Privacy Policy

   iLuma Privacy Policy

Effective date: January 2022

Last updated: 28 June 2024

1. Introduction

iLuma ("we", "our", or "us") is a tutoring company based in South Africa. We are committed to protecting the personal information of the parents, guardians, and students who use our services. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

By submitting an enquiry or engaging with iLuma's services, you agree to the terms of this Privacy Policy.

2. Information We Collect

We collect the following categories of personal information:

2.1 Contact Information

• Full name of parent or guardian
• Email address
• Phone number
• Physical or postal address

2.2 Student Information

• Student's full name
• Age and date of birth
• Grade or year of study
• School name
• Academic subjects and performance levels
• Learning goals and areas requiring support

2.3 Payment Information

• Billing name and address
• Payment method details (processed securely through our payment provider)
• Transaction history and invoices

We do not store full payment card details on our systems. All payment transactions are handled by a secure, PCI-DSS compliant third-party payment processor.

3. How We Use Your Information

We use your personal information for the following purposes:

• To respond to your tutoring enquiry and assess your child's needs
• To match your child with a suitable tutor
• To schedule and manage tutoring sessions
• To process payments and issue invoices
• To communicate updates, session reminders, and progress reports
• To improve our services and internal processes
• To comply with our legal and regulatory obligations

We will not use your personal information for any purpose other than those listed above without your prior consent

4. Legal Basis for Processing

Under POPIA, we process your personal information on the following grounds:

• Performance of a contract: to deliver tutoring services you have requested
• Legitimate interest: to manage and improve our business operations
• Legal obligation: to comply with applicable South African laws and regulations
• Consent: where you have provided explicit consent, such as for marketing communications

5. Sharing Your Information

We do not sell or rent your personal information to third parties. We may share your information with:

• Tutors engaged by iLuma, strictly for the purpose of delivering your sessions
• Payment processors for secure transaction handling
• IT and software service providers who support our operations, under strict confidentiality obligations
• Regulatory authorities or law enforcement where required by law

Any third party with whom we share personal information is required to handle it in accordance with POPIA and our data protection standards.

6. Data Retention

We retain your personal information for as long as is necessary to fulfil the purposes for which it was collected, or as required by law. Specifically:

• Enquiry and contact records: up to 12 months if no service is commenced
• Active client records: for the duration of the tutoring relationship
• Payment and financial records: 5 years in accordance with South African tax law
• Academic and progress records: up to 2 years after the tutoring relationship ends
• 
  

Once personal information is no longer required, it will be securely deleted or anonymised.

7. Security of Your Information

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, or disclosure. These measures include:

• Secure, password-protected systems and databases
• Restricted access to personal information on a need-to-know basis
• Secure payment processing through a certified third-party provider
• Regular review of our data handling practices
• 
  

While we take every reasonable precaution, no method of electronic storage or transmission is 100% secure. In the event of a data breach that poses a risk to your rights, we will notify you and the Information Regulator as required by POPIA.

8. Your Rights

Under POPIA, you have the following rights regarding your personal information:

• Right to access: you may request a copy of the personal information we hold about you
• Right to correction: you may request that inaccurate or incomplete information be corrected
• Right to deletion: you may request that we delete your personal information, subject to our legal obligations
• Right to object: you may object to the processing of your personal information in certain circumstances
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us using the details provided in Section 10.

9. Children's Privacy

Our services are directed at students, including minors. We collect personal information about children only from their parents or legal guardians. We do not knowingly collect personal information directly from children under the age of 18 without verifiable parental consent.

Parents and guardians may contact us at any time to review, update, or request deletion of their child's personal information.

10. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or wish to make a complaint, please contact us:

iLuma online pty (ltd)

Email: hello@ilumatutoring.co.za

South Africa

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Regulator of South Africa:

The Information Regulator (South Africa)

Website: www.inforegulator.org.za

Email: inforeg@justice.gov.za

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by email or by posting the updated policy on our website. The updated policy will take effect from the date indicated at the top of the document.

iLuma online pty (ltd)  |  South Africa  |  POPIA Compliant