Privacy Notice

1 Who we are

Northern Cape Rural TVET College ("NCR TVET", "the College", "we", "us") is a public Technical and Vocational Education and Training college established under the Continuing Education and Training Act, 2006, and accountable to the Department of Higher Education and Training (DHET). We are the responsible party for the personal information described in this notice.

This notice explains how we handle personal information collected through our website (ncrtvet.com), including the contact form, the "Eve" assistant, and the support and study-from-home enquiry forms.

2 Our Information Officer

In terms of POPIA, the College's Information Officer is the accountable officer of the institution — the Principal, Mr Percy Sago — supported by deputy information officers where delegated. The Information Officer is responsible for ensuring the College complies with POPIA.

To exercise any of your rights, ask a question about this notice, or make a privacy request, contact the Information Officer:

3 What personal information we collect

We only collect information that is adequate, relevant and not excessive for the purpose. Depending on how you use the site, this may include:

Information you give us

• Contact & enquiry forms: your full name, phone number, email address, the campus or department you selected, and the content of your message.
• Support tickets: the details you provide when logging a support request, and any follow-up correspondence.
• Study-from-home / application enquiries: the details you submit on those forms.
• Eve assistant: the questions and messages you type into our on-site assistant, which are stored so we can improve the service and answer follow-ups.

Information collected automatically

• Technical data: when you submit a form we record your IP address, browser/device type (user-agent) and the page you came from, to help prevent abuse and diagnose problems.
• Anonymised website analytics: aggregated, de-identified visit statistics (such as page views) used to understand how the site is used. These analytics do not identify you personally.

4 Why we use your information (purpose & lawful basis)

We process your personal information to:

• respond to your enquiry and route it to the correct campus or department;
• provide support and follow up on tickets you log;
• give you information about programmes, applications, NSFAS funding and College services you ask about;
• keep the website secure and prevent misuse; and
• improve our services and communications.

We rely on one or more of the following lawful bases under POPIA: your consent (which you give by submitting a form), our legitimate interest in operating and securing the College's services, and, where relevant, compliance with a legal obligation or the performance of a public function.

5 Is it voluntary or required?

Providing your information through our forms is voluntary. However, the fields marked as required are necessary for us to respond — if you do not provide them, we may not be able to answer your enquiry or process your request.

6 Who we share it with

We treat your information as confidential. We only share it where necessary, with:

• College staff at the relevant campus or department, so they can respond to you;
• trusted service providers (operators) who host our website and email on our behalf, under confidentiality and data-protection obligations; and
• authorities or third parties where the law requires or permits it, for example a lawful request from a regulator or court.

We do not sell your personal information, and we do not use it for third-party advertising.

Where information is processed or stored by a service provider outside South Africa, we take reasonable steps to ensure it is protected to a standard consistent with POPIA.

7 How long we keep it

We keep your personal information only for as long as necessary for the purpose it was collected, and for any period required by law or applicable records-management rules for public institutions. As a guide, general website enquiries and Eve conversations are kept for up to 24 months, after which they are securely deleted or de-identified, unless we are required to keep them longer.

8 How we protect your information

We apply appropriate, reasonable technical and organisational measures to safeguard your information against loss, unauthorised access and misuse. These include restricting access to authorised staff, storing submissions in protected server locations that are not publicly accessible, and using secure (encrypted) connections for email delivery. No system can be guaranteed 100% secure, but we work to protect your information and to address any incident promptly.

9 Children & minors

Some of our prospective students are under 18. If you are under 18, please use this website and our forms with the knowledge and consent of a parent or legal guardian. Where we process the personal information of a child, we do so on the basis of the consent of a competent person (a parent or guardian) or as otherwise permitted by law. A parent or guardian may contact our Information Officer to access, correct or delete a child's information.

10 Cookies & analytics

Our website uses only what is needed to function and to measure usage. We keep a small amount of information in your browser (for example, your chosen language and a temporary assistant session) to make the site work. Our visitor analytics are anonymised and aggregated — they are used to count and understand visits, not to identify or track you as an individual, and we do not use them for advertising. You can clear this information at any time through your browser settings.

11 Your rights

Under POPIA you have the right to:

• Be informed that we are collecting your information (this notice);
• Access the personal information we hold about you;
• Correct or update information that is inaccurate or out of date;
• Delete information, or ask us to stop using it, where appropriate;
• Object to the processing of your information on reasonable grounds;
• Withdraw your consent at any time (this will not affect processing already carried out); and
• Complain to the Information Regulator (see below).

To exercise any of these rights, contact our Information Officer at info@ncrtvet.co.za. We may need to verify your identity before acting on a request, and we will respond within a reasonable time.

12 Complaints to the Information Regulator

If you believe we have not handled your personal information lawfully, you may lodge a complaint with the Information Regulator of South Africa:

We would, however, appreciate the chance to resolve your concern first — please contact our Information Officer.

13 Changes to this notice

We may update this Privacy Notice from time to time to reflect changes in our practices or the law. When we do, we will revise the "Effective date" at the top of this page. Please check back periodically.

Last updated: 8 July 2026.