Privacy Policy

Johannesburg Polytechnic (Pty) Ltd

Privacy Policy

Effective Date: 01/07/2026
Version: 3.0

1. Introduction

Johannesburg Polytechnic (Pty) Ltd (“Johannesburg Polytechnic”, “we”, “our”, or “us”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, disclose, store, protect, and retain your personal information when you use our website, online learning platform, mobile applications, student portals, and related services (collectively referred to as the “Platform”).

This Privacy Policy has been prepared in accordance with:

• The Protection of Personal Information Act, 4 of 2013 (“POPIA”);
• The Promotion of Access to Information Act, 2 of 2000 (“PAIA”);
• The Electronic Communications and Transactions Act, 25 of 2002 (“ECTA”);
• Other applicable South African legislation.

By accessing or using our Platform, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are

Johannesburg Polytechnic (Pty) Ltd is responsible for determining the purposes and means of processing personal information collected through our Platform.

For purposes of POPIA, Johannesburg Polytechnic acts as the Responsible Party.

3. Scope of this Policy

This Privacy Policy applies to:

• Visitors to our website;
• Prospective students;
• Registered students;
• Alumni;
• Parents and guardians (where applicable);
• Employees and job applicants;
• Contractors and consultants;
• Business partners;
• Website users;
• Corporate clients;
• Third-party instructors (where applicable).

4. Personal Information We Collect

Depending on the services you use, we may collect the following categories of personal information.

Identity Information

• Full name
• Identity number or passport number
• Date of birth
• Nationality
• Gender
• Student number
• Photographs
• Identification documents

Contact Information

• Email address
• Telephone numbers
• Residential address
• Postal address
• Emergency contact information

Account Information

• Username
• Password (encrypted)
• Security settings
• Login history
• User preferences

Academic Information

• Qualifications
• Academic records
• Course enrolments
• Assessment results
• Examination records
• Attendance records
• Certificates issued
• Recognition of Prior Learning (RPL) documentation

Financial Information

• Payment history
• Billing information
• Tax invoices
• Banking details where required
• Scholarships or bursary information

Johannesburg Polytechnic does not store full payment card details. Card payments are processed securely by authorised third-party payment service providers.

Technical Information

• IP address
• Browser type
• Device information
• Operating system
• Cookies
• Website usage information
• LMS activity logs
• Session information

Communications

• Emails
• Support tickets
• Feedback
• Surveys
• Chat messages
• Telephone call recordings where permitted by law

5. Special Personal Information

Johannesburg Polytechnic generally does not intentionally process special personal information unless:

• required by law;
• necessary for disability support;
• required for reasonable accommodation;
• necessary for health and safety;
• consent has been obtained;
• otherwise authorised under POPIA.

6. Information We Collect Automatically

When you visit our website we may automatically collect information such as:

• pages visited;
• referring websites;
• date and time of access;
• browser language;
• session duration;
• clickstream data;
• device identifiers;
• location derived from IP address;
• cookies and similar technologies.

7. How We Collect Personal Information

We collect information:

• directly from you;
• during account registration;
• when purchasing courses;
• during student admissions;
• through online forms;
• during examinations;
• through customer support;
• from employers sponsoring training;
• from publicly available sources where legally permitted;
• from authorised third parties.

8. Purpose of Processing

We process personal information to:

• create learner accounts;
• provide educational services;
• administer admissions;
• process payments;
• verify identities;
• conduct examinations;
• issue certificates;
• manage student records;
• communicate with learners;
• provide academic support;
• respond to enquiries;
• improve our services;
• maintain platform security;
• prevent fraud;
• comply with legal obligations;
• conduct internal reporting and analytics;
• maintain accreditation requirements.

9. Lawful Basis for Processing

We process personal information where:

• you have given consent;
• processing is necessary to perform a contract;
• processing is required by law;
• processing protects your legitimate interests;
• processing serves Johannesburg Polytechnic’s legitimate business interests and does not override your rights.

10. Cookies and Similar Technologies

Our website uses cookies and similar technologies to:

• remember user preferences;
• maintain login sessions;
• analyse website traffic;
• improve user experience;
• enhance website security.

You may disable cookies through your browser settings, although certain Platform features may not function correctly.

11. Disclosure of Personal Information

Johannesburg Polytechnic may share personal information with:

• payment service providers;
• learning management system providers;
• cloud hosting providers;
• examination and proctoring service providers;
• accreditation bodies;
• regulatory authorities;
• government departments where legally required;
• auditors;
• legal advisers;
• debt recovery agencies where necessary;
• technology service providers under confidentiality obligations.

