Introduction
iSpaan Tech Solutions (Pty) Ltd ("iSpaan", "we", "our" or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard personal information when you use our learner, programme, attendance and workplace-learning platform and related services.
It applies to learners, applicants, training providers, host employers, supervisors, programme managers, funders, implementing partners, administrators and other authorised users. Programme partners may also have their own privacy notices for processing they are responsible for.
Information We Collect
Information collected depends on your role, programme and the features you use. It may be provided by you, an authorised programme partner, or collected through your use of the Platform.
Personal Information
- Name and contact details
- ID or passport details, learner or student number
- Date of birth or age, demographic and profile details where required
Account & Device Information
- Login, authentication and session information
- Browser, device, operating system and IP address
- Preferences and platform interactions
Programme Data
- Applications, enrolment and completion status
- Programme, provider, host employer and placement details
- Training and workplace site information
Attendance Data
- GPS coordinates and location accuracy
- QR check-ins, check-outs and timestamps
- Site verification, supervisor confirmations and attendance disputes
Learning & Workplace Data
- Progress, assessments, results and feedback
- WIL hours, logbooks, tasks and timesheets
- Evidence, supervisor reviews and approvals
Uploaded Content
- CVs, certificates and supporting documents
- Learner-supplied evidence and career profiles
- Photos where required by a programme or feature
Communication Data
- Support requests and issue reports
- Programme notices and correspondence
- Platform messages and relevant interaction logs
Stipend-readiness records and reported employment outcomes may also be linked to programme information. Only submit other people’s information or confidential workplace materials where you are authorised to do so.
How We Use Your Information
We use information for the following purposes, where relevant to your programme and supported by an applicable lawful basis.
Educational Services
- Create and manage learner accounts
- Provide learning resources and track progress
- Support assessments and learning delivery
Programme Administration
- Process applications and enrolments
- Coordinate providers, placements and host sites
- Communicate programme requirements and notices
Attendance Verification
- Check GPS or QR attendance records
- Compare check-ins with authorised sites
- Review confirmations, disputes and possible errors
Stipend-Readiness Support
- Review attendance and evidence requirements
- Show missing items and monthly readiness
- Support the authorised payer’s review process
Workplace-Learning Monitoring
- Record WIL hours, tasks and evidence
- Support supervisor reviews and approvals
- Monitor workplace participation and progression
Reporting & Analytics
- Generate programme and funder reports
- Identify risks and intervention needs
- Track completion, placement and employment outcomes
Career Support
- Provide career guidance and recommendations
- Support relevant opportunities and placements
- Share a profile with prospective partners where authorised
Security & Fraud Prevention
- Authenticate users and enforce permissions
- Investigate suspicious activity and inaccurate records
- Maintain audit and operational logs
Legal & Compliance Obligations
- Meet applicable reporting and legal requirements
- Respond to lawful requests and privacy enquiries
- Handle disputes and protect legitimate rights
We also maintain and improve the Platform, monitor service performance and provide technical support. Processing may be necessary for an agreement or legal obligation, supported by legitimate interests where permitted, or based on consent where required. Specific purposes and permissions depend on the relevant service and programme.
Data Protection and Security
We use technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure or destruction. Platform controls include encrypted HTTPS connections, hosted cloud infrastructure, authentication checks, role-based access and audit logging.
Operational safeguards include access review and monitoring, security updates, and backup and recovery capabilities where configured. Access to learner and programme records is limited by assigned responsibilities. No transmission or storage system can guarantee absolute security; protect your credentials and report suspected account misuse promptly.
Information Sharing
We do not sell, trade or rent your personal information. Relevant information may be shared with the following recipients for authorised purposes, subject to applicable law and access restrictions.
Programme Partners
- Training providers and host employers
- Supervisors and authorised programme administrators
- Funders and implementing partners for programme administration, reporting and oversight
Service Providers
- Hosting, cloud storage and authentication providers
- Support, performance and analytics services
- Configured AI services when those features are used, subject to applicable processing terms
Legal Requirements
- Government or regulatory bodies where required
- Lawful requests and legal proceedings
- Protection of rights, safety and platform integrity
With Your Consent
- Specific opportunities or profile sharing where permission is required
- Optional communications where consent applies
- Other purposes explained when consent is requested
Service providers are given access for their assigned services under applicable confidentiality and processing obligations. Reports may use aggregated or de-identified information where suitable. A business transfer or merger may involve a transfer of information with prior notice and appropriate safeguards. Third-party websites linked from iSpaan have their own privacy practices.
Your Privacy Rights
Subject to applicable law and the circumstances of processing, you may:
- Request access to your personal information and available copies.
- Ask for inaccurate, incomplete or outdated information to be corrected.
- Request deletion where we are no longer authorised to retain information.
- Object to processing or request restriction where applicable.
- Withdraw consent where consent is the legal basis, without affecting processing already lawfully carried out.
- Update available preferences and opt out of optional marketing communications.
- Lodge a privacy complaint.
Email support@ispaan.co.za with your request. We may need to verify your identity and authority before disclosing or changing records. A request to close an account does not automatically remove records subject to lawful retention obligations. Some requests may be limited by applicable law or the rights of others.
You may complain to the Information Regulator (South Africa), including where you are dissatisfied with how your personal information is handled.
Data Retention
We retain personal information for as long as needed for lawful purposes such as programme delivery, reporting, audit requirements, contractual obligations, legal compliance and dispute resolution. Retention depends on the record type, programme requirements and applicable obligations.
Programme completion, exit or account closure may result in archiving and changes to access. It does not automatically erase records that must or may lawfully be retained. When retention is no longer authorised, information must be deleted, destroyed or de-identified as appropriate. Backup copies and recovery processes must also be considered when handling deletion requests.
Contact the privacy team for the retention requirements applicable to your records. This policy does not assign a single retention period to every learner, attendance, financial or evidence record.
Children’s Information
iSpaan is not exclusively an adults-only platform: some programmes may accept learners aged 16 or 17. Admission requirements and programme permissions still apply. A child’s personal information may only be processed where permitted by applicable law, including prior consent from a competent person, such as an authorised parent or guardian, or another applicable lawful authorisation under POPIA.
Programme partners must establish the required authority before submitting a minor’s information and restrict access to those with a legitimate programme responsibility. Contact us if you believe a child’s information has been submitted without the necessary authority so we can assess restriction, correction or deletion where appropriate. Browser location permission is not a substitute for any required competent-person consent.
International Data Transfers
Cloud hosting, support, analytics or configured AI service providers may process information outside South Africa. Processing locations depend on the providers and services used; contact us for information relevant to your programme.
Transfers must meet applicable requirements under POPIA’s cross-border transfer provisions. Where applicable, safeguards may include an adequate level of protection under law or binding arrangements, or another permitted basis for transfer. Additional requirements can apply to children’s or special personal information. This policy does not promise that all information remains in South Africa.
Automated and AI-Assisted Processing
Where enabled, automated or AI-assisted features may support career recommendations, risk alerts, evidence classification, programme analytics and support responses. The information used depends on the feature, its permissions and its configured service providers.
Contact your programme administrator or privacy team to question an automated result, request relevant information or raise a correction. Do not submit confidential employer information or other people’s personal information to an AI feature without authority.
Location and Attendance Data
When and why location is used
With browser or device permission, attendance features may request GPS coordinates and accuracy when the attendance screen opens and during check-in or check-out. QR records, timestamps and supervisor confirmations may be combined with location and workplace-site information to verify attendance, WIL hours and programme requirements.
Ongoing location updates
Location updates can continue while an attendance feature is open, including after workplace check-in for site-radius or workplace-exit monitoring. Where enabled, moving outside the workplace radius may lead to warnings and automatic check-out. Browser and device restrictions affect whether updates continue when a page is backgrounded. The Platform is not intended to track your movements outside the attendance feature.
Attendance locations and related verification or exit events may be stored with programme records. Relevant records are available to authorised administrators, supervisors and programme partners according to their responsibilities, rather than all users.
Permissions and disputes
You can revoke location permission in your browser or device settings; GPS verification may then be unavailable. If a reading, attendance record or automatic check-out is incorrect, use the available attendance dispute or report-an-issue workflow, or contact your programme administrator or support. GPS readings can be inaccurate. Include the date, site and relevant evidence so an authorised person can review the record.
Stipend and Programme Eligibility Data
Attendance, approved evidence, timesheets and supervisor confirmations may be used to calculate or display stipend readiness and programme eligibility indicators. Authorised providers, programme administrators, funders or contracting payers may receive relevant records for review.
A readiness indicator is not a payment guarantee. The final decision, amount and timing may rest with the relevant funder, programme administrator or contracting payer under the applicable agreement. iSpaan is not the payer unless it is expressly the contracting payer. You can request correction of the underlying records and raise disputes with your programme administrator.
Changes to This Privacy Policy
We may update this policy when our services, information practices or legal obligations change. The effective and last-updated dates appear at the top of the page. Material changes will be communicated through the Platform or appropriate contact channels, with any notice or consent required by applicable law.
Updated wording does not remove your privacy rights or replace consent that must be requested for a specific purpose. Please review the policy when you receive a change notice. The Terms of Service separately describe changes to the contractual Terms.
Contact Information
For privacy enquiries, access or correction requests, and questions about this policy, use the contact details below. Privacy and support enquiries currently use the same mailbox.
- Company
- iSpaan Tech Solutions (Pty) Ltd
- Country
- South Africa
- Privacy enquiries
- support@ispaan.co.za
- Support
- support@ispaan.co.za
- Information Officer
- Request the designated officer’s details through support@ispaan.co.za.
- Registered company particulars
- Contact support for the registration number and registered office details.
- Information Regulator
- Official complaints route
We may need to verify your identity and authority. Do not email passwords, PINs or unnecessary identity documents. You can also reach us through the Contact page.