POPIA & PRIVACY POLICY
  1. Introduction

Inhloso Defined (Pty) Ltd (“Inhloso Defined”, “we”, “us”, “our”) respects your right to privacy and is committed to protecting all personal information collected through our consulting, mentoring, coaching, and community services. This Policy explains how we collect, use, store and protect personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

By engaging our services, joining our community platforms, accessing our website, or making payments through third-party gateways such as Paystack, you agree to the terms of this Privacy Policy.

  1. Personal Information We Collect

We may collect the following types of information:

2.1 Client Information
Name, surname, contact details, email, telephone number, company details, role/title, and information relevant to consulting, mentoring or coaching engagements.

2.2 Coaching Information
Information voluntarily shared during coaching or mentoring conversations, which may include personal, professional or business details.

2.3 Community Participation Information
Reflections, experiences, wellbeing contributions, volunteered time, shared resources, and engagement within community groups (including WhatsApp groups).

2.4 Technical Information
Website usage data, device information, payment confirmation data from Paystack or other gateways.

2.5 Sensitive / Special Personal Information
We do not intentionally collect sensitive information except where voluntarily shared by clients. Such information will only be used for the purpose for which it was shared and only with explicit consent.

  1. Purpose of Collecting Personal Information

We collect personal information for the following purposes:

  • To deliver consulting, mentoring, coaching, change management and programme/project management services
  • To manage bookings, scheduling and payments
  • To facilitate participation in community activities
  • To operate WhatsApp or other community groups
  • To communicate with clients about services, sessions, reminders and updates
  • To maintain coaching records as required by professional standards
  • To respond to queries and provide support
  • To comply with legal obligations
  • To improve our services, systems and client experience

No information is used for any purpose other than the above, unless legally required or unless you provide explicit written consent.

  1. Legal Basis for Processing Information

We process personal information based on:

  • Your consent when signing up for services or joining community platforms
  • A contractual obligation when providing paid services
  • A legal obligation where required by South African law
  • Our legitimate interest in running and improving our operations
  1. Community Participation & Information Sharing

Participation in community activities—such as volunteering, sharing reflections, sharing resources, and joining WhatsApp groups—is voluntary and done at your own discretion and risk.

5.1 Consent Required
Classified, sensitive or personal information shared by any community member may only be shared further if explicit, written consent has been granted by the original person.

5.2 Voluntary Sharing
Any personal information voluntarily shared in community platforms, WhatsApp groups or reflection spaces is shared at your own discretion.
Inhloso Defined is not responsible for any information you choose to share publicly.

5.3 No Liability for Community Content
Inhloso Defined is not liable for:

  • posts, comments or content shared by community members
  • loss, harm or damages resulting from voluntary participation
  • interactions between members in WhatsApp or any other group

We reserve the right to remove any participant who behaves disrespectfully, unlawfully or in a manner that violates these Terms or group values.

  1. Confidentiality & Coaching Privacy

Information shared during coaching or mentoring is treated as confidential in line with the International Coaching Federation (ICF) standards.

However, coaching is not a legally privileged relationship like medical or legal consultations. Confidentiality may be breached only where:

  • required by law or court order
  • there is reasonable belief of harm or danger
  • illegal activity is disclosed
  • explicit written consent is provided

Coaching is not therapy, counselling, psychiatric care or medical advice. Clients remain solely responsible for their decisions, wellbeing and actions.

  1. Use of Third-Party Platforms

We use third-party services such as:

  • Paystack (payment gateway)
  • WhatsApp (community group messaging)
  • Zoom / Google Meet / MS Teams (virtual sessions)

We are not liable for security breaches, outages, data loss or unauthorised access that occurs on these platforms. Their own privacy policies apply.

  1. Storage and Security of Information

We take reasonable, industry-standard steps to secure personal information, including:

  • password-protected digital systems
  • secure storage of electronic documents
  • restricted access to client records
  • secure payment processing via Paystack

Information is stored only for as long as necessary to fulfil service obligations or comply with legal and professional requirements.

  1. Payment, Cancellations & Refunds

All payments must be made through approved platforms such as Paystack unless otherwise agreed in writing.

Cancellations made less than 24 hours before a scheduled session are non-refundable.

Payments are strictly non-refundable, but postponements may be allowed if cancellation occurs with sufficient notice and within agreed timeframes.

  1. Sharing of Personal Information

We will not share your personal information with any third parties except:

  • where required to deliver services (e.g., WhatsApp groups, scheduling platforms)
  • payment processors (e.g., Paystack)
  • where required by law
  • where you have provided explicit written consent

We do not sell, trade or rent personal information to any third parties.

  1. Your Rights Under POPIA

You have the right to:

  • request access to your personal information
  • correct or update your information
  • request deletion where legally permissible
  • withdraw consent for processing (where consent was the basis)
  • object to processing

Requests must be submitted in writing to jabsi@inhlosodefined.com.

  1. Children’s Information

We do not knowingly collect personal information from persons under 18 without explicit consent from a parent or legal guardian.

  1. Limitation of Liability

To the extent permitted by South African law, Inhloso Defined is not liable for:

  • damages resulting from coaching outcomes, decisions or actions taken by clients
  • losses relating to volunteering, community participation or information shared voluntarily
  • harm arising from third-party platforms such as WhatsApp or Paystack
  • indirect, incidental or consequential damages of any kind

Participation in all services and community activities is at your own risk.

  1. Updates to This Policy

This Privacy Policy may be updated from time to time. Changes take effect once published on our website or communicated directly to clients. Continued use of our services constitutes acceptance of the updated Policy.

  1. Contact Information

For POPIA or privacy-related queries, please contact:
Email: jabsi@inhlosodefined.com
Company: Inhloso Defined (Pty) Ltd
Jurisdiction: Republic of South Africa