Agreement to Terms
These Terms of Service ("Terms") govern your use of iSpaan ("Platform") operated by iSpaan Tech Solutions (Pty) Ltd ("Company," "we," "our," or "us"). By accessing or using our Platform, you agree to be bound by these Terms.
By creating an account, accessing our Platform, or using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.
User Accounts
To access certain features, you must create an account. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
- You must provide accurate and complete information when creating an account.
- You must keep your information up to date.
- You must notify us immediately of any unauthorised use of your account.
- You are responsible for all activities that occur under your account.
Account Types
Learners & Applicants
Learning materials, applications, attendance, programme progress and career guidance.
Training Providers
Enrolments, assessments, workplace placements and programme reporting.
Host Employers
Workplace supervision, attendance confirmations and learner assessments.
Funders & Programme Managers
Programme dashboards, compliance, risk alerts and outcomes.
Administrators have access to management tools, user oversight and platform administration features, within their assigned permissions.
User Roles
The Platform supports learners, applicants, training providers, host employers, supervisors, funders, implementing partners, programme managers and administrators. Access depends on your assigned role, organisation and programme responsibilities.
You may only access records and perform actions that you are authorised to use. Do not share accounts, use another person’s credentials, or access learner or organisation records outside your responsibilities. Supervisors must only confirm activities they are authorised to verify.
Platform Usage
Permitted Use
- Access and use the Platform for educational and authorised programme-management purposes.
- Submit applications and participate in learning programmes.
- Engage with AI-powered career guidance tools.
- Communicate with other users and administrators within your authorised programme context.
- Access and download your personal data.
Prohibited Activities
- Violating any applicable laws or regulations.
- Attempting to gain unauthorised access to the Platform.
- Interfering with or disrupting Platform operations.
- Sharing false or misleading information.
- Using the Platform for commercial purposes without permission.
- Harassing, threatening, or abusing other users.
- Uploading malicious code or harmful content.
Learner and Programme Records
iSpaan manages learner profiles, applications, enrolments, attendance records, workplace evidence, assessments, stipend readiness and programme outcomes. Authorised training providers, host employers, supervisors, funders, implementing partners and programme managers may use relevant records for programme administration, reporting and compliance, subject to applicable permissions and data-protection requirements.
Learners must provide accurate information and may request access to or correction of their personal information. Programme partners are responsible for the accuracy of records they submit or approve and for ensuring they have authority to process information about other people.
Ownership and access
You retain ownership of content you submit. Providers, employers and funders retain their rights in materials they supply; iSpaan retains its rights in the Platform and its own materials. Uploading a record does not transfer ownership to another stakeholder. Ownership of content does not remove a person’s rights in their personal information or give unrestricted access to another party’s records. Any additional rights under a programme agreement remain subject to applicable law.
GPS and QR Attendance
Where enabled for your programme, the Platform uses GPS location data, QR-code check-ins, timestamps and supervisor confirmations to record attendance at training and workplace sites. These records support programme monitoring, workplace-hour records and stipend-readiness checks, subject to programme rules.
Submit your own check-ins accurately. Do not falsify locations, scan on behalf of another learner, or approve attendance that you cannot verify. Location readings and device connectivity can be inaccurate or unavailable; an automated check-in alone is not conclusive proof that all programme requirements have been met.
Workplace Learning and Evidence
Learners may upload workplace logbooks, timesheets, task evidence and assessments. Host employers, supervisors and training providers may review and approve this evidence as part of programme requirements.
Evidence must be accurate, relevant and submitted with any necessary permissions. Do not upload confidential employer information or another person’s personal information unless you are authorised to do so. Reviewers must assess submissions honestly and record approvals or required corrections within their authority. Uploading evidence does not itself confirm assessment, certification or completion.
Stipend Readiness
The Platform may display monthly stipend eligibility or readiness based on attendance, supervisor confirmations, approved timesheets, evidence and other programme requirements. Programme rules, authorised reviews and the relevant payer’s approval process determine whether payment is due.
Report missing or incorrect records to your programme administrator using the available dispute workflow. Your provider, funder, employer or contracting payer remains the contact for payment decisions within its responsibilities.
