Schoolscape Privacy Policy

Last updated: November 2023

We recognize that privacy is essential. This Privacy Policy applies to all of the events organized by us or our subsidiaries and affiliated companies. This policy covers how we collect and use personal data. 

As a South African company, we will comply with the newly instated POPI act and will never use your information without first asking you for your consent.


Who we are

Our website address is:


What personal data we collect and why we collect it

Registration Forms

When visitors complete registration forms for our events, we collect the data shown in the form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.


This website is connected to our Google Analytics account. Google Analytics is used to track website activity such as session duration, pages per session, bounce rate etc. of individuals using the site, along with the information on the source of the traffic. As such, if you visit our website, this information may be collected from the device you used to visit our website.


Where your data is stored after you register

When you register for one of our events, the information collected from the form you completed is sent to our choice of virtual conference platform. The platform we have used for our recent events is Whova. You can review their privacy policy here. The platform we are currently using is Zoho Backstage. You can review their privacy policy here.


Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.


What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.


Where we send your data

Visitor comments may be checked through an automated spam detection service.


Use of the Schoolscape Mobile App

Our mobile app, built from Zoho Backstage, extends the services of Schoolscape to provide enhanced accessibility to event-related information and activities. Here’s how your data is handled within the app:

App Functionality and Data Collection

  1. Account Information: When using the Schoolscape mobile app, you may be required to log in using your registered credentials. We collect and process the information necessary for app functionality, which may include your name, email address, and preferences related to the event.

  2. Usage Information: The app may collect data about your interactions within the platform, such as session duration, event activities participated in, pages viewed, and other engagement metrics. This information helps us enhance your app experience.

  3. Device Information: We may collect device-specific information, including but not limited to device model, operating system, unique device identifiers, and mobile network information to ensure optimal performance and troubleshoot issues.

Data Storage and Security

  1. Storage Location: Data collected through the app may be stored on servers managed by Zoho Backstage or affiliated service providers. Such data may be transferred to and stored on servers located in various jurisdictions as part of their service delivery.

  2. Security Measures: We implement reasonable security measures to protect the data collected through the app against unauthorized access, alteration, disclosure, or destruction.

Third-Party Integration

  1. Zoho Backstage Integration: The Schoolscape app is integrated with Zoho Backstage to provide event-related functionalities. Users should review Zoho Backstage’s privacy policy to understand how their data is handled within the app.

User Control and Rights

  1. Access and Modification: Users can access and modify their profile information within the app, including preferences, provided details, and interaction history.

  2. Data Deletion: Users can request the deletion of their account or personal data stored within the app. However, certain data may be retained as necessary for legal or administrative purposes.

Additional Information

  1. Embedded Links: The app may contain links or embedded content directing users to external websites or resources. Users are advised to review the privacy policies of these external sources, as they operate independently and may have different data handling practices.

  2. Updates to Privacy Policy: We reserve the right to update this privacy policy to reflect changes in app functionalities, regulations, or user feedback. Users will be notified of any significant changes.


Our contact information

[email protected] // 021 565 0401 //


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