Privacy Policy

Effective Date: 1 October 2025

Welcome to Virtual Training Studios! Your privacy is incredibly important to us. This Privacy Policy explains how Virtual Training Studios (the owner and operator of Virtual Training Studios, referred to as “we,” “us,” or “our”) collects, uses, discloses, and protects your Personal Information in line with South Africa’s Protection of Personal Information Act (POPIA).

By using our website, you agree to the terms of this Privacy Policy.

1. The Information We Collect

We collect information that allows us to provide and improve our services to you. This includes:

A. Personal Information (Identifying Data)

This is information that can directly identify you:

• Contact and Identity Data: Your name, surname, email address, telephone number, and job title.

• Company Data: The name and physical address of your company or organisation.

• Correspondence Data: Information you provide when you contact us via email, phone, web forms, or online chat.

• Account Data (if applicable): Usernames, passwords, and other credentials used to access our platforms or services.

B. Non-Personal Information (Usage Data)

This is data about how you interact with our website and services, which does not directly identify you:

• Technical Data: Your device’s IP address, browser type and version, operating system, platform, and screen resolution.

• Usage Data: Details about your browsing activity, including the pages you view, the time and date of your visit, the time spent on those pages, and the websites you visited before and after ours.

• Location Data: General geographical location data derived from your IP address.

2. How We Collect Your Information

We collect information through the following means:

• Direct Interaction: When you fill out forms on our website (e.g., “Contact Us” or “Request a Demo”), subscribe to our newsletter, or correspond with us by email or phone.

• Automated Technologies (Cookies): As you navigate our site, we may automatically collect Usage Data using cookies, server logs, and other similar tracking technologies (see Section 6).

• Third Parties: We may receive Personal Information about you from third parties, such as analytics providers (like Google Analytics), to better understand website traffic and usage.

3. How We Use Your Information (The Purpose of Processing)

We process your Personal Information for legitimate business purposes and only when we have a legal basis to do so under POPIA.

4. Sharing and Disclosure of Your Information

We do not sell your Personal Information to any third parties for marketing or commercial gain.

We may share your information only in the following limited circumstances:

• Trusted Service Providers: We use external providers to help us run our business (e.g., website hosting, IT support, email delivery services, and CRM systems). These providers only have access to the Personal Information necessary to perform their functions and are bound by confidentiality and security agreements that require them to process the data in accordance with POPIA.

• Legal Obligation: If we are required to disclose your information by law, court order, or to a regulatory body (such as the Information Regulator of South Africa).

• Business Transfers: If KVR Equity or Virtual Training Studios is involved in a merger, acquisition, or sale of assets, your Personal Information may be transferred as part of that transaction.

5. Data Security

We are committed to securing your Personal Information. We have implemented appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, disclosure, alteration, and destruction. These measures include:

• Using Secure Socket Layer (SSL) technology for data transmission.

• Maintaining firewalls and intrusion detection systems.

• Implementing strict internal access controls to limit who within our organisation can access your information.

6. Cookies and Tracking Technologies

Our website uses cookies (small text files placed on your device) and similar tracking technologies to enhance your browsing experience, analyse website traffic, and understand user behaviour.

• You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the website may become inaccessible or not function properly.

7. Your Rights Under POPIA

As a Data Subject under the Protection of Personal Information Act (POPIA), you have the right to:

1. Right to Access: Request confirmation about whether we hold Personal Information about you, and request a copy of that information.

2. Right to Correction/Deletion: Request the correction, destruction, or deletion of your Personal Information if it is inaccurate, irrelevant, excessive, or has been processed unlawfully.

3. Right to Object: Object to the processing of your Personal Information on reasonable grounds, unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights, and freedoms.

4. Right to Withdraw Consent: Withdraw your consent to the processing of your Personal Information at any time, provided the processing was based on your consent.

To exercise any of these rights, please contact us using the details below. We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Information.

8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your Personal Information, please contact our Information Officer:

Entity: Virtual Training Studios

Email: info@virtualtrainingstudios.co.za

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Effective Date.” We encourage you to review this Policy periodically to stay informed about how we are protecting your information.