Privacy Policy

1. Introduction

Incapsulate ("Incapsulate", "we", "our", or "us") respects the privacy of our users and is committed to protecting personal information.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the rights available to users.

This policy applies to all users of the Incapsulate platform.

By creating an account or using the platform, you acknowledge that your personal information may be processed in accordance with this Privacy Policy.

2. Compliance with POPIA

Incapsulate processes personal information in accordance with the Protection of Personal Information Act, 2013 ("POPIA") and other applicable South African laws.

Where required by law, Incapsulate will take reasonable steps to ensure that personal information is processed lawfully, securely, and transparently.

3. Information We Collect

Depending on how the platform is used, Incapsulate may collect:

Account Information

• First name
• Last name
• Email address
• Password stored in hashed form
• Account role, such as student, teacher, or administrator
• Age or date of birth information where required
• Telephone number
• Parent or guardian telephone number where required

Educational Information

• Grade level
• School name
• Age information where relevant to educational services
• Classroom membership
• Teacher-student relationships
• Assignments and assessments
• Assignment submissions
• Teacher feedback and marks
• Educational progress information
• Question, assignment and assessment attachments uploaded by teachers
• Assignment and assessment attachments uploaded by students
• Class join codes

Subscription Information

• Subscription type
• Subscription status
• Subscription history
• Billing history
• Payment method (such as PayFast or EFT)
• Payment reference information
• Invoice information where applicable
• Discount code usage
• Teacher free trial status where applicable
• Student access type, including free, individual subscription, or teacher-provided access
• Classroom seat allocations where applicable

Technical Information

• IP address
• Browser type
• Device information
• Platform activity logs
• Login activity
• Secure session identifiers
• User preferences such as theme selection
• Error diagnostics where necessary to maintain platform security, stability and reliability

Where a student is under the age of 18, Incapsulate may collect the contact information of a parent or legal guardian for consent, communication, account administration, or platform-related notifications.

4. Information We Do Not Collect

Incapsulate does not store:

• Credit card numbers
• Debit card numbers
• Banking passwords
• Online banking credentials

Payment information is processed by PayFast, Incapsulate's third-party payment service provider. Schools or organisations choosing invoice and EFT billing may provide payment references, invoice information and related billing details directly to Incapsulate.

Incapsulate does not receive or store users' full payment card information, banking passwords, or online banking credentials.

5. How We Use Information

Personal information may be used to:

• Create and manage user accounts
• Provide educational services
• Manage classrooms
• Deliver assignments and assessments
• Track educational progress
• Process subscriptions and payments
• Store uploaded educational files
• Provide classroom collaboration features
• Send account notifications
• Send password reset emails
• Send account verification emails
• Send billing notifications
• Send security notifications
• Send service-related review requests
• Respond to support requests
• Maintain audit logs where necessary for security and fraud prevention
• Improve platform functionality
• Maintain platform security

Incapsulate does not sell personal information to third parties.

6. Educational Relationships

The platform may store information linking students and teachers for the purpose of providing classroom functionality.

Teachers may be able to view information relating to students assigned to their classrooms, including educational activity, assignment submissions, assessment results, and progress information.

Teachers may upload assignments, assessments, supporting resources, images and feedback that become available to students enrolled in their classrooms.

Incapsulate does not independently verify teacher authority, school authority, parental authority, or educational permissions and relies on users to ensure that any required permissions have been obtained.

7. Children Under 18

Students under the age of 18 may use the platform with the consent of a parent or legal guardian.

The person creating the account is responsible for ensuring that any required parental consent has been obtained.

Incapsulate may request additional consent verification where reasonably necessary.

8. Service Providers

Incapsulate may use trusted third-party service providers to operate the platform.

These providers may process information on behalf of Incapsulate where necessary to provide services.

Current providers may include:

• PayFast for subscription billing and payment processing
• Resend for transactional email delivery
• Neon for database hosting and storage
• Vercel for application hosting and infrastructure
• Vercel Blob for secure storage of uploaded educational files and platform images
• Sentry for platform error monitoring and reliability

Service providers are only granted access to information necessary to perform their services.

9. Data Security

Incapsulate takes reasonable technical and organizational measures to protect personal information against:

• Unauthorized access
• Unauthorized disclosure
• Loss
• Misuse
• Alteration
• Destruction

Uploaded educational files are stored using secure cloud storage providers with appropriate access controls.

No system can guarantee absolute security, and users acknowledge that transmission of information over the internet carries inherent risks.

10. Data Retention

Incapsulate may retain personal information for as long as reasonably necessary to:

• Provide services
• Maintain records
• Resolve disputes
• Comply with legal obligations
• Enforce platform policies

Information may be deleted, anonymized, or archived when no longer required.

Where users request account deletion, Incapsulate may retain certain information where required by law, accounting obligations, fraud prevention, dispute resolution or to protect the integrity of educational records.

Uploaded files associated exclusively with a deleted account are permanently removed after the applicable retention period. Shared educational resources may be retained where reasonably necessary to preserve classroom or assessment integrity for other users.

Subscription, billing, and transaction records may be retained for longer periods where required by law, accounting obligations, audit requirements, dispute resolution, or fraud prevention purposes.

11. User Rights

Subject to applicable law, users may request:

• Access to personal information
• Correction of inaccurate information
• Deletion of personal information where legally permitted
• Withdrawal of certain consents
• Information regarding how personal information is processed

Users may request deletion of their account, subject to applicable legal, accounting and educational record retention requirements.

Requests may be submitted to the contact details provided below.

12. Cookies and Similar Technologies

Incapsulate may use cookies, secure session cookies and similar technologies to:

• Maintain user sessions
• Remember user preferences
• Improve platform functionality
• Enhance platform security
• Protect against fraud and unauthorised access

Incapsulate uses essential cookies and similar technologies for authentication, security, maintaining active sessions, remembering user preferences and operating core platform functionality.

With the user's consent, Incapsulate may also use non-essential analytics and marketing technologies, including Google Analytics, Microsoft Clarity and Meta Pixel, to understand website usage, improve the platform, measure the effectiveness of marketing activities and analyse how users interact with the website.

Non-essential analytics and marketing technologies are not activated unless the user chooses to allow them through the website's cookie preferences.

Users may choose to reject non-essential cookies without preventing the use of essential platform functionality.

Disabling certain cookies may affect platform functionality.

13. Service Communications

Incapsulate may send service-related emails that are necessary to operate and support your account.

These communications may include:

• Account verification emails
• Password reset emails
• Billing and payment notifications
• Subscription and licence reminders
• Security notifications
• Platform support communications
• Requests for feedback or reviews relating to your use of the platform

These communications form part of the services provided by Incapsulate and are not considered promotional marketing communications.

14. International Processing

Certain service providers used by Incapsulate may process or store personal information outside South Africa.

Where personal information is transferred outside South Africa, Incapsulate will take reasonable steps to ensure that the transfer is made in accordance with applicable data-protection law and that appropriate safeguards are in place where required.

15. Changes to this Policy

Incapsulate may update this Privacy Policy from time to time.

The latest version of this policy will always be made available through the platform and may be accessed from the user's profile or legal information section.

Where required by applicable law, users will be notified of material changes to this Privacy Policy or asked to provide any additional consent required before those changes take effect.

16. Contact Information

Questions relating to this Privacy Policy may be directed to:

support@incapsulate.co.za

Incapsulate
A product of Cape Town Wall Print (Pty) Ltd
South Africa