Privacy Policy

Last updated: September 2026

Introduction

GAP Online Management System ("we", "our", or "us") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our online education platform. Please read this policy carefully. If you do not agree with the terms of this privacy policy, please do not access the platform.

Information We Collect

Personal Information

  • Full name, nickname, and preferred name
  • Email address and contact information
  • South African ID number or birth certificate number
  • Grade level and language preference
  • Parent/guardian contact details (for students)

Academic Information

  • Subject selections and enrollments
  • Exam results and academic progress
  • Assignment submissions and grades
  • Study time and learning analytics
  • School reports and academic records

Account Information

  • Username and password (encrypted)
  • Login history and session data
  • Account preferences and settings
  • GAP number and centre number

Payment Information

  • Payment history and transaction records
  • Payment method information (processed securely through third-party providers)
  • Subscription status and billing details

How We Use Your Information

We use your personal information for the following purposes:

  • Providing and managing educational services and access to the platform
  • Tracking academic progress and generating reports for parents and students
  • Communicating important updates, exam schedules, and educational content
  • Processing payments and managing subscriptions
  • Improving our educational content and platform functionality
  • Complying with legal obligations and educational regulations
  • Verifying identity and preventing fraud
  • Providing customer support and addressing inquiries
  • Conducting research and analysis to improve educational outcomes

Information Sharing and Disclosure

We may share your information with the following parties under the circumstances described:

Parents/Guardians

We share student academic information, progress reports, and exam results with registered parents/guardians.

School Centres

We share relevant student information with linked school centres for administrative and educational purposes.

Marketers/Agents

We may share student information with assigned marketers for support and reporting purposes.

Service Providers

We engage third-party service providers to perform services on our behalf (e.g., payment processing, cloud hosting, email services). These providers have access to your information only to perform these tasks.

Legal Requirements

We may disclose information if required by law, court order, or to protect our rights, property, or safety.

Data Security

We implement appropriate technical and organizational measures to protect your personal information:

  • Encryption of sensitive data in transit and at rest
  • Secure authentication and access controls
  • Regular security assessments and updates
  • Restricted access to personal data on a need-to-know basis
  • Secure data storage and backup procedures
  • Compliance with South African data protection laws (POPIA)

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Your Rights

Under POPIA and applicable data protection laws, you have the following rights:

  • Access: Request access to your personal information we hold
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information (subject to legal obligations)
  • Objection: Object to processing of your personal information
  • Portability: Request transfer of your data to another service
  • Complaint: Lodge a complaint with a data protection authority

Data Retention and Deletion

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

  • Academic records are retained for the duration of the student's enrollment and as required by educational regulations
  • Financial records are retained for 7 years as required by tax laws
  • Account information is retained until account closure or as required by law
  • You may request deletion of your account and personal information through our Data Removal Request form

Upon account closure, we will delete or anonymize your personal information unless retention is required by law or for legitimate business purposes (e.g., academic record preservation).

Children's Privacy

Our platform is designed for students under 18. We obtain parental/guardian consent before collecting personal information from minors. Parents/guardians have the right to access, review, and request deletion of their child's information. We do not knowingly collect personal information from children under 13 without parental consent.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our platform and updating the "Last updated" date. We encourage you to review this policy periodically.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Email: support@gaponline.co.za

Website: https://app.gaponline.co.za

Request Account Closure and Data Removal

If you wish to close your account and request deletion of your personal information, please use ourData Removal Request form. You will need to provide your email address and the student's GAP number for verification.

Submit Data Removal Request