Privacy Policy

1. Introduction

Information With Tshepiso ("we," "us," "our," or "the platform") is committed to protecting the privacy and personal information of Grade 12 learners and other applicants who use our university application service. We recognize the importance of your personal data and are dedicated to handling it responsibly in accordance with the Protection of Personal Information Act, 2013 (POPI Act) and other applicable South African privacy legislation.

This Privacy Policy outlines our practices regarding the collection, use, storage, and protection of your personal information throughout your application journey.

2. Information Collection

We collect personal information that is necessary to facilitate your university application process. The types of personal data we collect include:

• Personal Identification Information: Full names, identity numbers (ID), dates of birth, and gender
• Contact Information: Email addresses, phone numbers, postal addresses, and emergency contact details
• Academic Records: Grade 12 results, subject choices, predicted grades, and academic achievements
• Supporting Documents: Certified copies of ID, school reports, proof of residence, and other credentials required by universities
• Application Preferences: Selected universities and study programs you wish to apply to

All information is collected directly from you during the application process. We do not purchase or acquire personal information from third-party data brokers.

3. Purpose of Processing

Your personal data is collected and processed solely for the following purposes:

• Facilitating your submissions to institutions of higher learning of your choice
• Verifying the accuracy and completeness of your application materials
• Communicating with you regarding your application status and next steps
• Providing guidance and expert review of your applications
• Processing payment for our application assistance service (R200 fee)
• Maintaining records of applications for quality assurance and service improvement
• Meeting legal and regulatory obligations in South Africa

We will not use your personal information for any purpose other than those listed above without first obtaining your explicit consent.

4. Third-Party Disclosure

Your information is never sold to third parties.

We share your personal information only in the following limited circumstances:

• Universities and Higher Learning Institutions: Your complete application materials are shared exclusively with the specific universities and study programs you have selected and authorized. No information is disclosed to institutions you did not select.
• Service Providers: We use Formspree and secure email systems to transmit your data. These service providers are contractually obligated to maintain confidentiality and use your data only as necessary to provide these services.
• Legal Compliance: We may disclose information when required by law, court order, or government authority.

We maintain strict controls to ensure that your personal information is shared only with authorized parties and only for the purposes you have consented to.

5. Data Security

We take the security of your personal information very seriously. Your data is protected through the following measures:

• Secure Transmission: All documents and personal information are transmitted through secure, encrypted channels (SSL encryption)
• Limited Access: Your information is accessible only to authorized Information With Tshepiso administrators and staff members who require it to assist with your application
• Data Protection: All data is stored securely and protected against unauthorized access, alteration, or misuse
• Email Security: Documents sent via email are transmitted through secure protocols and are handled as confidential materials
• Regular Audits: We conduct regular security reviews to ensure continued protection of your information

While we implement strong security measures, no method of transmission over the internet is 100% secure. You acknowledge that you provide your information at your own risk, though we commit to safeguarding it according to best practices.

6. Consent of Minors

Because many Grade 12 learners using our platform are under the age of 18 years, we have implemented specific protections:

• Parental/Guardian Consent: For any applicant under 18 years of age, explicit written consent from a parent, legal guardian, or responsible caregiver is required before processing personal information
• Consent Form: A signed parental consent form must accompany the application for all minor applicants
• Legal Compliance: This practice ensures full compliance with the POPI Act's requirements for processing information of children and other minors

By submitting an application on behalf of a minor or as a minor with parental authorization, you confirm that appropriate consent has been obtained.

7. Your Privacy Rights

In accordance with the POPI Act, you have the following rights regarding your personal information:

• Right to Access: You may request access to your personal information held by Information With Tshepiso at any time
• Right to Deletion: You have the right to request deletion of your personal data once your application process is complete. We will honor deletion requests within 30 days, except where we are required by law to retain your information
• Right to Correction: You may request that inaccurate or incomplete personal information be corrected or updated
• Right to Object: You may object to the processing of your information on legitimate grounds
• Right to Complain: If you believe your privacy rights have been violated, you may lodge a complaint with the Information Regulator (South Africa)

To exercise any of these rights, please contact us using the information provided below.

8. Data Retention

We retain your personal information for the duration necessary to fulfill the purposes outlined in this policy. Generally:

• Application data is retained until successful completion of your university admission process
• Records are kept for a minimum of 1 year for service quality and dispute resolution purposes
• You may request deletion after your application process is complete, in accordance with Section 7 above
• Where required by law or regulation, information may be retained for longer periods

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legislation, or other factors. We will notify you of any material changes by updating the "Last Updated" date at the bottom of this policy. Your continued use of Information With Tshepiso following any changes constitutes your acceptance of the updated Privacy Policy.

10. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or need to report a privacy concern, please contact us:

11. Information Regulator (South Africa)

If you believe your privacy rights have been violated and wish to lodge a complaint with the relevant authority, you may contact: