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Privacy Policy

Version 3.0 – March 2026

1. INTRODUCTION

Huddle operates through a group structure comprising Huddle Education NPC (the non-profit entity) and Huddle Education Software and Training Services (Pty) Ltd (the commercial entity) (collectively referred to as “Huddle”, “we”, “us”, or “our”).

We provide educational tools through our website, offline school-based solutions, and our online learning platform (the “Platform”).

We are committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African data protection and electronic communications laws.

We recognise the trust placed in us by teachers, schools, learners, and families. This Privacy Policy explains what personal information we collect, how we use it, and the rights available to individuals whose information we process.

This Privacy Policy also serves as a data subject notification as contemplated in Section 18 of the Protection of Personal Information Act (POPIA).

2. RESPONSIBLE PARTY

Huddle Education NPC Registration Number: 2025/468085/08

Huddle Education Software and Training Services (Pty) Ltd Registration Number: 2022/841427/07

Email: info@huddle.education Information Officer: Sarah Binos

For the purposes of POPIA, Huddle acts as a Responsible Party, and in certain contexts may act as an Operator on behalf of schools or teachers.

3. SCOPE OF THIS POLICY

This Policy applies to:

  • Visitors to our website
  • Teachers (whether registered independently or through a school)
  • Schools and partner institutions
  • Learners who access the Platform through teacher-issued access

4. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information through the following means:

  • Directly from users, including during registration, onboarding, or use of the Platform
  • From schools, as part of onboarding or programme participation
  • From teachers, when they enable learner access
  • Automatically, through cookies and usage data
  • Through support interactions, where users contact us for assistance
  • When users complete forms on our website or Platform (for example, contact forms, expressions of interest, or programme enquiries).
Support and Direct Communications

When users contact us, we may collect:

  • Names or identifiers
  • Contact details (such as email address or phone number)
  • Device or technical information
  • Details of the request or issue
  • Any other information voluntarily provided

This information is used solely to render services, respond to queries and improve our services.

Information Received from Schools

In some cases, schools may provide or transmit personal information about learners to us.

While we request that only necessary and authorised information is shared, we may occasionally receive additional learner data (for example, class lists or identifying details).

Where this occurs:

  • Access is restricted to authorised personnel
  • The information is treated as sensitive
  • It is not used beyond what is necessary
  • It is deleted or anonymised as soon as reasonably possible

We do not actively request full learner personal datasets.

Schools remain responsible for ensuring that any personal information they share with us has been collected and disclosed in accordance with applicable data protection laws.

Third-Party Links and Donations

Our website or Platform may contain links to third-party websites or services, including donation or payment platforms.

Where users choose to interact with these third-party services, any personal information provided will be processed in accordance with the privacy policies of those third parties, and not this Privacy Policy.

We do not control and are not responsible for the privacy practices of such third-party platforms.

In some cases, we may receive limited information from third-party providers (such as confirmation of a donation or user details necessary for record-keeping), which we will process in accordance with this Privacy Policy.

5. PERSONAL INFORMATION WE COLLECT

5.1 Website Visitors

We collect limited, non-identifying information such as IP address, browser type, device information, and usage behaviour.

5.2 Teachers

We may collect:

  • Full name and surname
  • Email address and contact details (including phone number where provided)
  • School affiliation
  • Grades and subjects taught
  • Account credentials (stored securely in encrypted form)
  • Platform usage data and analytics
  • Communications and support interactions
  • Subscription or account status information (where applicable)

5.3 Schools

We may collect:

  • School name, location, and contact details
  • Information relating to teachers associated with the school
  • Aggregate learner information (such as number of learners, grades, or subjects)
  • Platform usage and performance data
  • Contact details of school representatives

5.4 Learners

All learners must access the Platform using a teacher-issued code. Learners cannot sign up independently.

We collect limited personal information, which may include:

  • First name or identifier
  • Date of birth
  • Email address (where required for access)
  • Grade and/or subject information
  • School name
  • Learning activity, usage data, and progress tracking

Learner information is typically provided or enabled by teachers or schools.

We limit the collection of learner information to what is necessary for the functioning of the Platform.

5.5 Other Users and Enquiries

We may collect personal information from individuals who interact with us outside of direct Platform use, including:

  • Individuals who contact us via forms, email, phone, or support channels
  • Donors or individuals making contributions
  • Partners, funders, or organisations expressing interest in our services

This information may include:

  • Name and surname
  • Contact details (such as email address or phone number)
  • Organisation or affiliation (where applicable)
  • Details of the enquiry, request, or contribution
  • Any additional information voluntarily provided

This information is used to respond to enquiries, manage relationships, process donations (where applicable), and support our operations.

