Privacy Policy

Last updated: August 2026

The Digital Democracy Academy Portal, available at www.digitaldemocracyacademy.com, is operated as part of the Digital Democracy initiative of Keep a Child Alive South Africa (KCA SA).

We are committed to protecting the privacy and personal information of educators, learners, schools, partners and other users who interact with the portal.

This Privacy Policy explains what information may be collected, how it may be used, how it is protected and what rights users have in relation to their personal information.

1. Personal information we may collect

Depending on how you use the Digital Democracy Academy Portal, we may collect information such as:

  • Name and surname

  • Email address

  • Contact number

  • School or organisation

  • Province, district or location

  • Professional role or teaching position

  • Account and profile information

  • Training and course registrations

  • Attendance records

  • Learning progress and completed activities

  • Certificates and training history

  • Feedback, survey responses or programme evaluations

  • Communications sent through the portal

  • Technical information relating to use of the portal

We aim to collect only the information reasonably required to provide and improve Digital Democracy programmes and services.

2. How we use personal information

Personal information may be used to:

  • Create and manage user profiles

  • Register participants for courses, training and events

  • Communicate programme information and updates

  • Track participation, learning progress and training history

  • Issue or manage certificates

  • Provide access to educational resources

  • Support teachers and programme participants

  • Administer Digital Democracy programmes

  • Understand how the portal and programmes are being used

  • Conduct monitoring, evaluation and programme reporting

  • Improve programme quality, resources and services

  • Respond to enquiries or requests for assistance

  • Meet legal, regulatory or administrative requirements

Personal information will not be used for purposes unrelated to Digital Democracy or KCA SA activities without an appropriate legal basis or consent where required.

3. Monitoring, evaluation and reporting

Digital Democracy may use programme information to understand participation, measure programme effectiveness and evaluate the impact of its work.

Where possible, information used for broader programme reporting, research or impact communication will be aggregated or anonymised so that individuals cannot reasonably be identified.

Information may also be used to support reporting to programme partners, funders or other stakeholders where appropriate.

4. Sharing of personal information

We do not sell personal information.

Personal information may be shared with trusted service providers, programme partners or organisations that assist with the operation and delivery of Digital Democracy programmes.

This may include providers involved in areas such as:

  • Portal hosting and technology

  • Training delivery

  • Learning platforms

  • Programme administration

  • Data storage

  • Communications

  • Monitoring and evaluation

Where personal information is shared, reasonable steps will be taken to ensure that it is handled appropriately and only for the purpose for which it was shared.

Information may also be disclosed where required by law or where necessary to protect the rights, safety or legitimate interests of KCA SA, Digital Democracy or portal users.

5. Third-party platforms and services

The Digital Democracy Academy Portal may connect to or provide access to services operated by third parties.

These services may have their own privacy policies and terms of use.

Digital Democracy and KCA SA are not responsible for the privacy practices of external platforms, and users are encouraged to review the applicable privacy policies before providing personal information to third-party services.

6. Cookies and technical information

The portal may use cookies or similar technologies to support functionality, understand how users interact with the portal and improve the user experience.

Technical information may include:

  • IP address

  • Browser type

  • Device information

  • Pages or areas accessed

  • Date and time of access

  • General usage information

Where required, users may be given options to manage cookie preferences.

7. Security

We take reasonable administrative, organisational and technical steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

However, no online platform or electronic storage system can guarantee complete security.

Users are responsible for keeping their account passwords and login information confidential.

8. Retention of personal information

Personal information will be retained only for as long as reasonably necessary to fulfil the purposes for which it was collected, support programme administration, maintain training records or meet applicable legal and reporting requirements.

Information that is no longer required may be securely deleted, de-identified or archived where appropriate.

9. Children and young people

Digital Democracy programmes may involve schools and learners.

Where personal information relating to children or young people is collected, additional care should be taken to ensure that the information is handled appropriately and in accordance with applicable South African law.

Where consent from a parent, guardian, school or other authorised person is required, this should be obtained before the relevant personal information is collected or used.

10. Your rights

Subject to applicable South African law, users may have the right to:

  • Ask what personal information is held about them

  • Request access to their personal information

  • Request that inaccurate or incomplete information be corrected

  • Request deletion of personal information where appropriate

  • Object to certain uses of their personal information

  • Withdraw consent where processing is based on consent

  • Ask questions about how their information is being used

Some information may need to be retained where there is a legitimate operational, legal or programme requirement to do so.

11. South African data protection

Personal information collected through the Digital Democracy Academy Portal will be handled in accordance with applicable South African privacy and data-protection law, including the Protection of Personal Information Act, 2013 (POPIA).

12. Changes to this Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes to the Digital Democracy Academy Portal, programme operations, technology or applicable legal requirements.

The latest version will be made available through the portal together with the date on which it was last updated.

13. Contact us

If you have questions about this Privacy Policy, would like to request access to your personal information, or would like to raise a privacy concern, please contact:

Digital Democracy Academy
Portal: www.digitaldemocracyacademy.com
Email: info@kcasa.org.za