AwareStaff — Privacy Policy
Effective date: November 2026
1. Scope
This Privacy Policy applies to personal information collected or processed by Safari Stays (Pty) Ltd, trading as AwareStaff, which acts as the responsible party (data controller), through this website and our training services. It is designed to comply with the Protection of Personal Information Act 4 of 2013 (POPIA).
2. Our role
- For website visitors and company administrators, we are the responsible party.
- For learners (employees enrolled by their employer), the employer is the responsible party and we process learners' information on its behalf as an operator, under our Data Processing Terms.
3. Information we collect
- Website visitors: IP address, browser and device information, and pages visited (analytics only with your cookie consent).
- Advertising measurement: Google Ads cookies and click identifiers, browser/device information, and confirmed purchase details such as transaction identifier, amount and currency, subject to the advertising choices and regional rules below. We do not enable customer email matching. Test orders are excluded from real purchase reporting.
- Enquiries: name, email, phone number, company and your message.
- Company administrators: name, email, company name and billing details; phone and other contact details where supplied.
- Learners: name, work email, employer, course starts, passing quiz scores and completion dates. Lesson progress and quiz answers are saved in the learner’s browser; passing scores and completion dates are saved to the employer’s training register. Certificates and their numbers are generated from completion records.
We do not request ID numbers or special personal information, and our courses are intended for adults in the workplace.
4. How we use your information
- To deliver courses, track progress and issue certificates
- To give employers a training register showing which staff completed which courses
- To manage accounts, payments, invoices and support
- To respond to enquiries
- To keep the website secure and improve our courses
- To send marketing updates, only where you have opted in (you can unsubscribe at any time via your account preferences or by emailing us)
- When enabled and permitted by your advertising choice and region, to measure paid orders from Google Ads and optimise advertising campaigns. This is separate from optional analytics and marketing emails.
We do not use learners' information for marketing.
5. Legal basis for processing
We process personal information on the basis of (a) contract — to deliver the training a company has bought; (b) legitimate interests — such as giving employers proof of training and operating our platform; (c) consent — for marketing and analytics cookies; and (d) legal obligations, such as tax record-keeping.
6. Sharing your information
We do not sell, lease or rent personal information. We share it only:
- with a learner's employer (course starts, passing scores, completion dates and certificate records);
- with our technology service providers (website and database hosting, payment gateway, email delivery, video hosting and analytics), who are bound by confidentiality and data protection obligations;
- with Paddle.com, our Merchant of Record, for the sale of our products, payments, tax compliance and invoicing;
- with Google Ads, when advertising measurement is enabled and permitted, for advertising measurement and campaign optimisation as described above; see Google's business privacy information;
- with professional advisers (legal, accounting); and
- where required by law, court order or a regulatory authority.
7. Transfers outside South Africa
Some of our service providers store or process information outside South Africa. We only use providers that are subject to laws or agreements giving protection similar to POPIA, as required by section 72 of POPIA.
8. Data retention
- Learner account details and course-start records: while the employer’s account is active and for up to 12 months after it closes, unless the employer asks us to delete them sooner or the law requires otherwise.
- Training-register completion records, including passing scores, and certificate proof: up to 5 years after completion, so employers can prove training took place, unless the employer instructs otherwise or the law requires retention. This is an exception to the 12-month closure period.
- Browser-held lesson progress and quiz answers: remain on the learner’s device until cleared; we do not centrally retain this local data.
- Account and billing records: for as long as required by tax and company law.
- Enquiries: up to 2 years.
After that, information is securely deleted or anonymised.
9. Security
We use appropriate technical and organisational measures to protect personal information, including encrypted connections, secure passwords, access controls that keep each company's data separate, and confidentiality obligations on our service providers. Where we are the responsible party and a security compromise affects your personal information, we will notify the Information Regulator and affected people as soon as reasonably possible, as POPIA requires. For learner information processed as an operator, we notify the employer immediately upon becoming aware of a compromise and assist it; the employer, as responsible party, is responsible for notifying the Regulator and affected learners as required by law.
10. Your rights
Under POPIA you have the right to:
- request access to the personal information we hold about you;
- request correction or deletion of inaccurate, outdated or unnecessary information;
- object to certain processing;
- withdraw consent to marketing at any time; and
- lodge a complaint with the Information Regulator.
To exercise these rights, email our Information Officer at info@awarestaff.com. We may need to verify your identity, and we will respond within 30 days. Learner requests may be handled together with the learner's employer.
11. Cookies
We use essential cookies to run the website and keep you logged in. If analytics tools such as Google Analytics are enabled, they will only be loaded after you choose Accept. No optional analytics tool is currently enabled. You can change your choice at any time via "Cookie settings" in the footer, or disable cookies in your browser.
Advertising and analytics choices are separate. Previous analytics acceptance is not advertising consent. Our advertising consent notice is shown in the EEA, UK, Switzerland and Canada (our country-level check cannot distinguish Quebec), and when location cannot be established. When Google Ads measurement is enabled, advertising tags and purchase events in these regions will be blocked until you accept advertising. Elsewhere ordinary advertising measurement may operate without a notice, subject to your choices and applicable opt-outs. An explicit advertising refusal is respected everywhere. Cookie settings remain available everywhere; opening them does not change your choice. Refusal or withdrawal takes effect for future measurement; previously blocked purchases will not be replayed after acceptance.
We keep a pseudonymous visitor reference, your advertising and analytics choices, the time, country when available, notice text/version and language in your browser. A later withdrawal preserves the earlier acceptance record. Clearing browser storage removes these local records and may cause the notice to appear again. At checkout, a measurement reference and consent snapshot are associated with the payment in Paddle. Browser reporting requires both permission when checkout began and the latest permission when the confirmed order is reported. No server conversion uploads are enabled.
12. Information Officer
Greg Daynes, Information Officer — info@awarestaff.com · +27 79 795 1003
13. Information Regulator
If you are not satisfied with how we handle your information, you may contact the Information Regulator (South Africa): Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 Tel: 010 023 5200 · Toll-free: 0800 017 160 · enquiries@inforegulator.org.za · www.inforegulator.org.za
14. Third-party links
This website may link to external websites. We are not responsible for their privacy practices.