We do not sell personal information to third parties.

12. International Transfers

Where personal information is transferred outside South Africa, Johannesburg Polytechnic will ensure that:

• the receiving country provides an adequate level of protection; or
• appropriate contractual safeguards are implemented; or
• another lawful basis under POPIA applies.

13. Data Security

Johannesburg Polytechnic maintains appropriate technical and organisational measures to protect personal information against:

• unauthorised access;
• accidental loss;
• unlawful destruction;
• alteration;
• disclosure;
• cyber-attacks.

Security measures include:

• SSL/TLS encryption;
• encrypted passwords;
• role-based access controls;
• firewalls;
• anti-malware protection;
• regular security updates;
• access logging;
• secure backups;
• staff confidentiality obligations.

While we strive to protect your information, no internet transmission or electronic storage system can be guaranteed to be completely secure.

14. Retention of Personal Information

We retain personal information only for as long as necessary to:

• provide educational services;
• comply with legal obligations;
• satisfy accreditation requirements;
• resolve disputes;
• enforce agreements.

Academic transcripts, certificates, and qualification records may be retained permanently where necessary to verify academic achievements.

When personal information is no longer required, it will be securely destroyed or anonymised.

15. Your Rights Under POPIA

Subject to applicable law, you have the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request deletion where legally permissible;
• object to certain processing;
• withdraw consent where processing is based on consent;
• request restriction of processing;
• lodge a complaint with the Information Regulator;
• institute civil proceedings where permitted by law.

Certain requests may be declined where Johannesburg Polytechnic has a legal obligation to retain the information.

16. Access and Correction Requests

Requests to access or correct personal information should be submitted in writing using the contact details provided below.

Johannesburg Polytechnic may require proof of identity before processing such requests.

17. Marketing Communications

We may send information relating to:

• new courses;
• promotions;
• educational events;
• newsletters;
• institutional announcements.

You may unsubscribe from marketing communications at any time.

Service-related communications relating to your enrolment, payments, examinations, or certification cannot be opted out of while you remain an active learner.

18. Children’s Privacy

Where learners are under the age of 18 years, Johannesburg Polytechnic may require consent from a parent or legal guardian where required by law.

We do not knowingly collect personal information from minors without appropriate authorisation.

19. Third-Party Websites

Our Platform may contain links to third-party websites.

Johannesburg Polytechnic is not responsible for the privacy practices or content of external websites.

Users should review the privacy policies of those third parties.

20. Data Breaches

Where Johannesburg Polytechnic becomes aware of a security compromise involving personal information, we will:

• investigate the incident;
• take reasonable steps to contain the breach;
• notify affected individuals where required by POPIA;
• notify the Information Regulator where legally required;
• implement corrective measures.

21. Automated Decision-Making

Johannesburg Polytechnic does not make decisions producing legal or similarly significant effects solely by automated means without appropriate human oversight.

Automated systems may be used to personalise learning experiences, recommend courses, detect fraud, or improve platform performance.

22. Information Officer

In accordance with POPIA and PAIA, Johannesburg Polytechnic has appointed an Information Officer responsible for overseeing compliance with data protection legislation.

Requests relating to privacy or access to information may be directed to the Information Officer using the contact details below.

23. Complaints

If you believe Johannesburg Polytechnic has processed your personal information unlawfully, you should first contact us so that we may attempt to resolve your concern.

If you remain dissatisfied, you may lodge a complaint with the Information Regulator (South Africa).

Information Regulator (South Africa)

Website: https://www.justice.gov.za/inforeg/

Email: complaints.IR@justice.gov.za

General Enquiries: inforeg@justice.gov.za

24. Changes to this Privacy Policy

Johannesburg Polytechnic may amend this Privacy Policy from time to time.

Material changes will be published on our website together with the revised effective date.

Continued use of the Platform after publication constitutes acceptance of the updated Privacy Policy.

25. Contact Us

Johannesburg Polytechnic (Pty) Ltd

Email: info@polytechnic.co.za

Website: https://www.polytechnic.co.za

Business Hours:

Monday to Friday

08:00 – 17:00 (South African Standard Time)

26. Acceptance

By using Johannesburg Polytechnic’s website, online learning platform, or services, you acknowledge that you have read, understood, and agree to this Privacy Policy.