Privacy Notice | InCloud Learning Solutions

1. Who we are

InCloud Learning Solutions (“InCloud”, “we”, “us”) is a South African business based in Howick, KwaZulu-Natal, South Africa. We work with organisations across enterprise transformation, change and people readiness, learning and adoption, and digital solutions and technology.

For the purposes of POPIA, InCloud is the responsible party for the personal information described in this notice. For any questions regarding this notice or the processing of your personal information, contact us at hello@incloudls.com.

2. Scope of this notice

This notice applies to personal information we collect through this website, through enquiries you send us, and in the ordinary course of engaging with prospective and existing clients, partners and other business contacts. Where we deliver services to a client, the handling of personal information within that engagement may also be governed by the agreement with that client.

3. Personal information we collect

When you submit an enquiry through the website contact form, we collect the information you provide:

your first and last name;
your work email address;
your telephone number, if you choose to provide it;
your company or organisation;
your role or job title;
your country;
the type of enquiry you select and the topic you would like to discuss; and
the content of your message.

We also receive the information you choose to share when you email or telephone us, and the business contact information of people we work with in the course of an engagement.

When you visit the website, our hosting provider automatically processes ordinary technical information needed to deliver and secure the website, such as your IP address, browser type, the pages requested and the date and time of the request. We do not use this information to identify or profile individual visitors.

Please do not send us special personal information (for example, health information) or information about children through the website.

4. How we use personal information

We use personal information to:

respond to your enquiry and provide the information you have requested;
discuss, scope and develop a potential working relationship with you or your organisation;
deliver and manage services where we are engaged;
administer our business, including communication, record-keeping and invoicing;
operate, maintain and secure the website, including preventing misuse, spam and fraud; and
comply with our legal and regulatory obligations.

We do not sell personal information. We will not use your enquiry details to send you electronic direct marketing unless you have consented to receive it or the law otherwise permits it, and you may opt out at any time.

5. Lawful processing

We process personal information only where POPIA permits it, including where:

you have consented to the processing;
processing is necessary to take steps you have requested, or to conclude or perform a contract with you or your organisation;
processing is necessary to comply with an obligation imposed by law; or
processing is necessary to pursue our legitimate interests, or those of a third party to whom the information is supplied, such as responding to business enquiries and keeping our systems secure.

We collect only the personal information that is adequate, relevant and not excessive for these purposes.

6. Sharing personal information

We share personal information only where necessary, and only with:

service providers (operators) that process information on our behalf, such as website hosting, email and the systems that deliver enquiries to us, under obligations to keep it confidential and secure;
professional advisers, such as legal, accounting or audit advisers, where reasonably required; and
regulators, law enforcement or other authorities where we are required or permitted by law to do so.

7. Processing outside South Africa

Some of our service providers, including hosting and technology providers, may store or process personal information on infrastructure located outside South Africa. Where this happens, we take reasonable steps to ensure that the information receives a level of protection substantially similar to that provided by POPIA — for example, through the recipient being subject to adequate data-protection law or binding agreements — or we transfer it on another basis permitted by section 72 of POPIA.

8. How we protect personal information

We take appropriate, reasonable technical and organisational measures to protect personal information against loss, damage, unauthorised access and unlawful processing. These include encrypted (HTTPS) connections to the website, access restricted to people who need the information, and requiring our service providers to maintain appropriate security. No method of transmission or storage is completely secure, but we will notify you and the Information Regulator where required by law if we have reasonable grounds to believe your personal information has been accessed or acquired by an unauthorised person.

9. How long we keep personal information

We keep personal information only for as long as it is needed for the purpose for which it was collected, for the duration of any resulting business relationship, or for as long as the law requires or permits. When it is no longer needed, we delete, destroy or de-identify it.

10. Your rights

Subject to POPIA, you have the right to:

ask whether we hold personal information about you and request access to it;
ask us to correct, update or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained;
object, on reasonable grounds, to the processing of your personal information where the law allows;
withdraw consent where we rely on your consent, without affecting processing that took place before you withdrew it;
object to processing for direct marketing; and
lodge a complaint with the Information Regulator.

To exercise these rights, contact us at hello@incloudls.com. We may need to verify your identity before acting on a request, and some access requests are handled in accordance with the Promotion of Access to Information Act, 2000.

11. Complaints and the Information Regulator

If you have a concern about how we handle your personal information, please contact us first at hello@incloudls.com so that we can try to resolve it. You also have the right to lodge a complaint with the Information Regulator of South Africa:

Website: inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za

Please check the Information Regulator’s website for its current contact details and complaint procedure.

12. Cookies and analytics

At the date of this notice, this website does not use analytics, advertising or tracking cookies, and does not use third-party tracking technologies. If we introduce such technologies in future, we will update this notice and, where required, ask for your consent before using them.

13. Other websites

This website may link to other websites. We are not responsible for their privacy practices, and we encourage you to read their privacy notices.

14. Changes to this notice

We may update this notice from time to time. The latest version will always be published on this page, with the date it was last updated shown at the top.

15. Contact

InCloud Learning Solutions
Howick, KwaZulu-Natal, South Africa
Email: hello@incloudls.com
Telephone: +27 79 893 8036