Welcome to Apex Academic Centre! Your privacy is important to us, and we are committed to protecting the personal information that you share with us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our services. By using our services, you agree to the terms outlined in this Privacy Policy. If you do not agree, please refrain from using our services.
1Information We Collect
We collect the following categories of personal information to provide our services effectively:
Name, surname, and title
Contact details (email address, phone number, physical address)
Date of birth
Educational background and academic history
Payment details (Pay Fast transaction IDs, bank details for EFT payments)
Billing and invoicing records
IP address, browser type, and operating system (for online services)
Cookies and tracking data
Student profiles and learning objectives
Preferred syllabuses (e.g., Cambridge, CAPS, IEB, Pearson Edexcel)
Performance metrics and progress reports
1.5Lesson and Platform Information
Audio-visual recordings of online Lessons delivered on Apex’s Custom LMS (the MyAPEX app); messages and other communications exchanged on the platform between Apex, Clients, Parents, Students and Tutors; homework, assignments and other Lesson work submitted or returned through the platform; session logs, attendance records and Lesson Schedules; and Progress Feedback Reports.
2How We Use Your Information
We use the information collected for the following purposes:
To provide online and contact tutoring services
To facilitate home schooling support
To sell and deliver academic resources
To offer university and college tutoring
To process payments securely through Pay Fast or EFT
To generate invoices and receipts
To respond to inquiries or service requests
To send updates on class schedules, resources, or important changes
To tailor educational plans to individual student needs
To recommend resources and study materials based on preferences
2.5Compliance and Legal Obligations
To adhere to South African laws, including the Protection of Personal Information Act (POPIA)
To resolve disputes and enforce our terms of service
3Sharing Your Information
We respect your privacy and do not sell your information. However, we may share information under these circumstances:
With third-party payment processors (e.g., Pay Fast)
With delivery services for shipping academic resources
When required by law or in response to legal proceedings
With your explicit consent for any other purposes
4Data Security
We take data security seriously and implement the following measures to protect your information:
Encrypted payment processing via Pay Fast
Secure servers for data storage
Access controls and authentication for staff
Regular audits and updates to our systems
Despite our efforts, no system is entirely secure. We encourage you to protect your login credentials and report any unauthorized access immediately.
5Data Retention
We retain your personal information only for as long as necessary:
Academic records are stored for the duration of your engagement with us and up to five years thereafter.
Financial information is retained for legal and tax purposes as per South African regulations.
Lesson recordings and platform communications are retained for as long as is necessary for the purposes set out in this Policy, including safeguarding and the resolution of disputes, and are then deleted.
6Your Rights
Under the POPIA, you have the following rights:
Access: Request access to your personal information.
Correction: Request corrections to inaccurate or incomplete data.
Deletion: Request deletion of your data, subject to legal and operational constraints.
Objection: Object to us processing your personal information, on reasonable grounds relating to your situation. You may also object to us using your information for direct marketing at any time, without giving a reason. Send objections to
info@apexacademiccentre.co.za. Once you object we will stop the processing you have objected to, unless the law requires us to continue.
7Payment Information
We use Pay Fast, a trusted third-party payment processor, to handle online transactions securely. You can also make payments via direct deposit or EFT. We do not store sensitive payment details (e.g., credit card numbers).
8Cookies and Online Tracking
Our website uses cookies to enhance user experience. These cookies help us track your preferences and improve our services. You can control or disable cookies through your browser settings.
9Third-Party Links
Our website may include links to third-party websites. We are not responsible for their privacy practices or content. Please review their policies before providing any personal information.
10Lesson Recordings
Online Lessons delivered on Apex’s Custom LMS (the MyAPEX app) are recorded automatically. We use these recordings for quality assurance, safeguarding, training, and the resolution of disputes.
Recordings may be accessed only by the assigned Student, the Parent or competent person responsible for that Student, the assigned Tutor, and authorised Apex administrators.
Our administrators oversee and review recordings for the purposes set out above.
Recordings may not be downloaded, shared, copied or republished without our written permission.
Where the Student is a minor, consent to recording is obtained from the parent or other competent person at registration. That consent is captured separately and may be withdrawn on written notice, subject to our retention obligations.
11Communications on Our Platform
All communication and Lesson work exchanged on Apex’s Custom LMS — including messages between a Tutor and a Client, Parent or Student — is logged and may be accessed and reviewed by authorised Apex personnel.
We do this for quality assurance, safeguarding, training, compliance, and the resolution of disputes.
Communications on the platform are not private between the Tutor and the Client, Parent or Student.
This is a core part of how we keep Students safe: it allows us to identify inappropriate contact, confirm what was agreed, and act on concerns.
For this reason, communication about Lessons must take place on the platform rather than by personal phone, personal email, SMS, WhatsApp or social media.
Monitoring is carried out in accordance with POPIA and this Privacy Policy.
12Children’s Personal Information
Most of our Students are under the age of 18. Under POPIA, the personal information of a child may be processed only with the consent of a competent person, and we treat this information with particular care.
We obtain consent from the parent, guardian or other competent person at registration.
We collect only the information needed to deliver, support and oversee the tutoring.
We do not sell a child’s personal information, and we do not use it to market to the child.
Tutors are screened before they may provide Lessons, including checks against the National Register for Sex Offenders and Part B of the National Child Protection Register, a police clearance certificate and SACE registration.
Tutors may not contact a Student privately or off-platform, and may not share a Student’s personal information with any third party or register a Student on any third-party platform without our prior written approval.
A parent or competent person may exercise the rights set out in this Policy on the child’s behalf, including requesting access to, correction of, or deletion of the child’s information.
13Direct marketing
We may send you marketing about our own tutoring services by email or WhatsApp.
If you are a current or past client, we may contact you about services similar to those you have used, because you gave us your details in the course of us providing tutoring to you.
If you are not a client, we will only send you marketing where you have given us permission, for example by enquiring about tutoring or asking us to keep you informed.
Every marketing message includes a way to unsubscribe. Unsubscribing is free, takes effect immediately, and does not affect any tutoring you have already booked.
If you would like to know how we obtained your details, or you would like them removed from our marketing lists entirely, email
info@apexacademiccentre.co.za and we will confirm once it is done.
We do not sell or rent your details to anyone else for marketing purposes.
14Complaints
If you believe we have not handled your personal information properly, please contact us first at info@apexacademiccentre.co.za so that we can try to put it right.
You also have the right to complain to the Information Regulator at any time.
15Updates to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on our website with the revised effective date.
16Contact Us
If you have any questions or concerns about this Privacy Policy, or wish to exercise any of your rights, please contact us at info@apexacademiccentre.co.za, or write to us at 55 Richards Drive, Halfway House, Midrand, 1685. By using our services, you acknowledge that you have read, understood, and agree to this Privacy Policy
Apex Academic Centre (Pty) Ltd
