Privacy Notice

1. Who is responsible for your information?

2. What information do we collect?

• Enquiry details you provide: school name, name, surname, email address, enquiry type, selected modules and the contents of your message.
• Correspondence: information you provide in subsequent emails or WhatsApp conversations. If you choose WhatsApp, we may also receive your phone number, profile details and messages through that service.
• Technical information: hosting and security services may process your IP address, request time, requested pages, browser or device information and related security data. Website analytics may measure page views, navigation and performance.

We collect enquiry information directly from you. You can browse without submitting the enquiry form. School Name, Name, Surname and Email are required to submit that form; the message and module selection are optional. If you do not provide the required details, you cannot submit the form. You may instead use another available contact method.

Please do not submit learner records, identity numbers, health information, biometric data or other confidential learner or staff information through this website.

3. How do we use your information?

We use enquiry details to respond to your request, discuss requirements, arrange a demo, prepare a quote and keep a record of that conversation. We process these details as necessary to take steps you request before a possible agreement, and where applicable for our legitimate interests in answering enquiries and operating a secure website. We may also process records when required by law.

We only reply to enquiries. We do not add enquiry contacts to newsletters, promotional email lists or marketing campaigns, and we do not sell enquiry information. Submitting an enquiry is not consent to direct marketing.

4. Who receives your information?

Information may be accessed by SchoolOne personnel handling your request and service providers needed to operate the website and communicate with you:

• Cloudflare: website hosting, delivery, security and website analytics.
• FormSubmit: receives the enquiry form submission and forwards it to our email inbox. FormSubmit states that it retains submissions for 30 days. Its retention is separate from copies received by SchoolOne.
• Google Workspace: email delivery and storage for correspondence received at our SchoolOne email address.
• Google Fonts: supplies the website fonts. Loading these resources sends a request to Google and may expose technical details such as your IP address and browser information.
• WhatsApp / Meta: processes messages when you choose to contact us through WhatsApp. Clicking the WhatsApp link opens that service with a prepared enquiry; its own privacy terms apply.

We may disclose information where required by law or where reasonably necessary to protect legal rights. Provider information is available in the Cloudflare Privacy Policy, FormSubmit Privacy Policy, Google Privacy Policy and WhatsApp Privacy Policy.

5. Processing outside South Africa

These providers operate internationally and may process information outside South Africa. Transfers must meet the applicable requirements of POPIA, including section 72. You can contact us for information about the providers, destinations and safeguards relevant to your enquiry.

6. How long do we keep enquiries?

Our retention policy is to keep enquiry records, including email and WhatsApp correspondence, for 12 months after the last interaction about the enquiry, then delete or de-identify them. A longer period may apply where a specific legal obligation or legal claim requires it. If an enquiry becomes a customer relationship, records needed for that relationship are handled under the relevant customer arrangements rather than retained indefinitely as an enquiry.

FormSubmit’s separate 30-day retention does not automatically remove copies from SchoolOne’s inbox or WhatsApp. SchoolOne must manage deletion of its own enquiry records. Technical and security records are subject to the relevant provider’s retention arrangements.

7. Cookies, analytics and external resources

Our enquiry form does not use advertising cookies, and we do not use the enquiry details for advertising. Cloudflare Web Analytics is designed to measure website usage without analytics cookies or browser local storage. This does not mean that the hosting, security or external services process no technical information. Security features may use cookies where needed, and Google Fonts, FormSubmit and WhatsApp have their own data practices.

You can manage cookies through your browser settings. Blocking external services may affect fonts, enquiry submissions or WhatsApp access.

8. Protecting your information

POPIA requires reasonable technical and organisational safeguards against unauthorised access, loss and misuse. We use HTTPS for the website and restrict handling of enquiry information to its intended purpose. No internet transmission or storage method is completely secure. Please contact us if you suspect that information provided to SchoolOne has been compromised.

9. Your rights and privacy requests

Subject to POPIA and applicable exceptions, you may request confirmation of whether we hold your personal information and access to it, ask for inaccurate information to be corrected, request deletion or destruction where permitted, and object to processing on the grounds provided by law. Where processing relies on consent, you may withdraw that consent without affecting prior lawful processing.

Email roehan@schoolone.co.za with the subject “Privacy request” and describe your request. We may need proportionate verification of your identity before disclosing or changing records. Please do not send identity documents unless we specifically explain why they are needed and how to provide them securely.

You may also complain to the Information Regulator (South Africa). You do not have to contact us first to lodge a POPIA complaint. Visit the Regulator’s complaints page or eServices portal. General enquiries: enquiries@inforegulator.org.za; telephone: 010 023 5200.

10. SchoolOne platform data and updates

This notice covers the public website and enquiries. It does not replace the privacy notices, contracts and processing arrangements needed for personal information handled inside the SchoolOne school management platform, including school records, staff attendance or facial recognition.

We may update this notice when website practices change. The published version will show its effective or last-updated date.