1. Purpose This policy outlines how [Skills Development Provider Name] collects, processes, stores, and protects personal information of learners, in compliance with the Protection of Personal Information Act (POPIA) and the QCTO requirements for data management.
2. Definitions Data Subject: The learner whose personal information is being collected. Personal Information: Any information relating to an identifiable person, including name, ID number, contact details, academic records, etc. Responsible Party: The Skills Development Provider (SDP) managing learner data. Processing: Any operation performed on personal information, including collection, storage, use, or destruction.
3. Scope This policy applies to all enrolled learners in QCTO-accredited qualifications, part-qualifications, or skills programmes facilitated by Conservation Exposure Education and Training.
4. Collection of Information We collect learner data for the following purposes: • Registration with QCTO and relevant SETA • Verification of qualifications (e.g., SAQA ID, ID documents) • Assessment and moderation reporting • Certification application and issuance • Learnership and work placement tracking • Communication and learner support
5. Types of Personal Information Collected • Full names and identity number • Contact details (email, phone number, address) • Employment and education history • Assessment results and learning achievements • Financial and banking information (if applicable)
6. Processing and Use of Information We undertake to: • Only process personal information for legitimate educational purposes • Ensure data is complete, accurate, and up-to-date • Provide access to learner records only to authorized personnel or regulatory bodies (e.g., QCTO, SETA, SAQA)
7. Storage and Security Learner information is securely stored in both physical and digital formats. Security measures include: • Password-protected systems • Limited access to administrative staff • Locked file cabinets for paper-based records • Regular backups and anti-virus protection
8. Sharing and Disclosure We may share learner information only with: • QCTO and SETAs for accreditation and certification purposes • DHET and SAQA for national reporting • Employers (in the case of learnerships or internships) No information will be sold or disclosed to third parties for commercial use.
9. Rights of the Learner Learners have the right to: • Access their personal records • Request corrections to inaccurate data • Withdraw consent to use information (where not legally required) • Lodge a complaint with the Information Regulator
10. Retention of Records Records will be retained in line with QCTO’s prescribed retention schedule: • 5 years for administrative records • 10 years for learner results and certification records • Indefinitely for historical qualification achievements
11. Breach Management In the event of a data breach, learners will be informed within a reasonable timeframe, and corrective measures will be taken immediately as per the Data Breach Response Procedure.
12. Policy Review This policy will be reviewed annually or upon any legislative or QCTO guideline changes.
13. Learner Consent and Acknowledgement I, the undersigned, hereby confirm that: • I have read and understood the contents of this POPI Policy. • I give Conservation Exposure Education and Training consent to collect, process, and store my personal information for the purposes stated above. • I am aware of my rights under POPIA and the QCTO regulatory framework.