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Privacy Policy

Last updated: 24 April 2025

Your privacy matters. This policy explains how Guide to Gap Year collects, uses, and protects your personal information in accordance with the Protection of Personal Information Act, No. 4 of 2013 (POPIA) and the Electronic Communications and Transactions Act, No. 25 of 2002 (ECTA) of South Africa.

1. Who We Are

Guide to Gap Year is a South African gap year guidance service operated by Hanlie (Sole Proprietor). We provide information, referrals, and personal guidance to South Africans seeking gap year and work-abroad opportunities.

  • Business name: Guide to Gap Year
  • Website: guidetogapyear.co.za
  • Country of operation: South Africa
  • Information Officer: Hanlie
  • Contact email: info@guidetogapyear.com

2. Personal Information We Collect

We collect personal information only when you voluntarily provide it — primarily through our contact and inquiry form. This may include:

  • Full name
  • Email address
  • Phone number
  • Age and date of birth
  • Nationality and country of residence
  • Program interest and intended travel timing
  • Questions and context you choose to share

We do not collect any special personal information (as defined in section 26 of POPIA) such as race, religion, health records, or criminal history through our website.

We do not use cookies for tracking or advertising purposes. Any cookies used are strictly necessary for the website to function.

3. Why We Collect Your Information

We collect and use your personal information for the following lawful purposes:

  • To respond to your inquiry and provide personalised gap year guidance
  • To refer you to appropriate program agencies that match your profile
  • To send you relevant follow-up information about programs you have expressed interest in
  • To improve the quality of our services

We rely on your consent (given via the contact form checkbox) and legitimate interest as the lawful basis for processing your information.

4. How We Use Your Information

Your information is used solely to:

  • Contact you personally in response to your inquiry (typically within 1 business day)
  • Guide you toward the right program and, where applicable, connect you with a vetted placement agency
  • Follow up with you regarding your gap year journey

We will never sell your personal information to third parties, use it for unsolicited bulk marketing, or share it with any party not involved in your gap year placement process.

5. Who We Share Your Information With

Your information may be shared with:

  • Placement agencies: Only with your explicit knowledge and consent, when you are being referred to a specific agency as part of the guidance process.
  • Web3Forms: Our contact form is processed through Web3Forms (web3forms.com), a third-party form submission service. They process your form data to deliver it to us. Please refer to their privacy policy for details on their data handling.

We do not share your personal information with any other third parties.

6. How Long We Keep Your Information

We retain your personal information for as long as necessary to:

  • Provide you with ongoing guidance and support during your gap year process
  • Comply with any applicable legal obligations

If you ask us to delete your information, we will do so within 30 days of your request, unless we are required by law to retain it.

7. Your Rights Under POPIA

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

  • Right of access: You may request a copy of the personal information we hold about you.
  • Right to correction: You may request that we correct or update inaccurate information.
  • Right to deletion: You may request that we delete your personal information from our records.
  • Right to object: You may object to the processing of your personal information at any time.
  • Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting prior processing.
  • Right to lodge a complaint: You have the right to lodge a complaint with the Information Regulator of South Africa if you believe your rights have been violated.

To exercise any of these rights, contact us at info@guidetogapyear.com.

8. Information Regulator Contact Details

If you are unsatisfied with how we handle your personal information, you may contact the Information Regulator:

  • Website: inforegulator.org.za
  • Email: inforeg@justice.gov.za
  • Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

9. Data Security

We take reasonable and appropriate technical and organisational measures to protect your personal information against accidental or unlawful destruction, loss, alteration, or unauthorised access. Our website is served over HTTPS (encrypted connection).

In the event of a data breach that poses a risk to your rights and freedoms, we will notify the Information Regulator and, where required, affected individuals in accordance with section 22 of POPIA.

10. Children's Privacy

Our services are intended for individuals aged 18 years and older. We do not knowingly collect personal information from minors under the age of 18. If you believe a minor has submitted information to us, please contact us immediately so we can delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page will always reflect the most recent version. We encourage you to review this policy periodically.

12. Contact Us

For any privacy-related questions, requests, or concerns:

We aim to respond to all privacy-related requests within 5 business days.