PRIVACY POLICY

AGILE ONLINE LEARNING (PTY) LTD Trading as PsyCampus

Registration Number: 2023/928964/07
Registered Address: 57 Main Rd, Southern Paarl, Paarl, 7620
Effective Date: 23 February 2026
Last Updated: 23 February 2026
Version: 1.2

1. INTRODUCTION

AGILE ONLINE LEARNING (PTY) LTD (“the Company,” “we,” “us,” or “our”) processes personal information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”) and other applicable South African legislation. This Privacy Policy governs the collection, processing, storage, and disclosure of personal information by the Company in providing educational services and professional development solutions for psychology professionals and related healthcare practitioners.

The Company acts as the responsible party for all personal information processed in connection with its educational platform, training services, and related professional development offerings.

2. SCOPE AND APPLICATION

This Privacy Policy applies to all personal information processed by the Company through its website (psycampus.co.za), educational platform, course delivery systems, payment processing, and all related educational and professional development services as may be offered from time to time.

The policy covers all interactions with users, participants, students, and professionals accessing our educational services and platform.

Third-party platforms including Google Meet, PayFast, and other linked services are governed by their respective privacy policies. Users are advised to review those policies separately.

3. PERSONAL INFORMATION COLLECTED

The Company collects and processes the following categories of personal information:

Registration and Contact Information:

Full names, email addresses, phone numbers
HPCSA registration details or intended registration category
Professional qualifications and experience

Payment and Billing Information:

Transaction records and payment confirmations (not card details)
Billing addresses and transaction histories
Invoice and payment records
When applying for a graduate discount, we collect your full name, email address, HPCSA registration number, registration category, and registration month and year. This information is collected solely for the purpose of calculating discount eligibility. Your HPCSA registration number and registration date are retained for audit purposes in accordance with our obligations under POPIA. You may request deletion of this data by contacting admin@psycampus.co.za, subject to our legal retention obligations.

Technical and Usage Information:

IP addresses, device identifiers, browser information
Platform usage data, course engagement, and service interaction records
Cookie data as detailed in our Cookie Policy

Communication Records:

Email communications and support inquiries
Educational service participation and interactive learning activities
Feedback and survey responses

Session Recording Data

Video and audio recordings of educational sessions for quality assurance purposes
Session recordings for providing catchup access to enrolled students
Voice, video, and chat participation records from interactive learning sessions
Recording timestamps, participant lists, and attendance verification data
Session recordings are accessible only to enrolled students, delivering
Professional Contributors, and authorized Company staff for quality assurance and educational support purposes

Educational and Learning Records:

Course enrolments, progress tracking, and completion status
Assessment results, quiz scores, and learning evaluations
Professional development requirements and certification records
Learning preferences, course selections, and educational goals
CPD credits earned and professional development tracking

Personal information is collected directly from users during registration, through platform interaction, during educational service participation, and from payment processors.

4. LAWFUL BASIS FOR PROCESSING

The Company processes personal information on the following lawful grounds under Section 11 of POPIA:

Consent for:

Marketing communications about upcoming educational services
Non-essential cookies and analytics tracking
Optional feedback surveys and testimonials

Performance of Contract for:

Education service registration and attendance management
Payment processing for services
Delivery of board examination preparation content
Customer support and technical assistance

Legitimate Interests for:

Website security and fraud prevention
Service improvement and quality assurance
Internal business administration

Legal Obligations for:

Tax and financial reporting requirements
Compliance with consumer protection laws
Professional body reporting where required

5. PURPOSE OF PROCESSING

Personal information is processed for the following purposes:

Service Delivery:

Processing registrations and enrollments for educational services
Providing access to educational platform and learning materials
Delivering educational content, courses, and professional development resources
Managing service schedules, notifications, and updates
Tracking learning progress and issuing relevant certifications
Recording educational sessions for quality assurance, student support, and providing catchup access to enrolled students who were unable to attend live sessions
Maintaining session recordings for enrolled students throughout their program duration plus retention periods specified in Section 12

Communication:

Sending education service confirmations and reminders
Providing technical support and assistance
Delivering marketing communications (with consent)
Responding to inquiries and feedback

Business Operations:

Processing payments through PayFast
Maintaining customer records and service history
Quality assurance and service improvement
Regulatory compliance and reporting

Analytics and Improvement:

Platform and service usage analysis (with consent)
Educational effectiveness and engagement metrics
Service quality evaluation and continuous improvement

Artificial Intelligence:

Your personal information, student data, assessment responses, and platform interactions are not used to train artificial intelligence models or machine learning systems without your explicit informed consent. Professional Contributors may use AI tools to assist in content development as disclosed in Terms of Service Section 3A, but these tools do not have access to your personal data.

