registrations, emails, telephone or messaging communications, payments, assessments and attendance records. We may also receive information from an employer, sponsor, professional body, accreditation or assessment partner, training host, service provider or other lawful source where appropriate.

4. Why we process personal information

• To respond to enquiries and provide requested information.

• To process applications, registrations, bookings and payments.

• To deliver training, learner support, assessments, practical placements and certification processes.

• To verify identity, eligibility, attendance, results, professional or accreditation requirements where applicable.

• To communicate operational information about courses and services.

• To maintain financial, academic, quality-assurance, compliance and business records.

• To improve the website, services, learner experience, security and administration.

• To meet legal, regulatory, accreditation, contractual and reporting obligations.

• To send direct marketing where permitted by law and to honour opt-out requests.

5. Lawful processing

The Academy processes personal information only where permitted by law. Depending on the context, processing may be based on consent, performance of a contract, compliance with a legal obligation, protection of a legitimate interest, or another lawful basis recognised by POPIA.

6. Direct marketing

The Academy will send electronic direct marketing only where permitted under POPIA and other applicable law. Where consent is required, it will be sought appropriately. Every person may object to or opt out of direct marketing, and the Academy will process valid opt-out requests without charging a fee.

7. Cookies and analytics

The website may use essential cookies and, where implemented, analytics or similar technologies to support functionality, security and understanding of website usage. Non-essential cookies should be used in accordance with applicable consent requirements. Users can manage cookies through available website controls or browser settings, although disabling certain cookies may affect functionality.

8. Sharing personal information

The Academy may share personal information only where reasonably necessary and lawful, including with:

• Accreditation, assessment, certification or professional bodies connected to the learner’s programme.

• Training facilitators, practical-placement sites, technology providers, payment processors and other service providers acting under appropriate confidentiality and data-protection obligations.

• Employers, sponsors or funders where they are entitled to relevant information and the sharing is lawful.

• Regulators, public authorities, law-enforcement bodies or courts where disclosure is required or permitted by law.

• Professional advisers and auditors where necessary and subject to appropriate duties of confidentiality.

The Academy does not sell personal information.

9. Cross-border processing

If personal information is stored or processed outside South Africa, the Academy will take reasonable steps to ensure that the transfer complies with POPIA, including applicable requirements for adequate protection, binding agreements, consent or another lawful basis.

10. Information security

The Academy uses reasonable and appropriate technical and organisational safeguards designed to protect personal information against loss, damage, unauthorised destruction, unlawful access or unlawful processing. Safeguards may include access controls, password protection, staff confidentiality obligations, secure service providers, backups and incident-response procedures.

11. Data retention

Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected, to meet legal, accreditation, academic, financial or contractual retention requirements, to resolve disputes, or where another lawful basis exists. Information will then be securely deleted, destroyed or de-identified where appropriate.

12. Your rights

Subject to POPIA and other applicable law, you may have the right to:

• Ask whether the Academy holds personal information about you and request access to it.

• Request correction or deletion of personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained, where the law permits.

• Object to certain processing on reasonable grounds where applicable.

• Withdraw consent where processing is based on consent, without affecting processing that was lawful before withdrawal.

• Object to or opt out of direct marketing.

• Lodge a complaint with the Information Regulator (South Africa) or pursue another remedy available by law.

13. Children’s information

Where the Academy processes personal information of a child, it will do so only where permitted by POPIA and other applicable law, including obtaining authorisation from a competent person where required or relying on another lawful basis.

14. Security compromises

If the Academy has reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, it will investigate and, where required by POPIA, notify the Information Regulator and affected data subjects as soon as reasonably possible, subject to any lawful delay.

15. Third-party websites

Links to third-party websites or platforms are provided for convenience. Their privacy practices are governed by their own notices and are not controlled by the Academy.

16. Changes to this Privacy Policy

This policy may be updated from time to time to reflect changes in law, technology or Academy practices. The current version will be published on the website with its effective or review date.

Contact details

Questions, notices or requests relating to this policy may be sent to:

Organisation	The Academy of Excellence for Professional Development
Email	info@academyepd.co.za
Website	https://academyepd.co.za
Information Officer / Privacy contact	Nompumelelo Magagula (director@academyepd.co.za)

Information Regulator

A data subject may lodge a complaint with the Information Regulator (South Africa). Current contact and complaint-submission information is available from the Information Regulator’s official website.

Website Policy • The Academy of Excellence for Professional Development