EduPace Privacy Policy

HashData (Pty) Ltd ("HashData," "we," "us," or "our"), a company registered in South Africa, is committed to protecting the privacy and security of personal information collected through the EduPace curriculum management platform ("Service"). This Privacy Policy explains how we collect, use, disclose, and protect personal and educational data in connection with the Service, in compliance with South Africa’s Protection of Personal Information Act (POPIA) and other applicable data protection laws. By using the Service, you ("Subscriber," "you," or "your") agree to the practices described in this Privacy Policy.

Scope of This Policy

This Privacy Policy applies to all personal information collected from Subscribers (e.g., special schools or educational institutions) and their authorized Users (e.g., teachers, administrators, or staff) in connection with the Service. It covers data provided during account creation, use of the Service, and any interactions with our support team.

Information We Collect

• Personal Information: We collect information such as names, email addresses, job titles, and contact details of Users and Subscriber representatives to manage accounts and provide the Service.
• Educational Data: We collect curriculum-related data, such as lesson plans, assessment records, and student progress information, as entered by Users to support the DCAPS curriculum management.
• Usage Data: We collect information about how the Service is used, including IP addresses, browser types, device information, and interaction logs, to improve functionality and security.
• Payment Information: We collect billing details, such as credit card numbers or bank account information, processed securely through third-party payment providers, to facilitate Subscription payments.

How We Use Your Information

We use the collected information to:

• Provide and maintain the Service, including managing User accounts and delivering curriculum management features.
• Process Subscription payments and issue invoices.
• Communicate with Subscribers and Users about account updates, Service changes, or support inquiries.
• Monitor and improve the Service’s performance, usability, and security.
• Comply with legal obligations, such as POPIA requirements for data protection.
• Generate anonymized, aggregated data for analytics and reporting, ensuring no individual or Subscriber is identifiable.

Data Sharing and Disclosure

We may share your information in the following circumstances:

• Service Providers: We share data with trusted third-party providers (e.g., cloud hosting, payment processors) who assist in delivering the Service, subject to strict confidentiality agreements.
• Legal Requirements: We may disclose data if required by law, court order, or regulatory authority, such as to comply with POPIA or other legal obligations.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, Subscriber and User data may be transferred to a successor, with notice provided to Subscribers.

We do not sell or share personal information with third parties for marketing purposes.

Data Security

• We implement reasonable technical and organizational measures, such as encryption and access controls, to protect personal and educational data from unauthorized access, loss, or disclosure.
• Subscribers are responsible for maintaining the security of their User accounts, including keeping credentials confidential.
• While we strive to protect your data, no system is completely secure, and we cannot guarantee absolute security.

Data Retention

• We retain personal and educational data for as long as necessary to provide the Service and fulfill our legal obligations.
• Upon termination of a Subscription, we provide Subscribers with up to 30 days to export their data, after which we may delete the data in accordance with our retention policies, unless required to retain it by law.

Your Rights

Under POPIA and other applicable laws, Subscribers and Users may have the following rights regarding their personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request corrections to inaccurate or incomplete data.
• Deletion: Request deletion of your data, subject to legal retention requirements.
• Objection: Object to certain processing activities, such as analytics, where applicable.

To exercise these rights, contact us at info@edupace.co.za. We will respond within a reasonable timeframe, as required by law.

Subscriber Responsibilities

• Subscribers are responsible for obtaining necessary consents from Users or their guardians (e.g., for minors) before providing personal or educational data to the Service.
• Subscribers must ensure compliance with applicable data protection laws when using the Service.

Children’s Privacy

• The Service is designed for use by special schools and their authorized Users, not directly by children.
• We may process personal information about students (e.g., educational records) as provided by Subscribers. Subscribers must obtain parental or guardian consent for such data, as required by law.

International Data Transfers

• The Service may store or process data in secure cloud servers located outside South Africa. We ensure that any international data transfers comply with POPIA and include appropriate safeguards, such as standard contractual clauses.
• By using the Service, you consent to the transfer of data to jurisdictions that may have different data protection laws, subject to our compliance measures.

Changes to This Privacy Policy

• We may update this Privacy Policy to reflect changes in our practices or legal requirements. The updated policy will be posted on the EduPace website, and the "Last Updated" date will be revised.
• Continued use of the Service after such changes constitutes acceptance of the updated Privacy Policy.

Contact Information

For questions about this Privacy Policy or our data practices, contact:

• HashData (Pty) Ltd
• Email: info@edupace.co.za
• Address: E001, Fairway Square, 23 Fairway Close, Parow Golf Course, Parow, Cape Town, 7500