6. DISCLOSURE OF PERSONAL INFORMATION

The Company may disclose personal information to the following recipients:

Service Providers:

PayFast for secure payment processing
Google for webinar delivery via Google Meet or similar platforms
IT service providers for technical support
Email service providers for communications

Professional Contributors:

Qualified professionals delivering educational content and services
Subject matter experts and instructors providing educational services
Relevant professional bodies and accreditation organisations as required

Legal Authorities:

Where required by law, court order, or regulatory request
For protection of rights, property, or safety

Business Successors:

In the event of merger, acquisition, or asset sale
Subject to equivalent privacy protections

All third-party recipients are bound by contractual obligations to protect personal information and use it only for specified purposes.

7. INTERNATIONAL TRANSFERS

Cross-border transfers occur only through:

Google Meet services (subject to Google’s privacy safeguards)
Cloud hosting services with appropriate data processing agreements
Payment processing through PayFast (domestic South African service)

All transfers are governed by adequate protection standards and POPIA compliance requirements.

8. DATA SECURITY

The Company implements appropriate technical and organizational measures including:

Technical Measures:

SSL/TLS encryption for data transmission
Secure hosting and cloud storage
Access controls and authentication systems
Regular security updates and monitoring

Organisational Measures:

Staff training on data protection
Incident response procedures
Regular security assessments
Data minimisation and purpose limitation

Payment card information is not stored by the Company and is processed securely through PayFast’s PCI DSS compliant systems.

9. DATA SUBJECT RIGHTS

Under POPIA, you have the following rights:

Right of Access:

Request confirmation of processing
Obtain copies of your personal information

Right to Correction:

Request rectification of inaccurate information
Update your registration details

Right to Deletion:

Request erasure where processing is unlawful
Subject to legal retention requirements

Right to Object:

Object to direct marketing (immediate effect)
Object to processing based on legitimate interests

Right to Data Portability:

Receive your data in structured format
Transfer data to another service provider

Right to Complain:

Lodge complaints with the Information Regulator
Contact details: complaints.IR@justice.gov.za

To exercise these rights, contact: admin@psycampus.co.za

10. COOKIES AND TRACKING TECHNOLOGIES

The Company uses cookies as detailed in our Cookie Policy:

Essential Cookies:

Session management and login functionality
Payment processing security
Basic website operations

Analytics Cookies (with consent):

Website usage tracking
Marketing attribution analysis
Service improvement insights

You can manage cookie preferences through our consent banner or browser settings. Essential cookies are automatically enabled, while analytics and marketing cookies require your explicit consent through our cookie consent banner. Detailed cookie management procedures, consent mechanisms, and third-party cookie information are available in our comprehensive Cookie Policy at www.psycampus.co.za/cookies/. Disabling non-essential cookies will not affect core educational services.

11. MARKETING COMMUNICATIONS

Marketing communications about educational services and courses are sent with your consent or based on existing customer relationships.

You may opt out at any time through:

Unsubscribe links in emails
Contacting admin@psycampus.co.za
Account preference settings

Opt-out requests are processed within 48 hours.

12. RETENTION PERIODS

Personal information is retained only as long as necessary for legitimate business purposes, legal compliance, and data subject rights:

Customer and Service Records:

Registration and service enrollment data: 7 years after account closure or last service
Educational records and completion data: 7 years after service completion or as required by professional/regulatory standards
Service interaction history: 7 years after last engagement

Legal and Compliance Records:

Dispute-related communications: Until all legal limitation periods expire (typically 3-5 years)
Regulatory compliance records: As required by applicable laws (minimum 5 years)
Consumer protection act records: 5 years from transaction date

Technical and Analytics Data:

Website access logs: 12 months from collection
Cookie consent records: Until withdrawal plus 2 years for audit purposes
Security incident records: 7 years from incident for legal protection

Retention Justification:

7-year periods align with South African business record requirements
5-year periods meet tax authority (SARS) requirements
Legal protection periods based on prescription act limitations
Consent records retained for regulatory audit purposes

Payment card details are processed securely by PayFast in accordance with their privacy policy and PCI DSS compliance standards. PayFast retains transaction records as required for regulatory compliance and fraud prevention. The Company does not store or have access to payment card details.

