Last Updated: March 2026 | Effective Date: 1 March 2026
1. Introduction
Varsity Applicants (Pty) Ltd ("we", "our", "us") respects your privacy and is committed to protecting your personal information in accordance with the Protection of Personal Information Act (POPIA) of South Africa.
2. Information We Collect
We collect the following types of personal information:
- Identity Information: Full name, ID number, date of birth, gender
- Contact Information: Phone number, email address, physical address
- Educational Information: High school, matric year, academic results
- Next of Kin Information: Name, ID number, contact details
- Documents: Certified ID copies, academic results, proof of residence
- Communication: WhatsApp messages, email correspondence
- Payment Information: Payment references and transaction records (we do not store payment card details)
3. How We Collect Information
We collect information through:
- Direct communication via WhatsApp
- Application forms on our website
- Email correspondence
- Documents you upload or send to us
- Payment processors (Ozow, PayFast and NetCash)
4. Purpose of Collection
We use your information to:
- Process your university, TVET, or bursary applications
- Communicate with you about your applications
- Verify your identity and documents
- Process payments and provide receipts
- Improve our services and customer support
- Comply with legal obligations
5. Legal Basis for Processing
We process your information based on:
- Consent: You provide explicit consent when using our services
- Contract: Processing is necessary to fulfill our service agreement
- Legal obligation: Compliance with applicable laws
- Legitimate interest: Improving our services and preventing fraud
6. Information Sharing
We share your information only when necessary:
- Educational Institutions: To submit your applications
- Payment Processors: Ozow, PayFast and NetCash for payment processing
- Service Providers: Email services, cloud storage (AWS S3)
- Legal Requirements: When required by law or regulatory authorities
We never sell your personal information to third parties.
7. Data Security
We implement appropriate technical and organizational measures to protect your information:
- Encrypted storage (AWS S3 with server-side encryption)
- Secure communication channels
- Access controls and authentication
- Regular security assessments
- Staff training on data protection
8. Data Retention
We retain your information for as long as necessary to provide services and comply with legal obligations:
- Application records: 3 years after last interaction
- Payment records: 5 years (for tax and audit purposes)
- Communication logs: 1 year
9. Your Rights Under POPIA
You have the right to:
- Access: Request a copy of your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your information (subject to legal retention requirements)
- Objection: Object to processing of your information
- Complaint: Lodge a complaint with the Information Regulator
To exercise these rights, contact us at [email protected]
10. Founder & Managing Officer
Our Founder & Managing Officer is responsible for POPIA compliance:
11. Children's Privacy
Our services are intended for individuals applying to higher education institutions. We do not knowingly collect information from children under 13 without parental consent.
12. International Transfers
Your information may be processed on servers located outside South Africa (AWS servers). We ensure appropriate safeguards are in place for such transfers.
13. Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated effective date.
14. Contact Us
For privacy-related inquiries:
Information Regulator (South Africa):
Website: www.justice.gov.za/inforeg
Email:
[email protected]
Tel: 012 406 4818
© 2026 Varsity Applicants (Pty) Ltd. All rights reserved.