01Who this policy covers
This policy explains how SMARTPREPREMOTE (Pty) Ltd, registration number 2025/319485/07, at 9 The Grail Street, Edenburg, Sandton, 2191, South Africa (“SmartPrep”), handles information about students, parents, tutors, instructors, service providers, bursary funders and institutions.
02Information we collect
- Client names, email addresses, telephone numbers, academic needs, subjects, levels and location where an in-person service is requested.
- Billing, payment and funding-route details. Card data is handled by the applicable payment provider and is not stored as plain card details by SmartPrep.
- Tutor and contractor contact details, identity or passport information, qualifications, transcripts, bank details, timesheets and performance records.
- IP address, browser, device, cookies and analytics information when you use our websites.
- Information you choose to submit through a form, email, call or message.
03How we use information
- Matching students with tutors and delivering courses.
- Scheduling, service tracking, reporting and support.
- Taking payment, confirming a bursary route and paying service providers.
- Handling enquiries, complaints and disputes.
- Sending service messages and marketing where permitted.
- Improving the website through analytics and meeting legal, audit and contractual duties.
04Lawful grounds
We process information with consent, to perform a contract, to comply with legal duties, or for a legitimate business interest that does not override your rights.
05Who receives information
SmartPrep does not sell personal information. We disclose only what is necessary to matched tutors and service providers, payment processors including Paystack and Intellimali, educational partners or funders where authorised, and public authorities where the law requires it. Recipients must protect the information they receive.
06Services that help us operate
We use service providers to store enquiry and payment records, manage tutoring accounts, arrange calls and send emails. These include Supabase for database services, TutorCruncher for tutoring administration, Cal.com for call bookings and Resend for email delivery. Hosting and technical support providers may also process information needed to run the website. The information shared depends on the service you use.
Booking a call, using a tutoring account or accessing a recorded course may take you to a provider’s platform. Its own privacy notice also applies to information it collects directly.
07Processing outside South Africa
Some service providers may store or process information outside South Africa. Any transfer must meet section 72 of POPIA, for example through an adequate level of protection under law or a binding agreement, your consent, or another applicable legal ground. You can contact info@smartprep.co.za to ask about the providers and safeguards relevant to your information.
08Security
We use reasonable organisational and technical safeguards to protect personal information from loss, misuse, unauthorised access, alteration and disclosure. No internet service can guarantee absolute security.
09Retention
We retain information while the relationship is active and for the period required by law, contract, audit or a legitimate dispute. We then delete, anonymise or securely archive it.
10Cookies and analytics
Our sites may use necessary cookies and analytics tools to operate, measure traffic and improve performance. The website supports Google Tag Manager, which can load analytics or other tags when configured. Embedded services, such as the booking calendar and video players, may also collect device and usage information when you use them. Browser settings can restrict cookies, although some features may then work differently.
11Your POPIA rights
Send privacy requests to info@smartprep.co.za. We may verify your identity before acting on a request.
- Ask whether we hold your information and request access to it.
- Correct inaccurate or incomplete information.
- Object to direct marketing or qualifying processing.
- Request deletion where retention is no longer lawful or required.
- Withdraw consent without affecting earlier lawful processing.
12Children
POPIA gives children’s personal information special protection. If you are under 18, ask a parent or legal guardian to assist with an enquiry or booking. Processing a child’s information requires prior consent from a person legally competent to consent for the child, such as a parent or guardian, unless another exception under section 35 of POPIA applies.
A parent or guardian can contact info@smartprep.co.za about a child’s information, including to request access, correction or deletion where applicable. We may verify their identity and authority before acting.
13Third-party links
SmartPrep sites may link to services we do not control. Their privacy practices are governed by their own policies.
14Changes and contact
We may update this policy and will publish the effective date on this page. Questions and complaints may be sent to info@smartprep.co.za.
15Complaints to the Information Regulator
You may also complain to South Africa’s Information Regulator about the handling of your personal information. Visit Information Regulator complaints page for the current complaint forms and submission instructions.