Upon expiry of retention periods, personal information is securely destroyed using certified deletion methods ensuring complete and irreversible removal.

13. SECURITY BREACH NOTIFICATION

In case of security breaches that may cause harm, we will:

Notify the Information Regulator within 72 hours
Inform affected individuals as soon as reasonably possible
Provide details of the breach and protective measures
Implement remedial actions to prevent recurrence

14. MINORS

Our services are designed for qualified psychology professionals. We do not knowingly collect information from individuals under 18 years. If such information is inadvertently collected, it will be deleted immediately upon discovery.

15. ARTIFICIAL INTELLIGENCE USAGE

The Company does not use student data, personal information, or platform interactions to train artificial intelligence models or machine learning systems without explicit informed consent. AI tools may be used by Professional Contributors in content development as disclosed in our Terms of Service Section 3A, subject to professional validation requirements.

16. AUTOMATED DECISION-MAKING

We may use automated processing for:

Educational service scheduling and capacity management
Payment processing and fraud detection
Website security and access control

Automated Discount Codes: Discount codes are generated automatically based on the HPCSA registration date submitted by the applicant. PsyCampus does not independently verify registration details at the time of issue. PsyCampus reserves the right to audit submissions and revoke any coupon code found to have been issued on the basis of inaccurate or fraudulent information, without refund of any amounts paid.

You have the right to request human review of automated decisions affecting you.

17. INFORMATION OFFICER

Our designated Information Officer handles POPIA compliance and can be contacted at:

Email: admin@psycampus.co.za
Phone: +27 60 505 3335
Address: 57 Main Rd, Southern Paarl, Paarl, 7620

The Information Officer manages data subject rights requests and serves as liaison with the Information Regulator.

18. COMPLAINTS

General Disputes: For disputes beyond privacy-specific matters, including service quality, billing, contract terms, or general business disputes, refer to the comprehensive dispute resolution procedures in our Terms of Service Section 15, which provides for good faith negotiation, mediation, arbitration, and small claims court options.

19. POLICY AMENDMENTS

This Privacy Policy may be updated to reflect:

Changes in legal requirements
Service modifications or enhancements
New data processing activities
Updates to third-party service providers or processors

Material changes will be communicated through:

Email notification to registered users at least 14 days before the effective date
Website posting with prominent update notices and change summaries
Updated version dates and version numbers on this policy Individual notice for changes affecting specific data processing activities

Non-material changes (such as clarifications, formatting improvements, updated contact details, or minor technical corrections) may be made without advance notice.

You may object to material changes by contacting our Information Officer at admin@psycampus.co.za within 14 days of notification. Continued use of Services after the effective date constitutes acceptance of amended policies. If you do not accept material changes, you may request account termination and data deletion in accordance with Section 9 data subject rights.

20. INTEGRATION WITH OTHER POLICIES

This Privacy Policy operates alongside:

Our Terms & Conditions (Section 11)
Cookie Policy (separate document)
Consumer rights notices (T&Cs Section 2)

In case of conflict, specific privacy provisions take precedence for data protection matters.

21. CONTACT INFORMATION

For privacy inquiries or to exercise your rights:

Agile Online Learning (Pty) Ltd
Trading as PsyCampus
Address: 57 Main Rd, Southern Paarl, Paarl, 7620
Email: admin@psycampus.co.za
Phone: +27 60 505 3335
Business Hours: Monday to Friday, 08:00 – 17:00 (SAST)

22. GOVERNING LAW

Consumer Protection Rights: Nothing in this Privacy Policy limits your statutory rights under the Consumer Protection Act 68 of 2008, including rights to fair marketing practices, plain language documentation, reasonable contract terms, and access to consumer dispute resolution mechanisms. For comprehensive information about your consumer rights, refer to our Terms of Service Section 2 “Important Consumer Rights Notice.” Privacy rights under POPIA and consumer protection rights under CPA operate concurrently and independently.