6. CHILDREN’S PERSONAL INFORMATION

Learners using the Platform are generally under the age of 18.

Access to the Platform is enabled through teacher-issued access codes.

Teachers are required, when generating learner access codes, to:

  • Confirm that they have obtained valid parental or guardian consent where required by law
  • Ensure that the Platform is used only with learners for whom such consent has been obtained

This confirmation is recorded and forms part of our compliance framework.

We may implement additional safeguards from time to time to strengthen consent verification.

7. PURPOSE OF PROCESSING

We process personal information for the following purposes:

  • To provide and operate the Platform
  • To enable teaching and learning functionality
  • To allow teachers and schools to manage learner access
  • To support learner progress tracking
  • To improve platform performance and analytics
  • To communicate service-related updates
  • To manage subscriptions and access to paid features (where applicable)
  • To comply with legal and regulatory obligations
  • Processing donations or contributions
  • Managing enquiries, relationships, and communications with users, partners, or donors

8. COMMUNICATIONS AND MARKETING

Service Communications

We may send communications necessary for the operation and use of the Platform, including:

  • Account notifications
  • Platform updates and feature releases
  • Service announcements
  • Changes to terms or policies

These communications form part of the service and do not require marketing consent.

Marketing Communications

We will only send marketing communications to teachers or schools where they have provided explicit consent.

Users may withdraw consent at any time.

We do not send marketing communications directly to learners.

Marketing via WhatsApp will only occur where explicit opt-in consent has been provided.

9. WHATSAPP COMMUNICATIONS

We may communicate with users via WhatsApp where:

  • The user has initiated contact with us; or
  • The user has provided consent to receive such communications

These communications may include support responses, onboarding assistance, and service-related updates.

Users may opt out of WhatsApp communications at any time.

10. SHARING OF PERSONAL INFORMATION

We do not sell personal information.

We may share personal information:

  • With service providers who support the operation of the Platform
  • With schools where necessary for educational delivery
  • Where required by law or legal process
  • In aggregated or de-identified form for reporting or research

All third parties are required to maintain appropriate safeguards.

11. CROSS-BORDER TRANSFERS

In some cases, personal information may be processed or stored outside of South Africa.

Where this occurs, we take reasonable steps to ensure that such information is protected in accordance with POPIA, including ensuring that the recipient is subject to appropriate data protection safeguards.

12. DATA SECURITY

We implement appropriate technical and organisational measures to protect personal information, including:

  • Encrypted password storage
  • Access controls
  • Secure infrastructure
  • Staff training and awareness

13. DATA RETENTION

We retain personal information only for as long as necessary:

  • Teacher data: for the duration of the account and a reasonable period thereafter
  • Learner data: while linked to a teacher, class, or school, and deleted or anonymised thereafter
  • Usage data: for analytics and improvement purposes
  • Support-related information: for as long as necessary to resolve queries

Where consent is not obtained, learner data is deleted within a reasonable period (typically not exceeding 30 days).

14. DATA SUBJECT RIGHTS

In terms of POPIA, individuals have the right to:

  • Access personal information held about them
  • Request correction or deletion of information
  • Object to certain processing activities
  • Withdraw consent where applicable
  • Lodge a complaint with the Information Regulator

Requests may be directed to: info@huddle.education

15. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar technologies to:

  • Enable Platform functionality
  • Analyse usage
  • Improve performance
  • Support security

Users may manage cookie preferences through their browser settings.

16. LEGAL DISCLOSURE (ECTA)

Huddle Education NPC Registration Number: 2025/468085/08

Huddle Education Software and Training Services (Pty) Ltd Registration Number: 2022/841427/07

Address: Office 101A, 1 Logan Way, Pinelands, Cape Town, 7405
Website: https://www.huddle.education
Email: info@huddle.education

17. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. Material changes will be communicated to users where appropriate.

You must check this Privacy Policy from time to time.

18. CONTACT

If you have any questions or concerns about how your personal information is handled, you may contact our Information Officer, Sarah Binos. She can be reached at info@huddle.education or at our offices at Office 101A, 1 Logan Way, Pinelands, Cape Town, 7405. We are here to ensure your data is treated with care and transparency.

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