SME Business Coach – Privacy Policy

SME Business Coach | smebusinesscoach.co.za | Last updated: January 2025

1. Introduction

SME Business Coach (“we”, “our”, “us”) is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, share and safeguard your personal information when you visit www.smebusinesscoach.co.za (the “Website”), use our coaching and business advisory services, or interact with us in any other way.

This policy is drafted in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA), which governs the processing of personal information in South Africa. By using our Website or services, you confirm that you have read and understood this Privacy Policy.

2. Who We Are

SME Business Coach is a South African business coaching and consulting practice dedicated to helping small and medium enterprises (SMEs) grow, scale and succeed. For the purposes of POPIA, SME Business Coach is the “responsible party” in respect of your personal information.

You may contact our Information Officer at:

3. What Personal Information We Collect

3.1 Information You Provide Directly

We collect personal information that you voluntarily provide, including:

  • Full name and surname
  • Email address and telephone number
  • Business name, industry, and size of your business
  • Postal or physical address
  • Payment and billing information (processed securely via third-party payment providers)
  • Any information you share during coaching sessions, discovery calls, or consultations
  • Messages, enquiries or feedback submitted via contact forms

3.2 Information Collected Automatically

When you visit our Website, we may automatically collect:

  • IP address and browser type
  • Pages visited and time spent on each page
  • Referring URLs and exit pages
  • Device type and operating system
  • Cookies and similar tracking technologies (see Section 8)

3.3 Information from Third Parties

We may receive personal information about you from:

  • Social media platforms (e.g. Facebook, LinkedIn, Instagram) when you engage with our profiles or advertisements
  • Referral partners and professional networks
  • Publicly available business directories

4. How We Use Your Personal Information

We process your personal information only for legitimate, specific and lawful purposes. These include:

  • Providing, managing and improving our coaching and advisory services
  • Communicating with you about your enquiries, bookings or service agreements
  • Sending newsletters, business tips and promotional content (where you have opted in)
  • Processing payments and maintaining financial records
  • Complying with legal and regulatory obligations under South African law
  • Analysing Website usage to improve user experience
  • Protecting the security and integrity of our systems and services
  • Conducting research and developing new resources and offerings

5. Legal Basis for Processing (POPIA)

Under POPIA, we process your personal information on the following grounds:

  • Consent: Where you have given us clear, informed consent (e.g. newsletter sign-ups, contact form submissions)
  • Contractual necessity: Where processing is required to fulfil a service agreement with you
  • Legal obligation: Where we are required to process your information to comply with applicable law
  • Legitimate interest: Where processing is necessary for our legitimate business interests, provided these do not override your rights

6. How We Share Your Personal Information

We do not sell, rent or trade your personal information. We may share your information only in the following limited circumstances:

  • Service providers: Third-party suppliers who assist us in operating our business (e.g. email marketing platforms, payment gateways, website hosting providers), bound by confidentiality obligations
  • Legal compliance: Where required by law, court order or regulatory authority in South Africa
  • Business transfers: In the event of a merger, acquisition or sale of business assets, where your information may be transferred as part of that transaction
  • Professional advisers: Auditors, attorneys or accountants where necessary

All third parties with whom we share your data are required to handle it in accordance with POPIA and applicable privacy standards.

7. How Long We Keep Your Information

We retain your personal information only for as long as is necessary to fulfil the purpose for which it was collected, or as required by law. Our general retention periods are:

  • Client and service records: 5 years from the end of the service relationship
  • Financial and billing records: 7 years in accordance with South African tax legislation
  • Marketing and newsletter records: Until you unsubscribe or withdraw consent
  • Website analytics data: Up to 26 months

When information is no longer required, we will securely delete or anonymise it.

8. Cookies and Tracking Technologies

Our Website uses cookies and similar tracking technologies to enhance your browsing experience and analyse Website traffic. Cookies are small text files stored on your device.

8.1 Types of Cookies We Use

  • Essential cookies: Required for the Website to function correctly
  • Analytics cookies: Help us understand how visitors use our Website (e.g. Google Analytics)
  • Marketing cookies: Used to serve relevant advertisements and track campaign performance

8.2 Your Cookie Choices

You may manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our Website. You can also opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

9. How We Protect Your Information

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, destruction, or alteration. These measures include:

  • SSL/TLS encryption for data transmitted via our Website
  • Secure servers and access controls
  • Regular security assessments
  • Staff training on data protection obligations

While we take all reasonable precautions, no method of transmission over the internet is completely secure. We cannot guarantee absolute security of information transmitted to or from our Website.

10. Your Rights Under POPIA

As a data subject under POPIA, you have the following rights:

  • Right of access: You may request confirmation of whether we hold your personal information and obtain a copy of it
  • Right to correction: You may request that we correct inaccurate or incomplete personal information
  • Right to deletion: You may request that we delete your personal information where it is no longer necessary, subject to legal retention obligations
  • Right to object: You may object to the processing of your personal information, including for direct marketing purposes
  • Right to withdraw consent: Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing
  • Right to lodge a complaint: You have the right to lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, please contact us at hello@smebusinesscoach.co.za. We will respond within a reasonable period, and in any event within 30 days as required by POPIA.

11. Children’s Privacy

Our Website and services are not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us immediately and we will take steps to delete it.

12. Third-Party Links

Our Website may contain links to third-party websites, including social media platforms and partner organisations. We are not responsible for the privacy practices of those websites. We encourage you to read the privacy policies of any third-party sites you visit.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements or the nature of our services. The updated version will be published on our Website with a revised “Last updated” date. We encourage you to review this policy periodically. Where changes are material, we will notify you by email or a prominent notice on our Website.

14. Contact Us & Information Regulator

If you have any questions, concerns or requests relating to this Privacy Policy or the processing of your personal information, please contact us:

You also have the right to lodge a complaint with the Information Regulator of South Africa:

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