Training Providers and Host Employers
Training providers and host employers must keep their organisation and programme information accurate, assign appropriately authorised supervisors, and manage learner access and workplace records within their responsibilities.
Programme partners are responsible for the training, supervision, assessments, workplace arrangements and payment obligations they undertake under their agreements. Funders, implementing partners and programme managers must use reports and learner information only for authorised programme purposes. Use of the Platform does not by itself create an employment relationship, accreditation, funding commitment or placement guarantee.
AI-Assisted Features
AI-assisted tools may provide career guidance, recommendations, summaries or risk alerts. Their outputs may be incomplete or inaccurate and should be checked against relevant records and programme requirements.
Intellectual Property
Platform Content
All content, features, and functionality of the Platform, including but not limited to text, graphics, logos, images, and software, are owned by iSpaan Tech Solutions and are protected by copyright, trademark, and other intellectual property laws, except for user-submitted content and materials owned or licensed by third parties.
User Content
You retain ownership of content you submit to the Platform. By submitting content, you grant us a non-exclusive, royalty-free licence to use, modify, and distribute your content for educational and platform improvement purposes. This permission remains subject to applicable data-protection requirements, the Privacy Policy and the access restrictions described in these Terms; it does not permit unrestricted publication of personal or confidential programme records.
Privacy and POPIA
Your privacy is important to us. Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference. Processing of personal information is subject to the Protection of Personal Information Act 4 of 2013 (POPIA) and other applicable South African law.
You may contact us about access to or correction of your personal information and other rights available under POPIA, subject to applicable requirements. You may also lodge a complaint with the Information Regulator (South Africa).
Data Retention and Programme Closure
When a learner completes, exits or is removed from a programme, relevant records may be archived and access adjusted to reflect the programme’s status and authorised responsibilities. Completion or account closure does not automatically erase records needed for lawful programme administration, reporting, audits, dispute handling or other permitted purposes.
Personal information must not be retained longer than necessary for its lawful purpose, except where retention is permitted or required by applicable law. Retention and deletion depend on the record type, applicable obligations and programme agreements. Contact us to request available records or ask about correction, retention or deletion. Requests remain subject to applicable legal requirements and the Privacy Policy.
Disclaimers
Platform Availability
We strive to maintain Platform availability but do not guarantee uninterrupted access. We may temporarily suspend services for maintenance or updates.
Educational Outcomes
While we provide educational tools and resources, we cannot guarantee specific learning outcomes or career results. Success depends on individual effort and circumstances.
Third-Party Content
The Platform may contain links to third-party websites or content. We are not responsible for the content or practices of these third parties.
Limitation of Liability
To the maximum extent permitted by law, iSpaan Tech Solutions shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or use, arising from your use of the Platform.
These limitations apply only to the extent permitted by applicable law. Nothing in these Terms excludes liability or rights that cannot lawfully be excluded.
Termination
Termination by You
You may terminate your account at any time by contacting us or using the account deletion feature in your profile settings.
Termination by Us
We may suspend or terminate your account if you violate these Terms, engage in prohibited activities, or for other legitimate reasons with appropriate notice.
Effect of Termination
Upon termination, your right to use the Platform ceases immediately. We may retain certain information as required by law or for legitimate business purposes.
Programme closure and record retention are addressed in Data Retention and Programme Closure. Ending your Platform access does not by itself settle or cancel separate obligations under a programme or employment agreement.
Changes to Terms
We reserve the right to modify these Terms at any time. We will notify users of significant changes through the Platform or via email. Your continued use of the Platform after changes constitutes acceptance of the new Terms.
Governing Law
These Terms are governed by the laws of the Republic of South Africa. Applicable South African law, including POPIA and any mandatory rights that apply to your use of the Platform, continues to apply. Separate programme, funding, training or employment agreements may create additional obligations for the relevant parties.
Contact Information
For questions about these Terms, contact the iSpaan legal or support team through our Contact page or email support@ispaan.co.za.
For privacy and Information Officer enquiries, use support@ispaan.co.za and describe your request. Do not send passwords, PINs or unnecessary personal information.