Privacy Policy

1. Who we are (Responsible Party)

For the purposes of POPIA, Numalo Services is the "Responsible Party" that determines the purpose of and means for processing your personal information.

• Business: Numalo Services
• Registration: [Company registration number]
• Address: [Registered physical address, South Africa]
• Email: info@numaloservices.com
• Phone: +27 (73) 371-8275

2. Information Officer

Our designated Information Officer is responsible for ensuring compliance with POPIA and for handling any queries, requests, or complaints regarding your personal information:

[Information Officer name] — info@numaloservices.com

3. Personal information we collect

Depending on the service you request, we may collect and process the following categories of personal information:

• Identifying information — full name, identity or passport number, date of birth, nationality;
• Contact details — email address, telephone number, physical or postal address;
• Academic information — transcripts, certificates, qualifications and related records;
• Application information — programme choices, institution details, visa and SAQA information;
• Documents you provide or authorise us to obtain on your behalf;
• Correspondence and enquiry details submitted through our website contact form or by email;
• Technical information — such as IP address and basic analytics collected automatically when you use our website (see "Cookies and analytics" below).

4. How we collect your information

We collect personal information directly from you when you complete our contact form, request a quotation, engage our services, or correspond with us. Where necessary and with your authorisation, we may collect information from third parties such as educational institutions, SAQA, or relevant authorities in order to deliver the service you have requested.

5. Why we process your information (purpose and lawful basis)

We process your personal information for the following purposes:

• To respond to your enquiries and provide quotations;
• To prepare, submit, and manage university, college, SAQA, visa, and document applications on your behalf;
• To obtain legal and civil documents where you have authorised us to do so;
• To communicate with you about the status of your applications and requirements;
• To comply with our legal and regulatory obligations.

We rely on the following lawful bases under POPIA: your consent; the performance of a contract or steps taken at your request prior to entering a contract; compliance with a legal obligation; and our legitimate interests in operating and improving our services.

6. Consent

Where we rely on your consent to process your personal information, you may withdraw that consent at any time by contacting our Information Officer. Withdrawing consent will not affect the lawfulness of processing carried out before the withdrawal, and may affect our ability to provide certain services.

7. Sharing and disclosure

We do not sell your personal information. We may share it only where necessary to deliver our services or meet a legal requirement, including with:

• Universities, colleges, and other educational institutions to which you apply;
• The South African Qualifications Authority (SAQA), VFS centres, and relevant government departments;
• Courier companies and document-handling service providers;
• Trusted operators (such as IT, hosting, and email providers) who process information on our behalf under written agreements requiring appropriate security and confidentiality.

8. Cross-border transfers

Some of our service providers (for example, cloud hosting or email services) may store or process information outside South Africa. Where personal information is transferred across borders, we take reasonable steps to ensure it is protected by a comparable level of protection as required by POPIA.

9. How we protect your information

In line with Section 19 of POPIA, we maintain appropriate, reasonable technical and organisational measures to safeguard your personal information against loss, damage, unauthorised access, and unlawful processing. These include secure online document-sharing, access controls, and confidentiality obligations for anyone who processes information on our behalf. While we take reasonable steps to protect your information, no method of transmission or storage is completely secure.

10. How long we keep your information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, to provide our services, and to comply with legal, regulatory, tax, or reporting obligations. When information is no longer required, we securely delete or de-identify it.

11. Your rights as a data subject

Under POPIA you have the right to:

• Request access to the personal information we hold about you;
• Request that we correct or update inaccurate or incomplete information;
• Request that we delete or destroy information that is no longer required;
• Object, on reasonable grounds, to the processing of your information;
• Withdraw your consent where processing is based on consent;
• Lodge a complaint with the Information Regulator.

To exercise any of these rights, please contact our Information Officer at info@numaloservices.com. We may need to verify your identity before actioning a request.

12. Cookies and analytics

Our website may use cookies and similar technologies to enable core functionality and to understand how the site is used. You can control or disable cookies through your browser settings, although some features may not function correctly as a result. Where website analytics are used, they help us improve our content and services.

13. Children's information

We do not knowingly collect personal information relating to children without the consent of a competent person (such as a parent or legal guardian). Where we assist a minor applicant, we require appropriate authorisation.

14. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on this page, with the "Last updated" date shown above.

15. Contact us and complaints

If you have any questions about this Privacy Policy or how we handle your personal information, please contact our Information Officer at info@numaloservices.com.

You also have the right to lodge a complaint with the Information Regulator of South Africa:

• Information Regulator (South Africa)
• Email (complaints): complaints.IR@justice.gov.za
• Email (POPIA queries): POPIAComplaints@inforegulator.org.za
• Website: inforegulator.org.za