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Privacy Policy 

Effective Date: 1 July 2026

1. INTRODUCTION

Praxis Dramatic Arts Academy (“the Academy”, “we”, “us”) respects the privacy of all learners and parents/guardians.

We collect only information reasonably necessary to operate our programmes safely, communicate effectively with families, and administer learner enrolment.

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We are committed to protecting personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).

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This Privacy Policy explains:

  • what information we collect

  • how we use it

  • how we store it

  • who we share it with

  • your rights regarding your information

2. WHO ARE WE

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Information Officer

Name:  Operational Officer

Email: praxisdramaticarts@gmail.com

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The Information Officer is responsible for overseeing the Academy's compliance with applicable data protection obligations and responding to privacy-related requests.

3. INFORMATION WE COLLECT

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We collect only the information necessary to operate our programmes safely and effectively.

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3.1 APPLICATION STAGE

Upon submission of a Registration Form, the Academy collects information necessary to evaluate Applications for Enrolment, assess operational viability, determine class allocation requirements, and administer enrolment processes.

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3.2. REGISTRATION STAGE (CONTRACTUAL ENROLMENT)

Upon submission of the Registration Form, additional personal information is collected, including but not limited to:

  • full Parent/Guardian details

  • full learner details

  • medical and safety information

  • communication preferences

  • payment selection and billing information

  • consent declarations (POPIA, Terms & Conditions, media consent where applicable)

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Submission of the Registration Form constitutes a formal application for enrolment. Contract formation occurs only upon acceptance by the Academy and issuance of the Enrolment Acceptance Notice in accordance with the Academy’s Terms and Conditions.

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This information is used for:

  • enrolment activation

  • class placement

  • safety and emergency management

  • communication and administration

  • contractual and financial enforcement

4. ​HOW WE COLLECT INFORMATION

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Personal information may be collected during both the Reservation Stage and Registration Stage as described in Section 3 of this Policy. Submission of the Registration Form constitutes a formal application for enrolment. Contract formation occurs only upon acceptance by the Academy and issuance of the Enrolment Acceptance Notice. Personal information is therefore processed immediately for enrolment administration, communication, safety, and contractual enforcement purposes.

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We collect personal information through:

  • Google Forms (Registration and Enrolment Forms)

  • Email communication

  • WhatsApp communication

  • Proof of payment submissions

5. WHY WE COLLECT YOUR INFORMATION

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We use personal information to:

  • process enrolments and registrations

  • allocate learners to classes

  • manage programme delivery

  • communicate with parents/guardians

  • manage safety and medical emergencies

  • handle billing and payments

  • maintain attendance and operational records

  • manage debt recovery where necessary

  • support marketing activities (only where consent is given)

6. LEGAL BASIS FOR USING YOUR INFORMATION

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We process personal information based on:

  • the need to perform our contract with you (enrolment)

  • legal obligations (including safety and financial recordkeeping)

  • legitimate operational requirements of running the Academy

  • consent (for photography, video, and marketing use where applicable)

7. SHARING YOUR INFORMATION

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We may share personal information with:

  • Academy co-owners

  • Academy employees (only where operationally required)

  • Accountants (financial administration only)

  • Debt collection agencies (if accounts are in arrears)

  • Google (for storage, email, and form processing infrastructure)

 

We do not sell personal information.

8. HOW WE STORE YOUR INFORMATION

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Personal information is stored securely using:

  • Google Drive

  • Email systems (Gmail)

  • WhatsApp communication systems

  • Physical paper files (where applicable)

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Access is restricted to authorised personnel only.

9. DATA SECURITY

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We take reasonable steps to protect personal information from loss, misuse, or unauthorised access.

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These include:

  • restricted access to digital files

  • controlled sharing permissions on Google Drive

  • confidentiality obligations for employees

  • secure handling of physical records

10. HOW LONG WE KEEP YOUR INFORMATION

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We retain personal information for 3 years after a learner leaves the Academy.

After this period, information is archived or securely deleted unless legal obligations require longer retention.

11. PHOTOGRAPHY AND VIDEO

 

We may:

  • take photographs during classes and performances

  • record performances and events

  • use selected images for social media, website, and marketing

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Consent is obtained via a tick-box on the Registration Form.

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Consent is optional.

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Where consent is not given, images will not be used for marketing purposes.

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Consent may be withdrawn at any time by written notice to the Academy.

Withdrawal of consent will not affect material already lawfully published prior to receipt of the withdrawal request.

12. COMMUNICATION

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We communicate with parents/guardians using:

  • Email (formal communication such as billing, notices, and official updates)

  • WhatsApp (general and operational communication)

13. YOUR RIGHTS

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Under POPIA, you have the right to:

  • request access to your personal information

  • request correction of inaccurate information

  • request deletion of personal information (where legally possible)

  • withdraw consent where applicable

Requests can be made via our official email address.

14. CHILDREN’S INFORMATION

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We provide services to minors (Grade 4–8).

Personal information is collected and processed only with the consent of a parent or legal guardian.

15. THIRD-PARTY SERVICES

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We use trusted third-party services to operate our Academy, including:

  • Google (Drive, Forms, Email infrastructure)

  • Accounting services

  • Debt collection services (where necessary)

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These providers are required to handle information securely.

16. CHANGES TO THIS POLICY

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We may update this Privacy Policy from time to time.

Any updates will be made available through official Academy communication channels.

17. CONTACT US

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For any privacy-related queries or requests, contact:

Email: praxisdramaticarts@gmail.com

Email: praxiscomplaints@gmail.com


Phone: 082 043 1575

FINAL NOTE (OPERATIONAL REALITY)

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This Privacy Policy applies to all learners and parents/guardians engaging with Praxis Dramatic Arts Academy, including those interacting through Google Forms, email, WhatsApp, and in-person programme delivery.

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