Privacy Policy

BTM EDU (Pty) Ltd ("BTM EDU", "we", "us", "our") is committed to protecting your personal information in accordance with the Protection of Personal Information Act, 4 of 2013 ("POPIA"). This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website, systems, and services, including our quotation management system, inventory system, financial modules, and related platforms.

• Personal Information — Information relating to an identifiable, living natural person or juristic person.
• Processing — Collection, storage, use, dissemination, or destruction of personal information.
• Data Subject — The individual or entity to whom personal information relates.

We may collect and process the following information:

3.1 Customer and School Information

• School name and EMIS number
• Contact person details
• Email addresses
• Phone numbers
• Physical addresses

3.2 Supplier Information

• Supplier company details
• Contact information
• Pricing and product data

3.3 Financial Information

• Bank account details (for payments and reconciliation)
• Transaction records
• Invoice and payment data

3.4 System Usage Information

• Login details
• User activity within the system
• Uploaded documents (Excel, PDF, Word, images)

3.5 Special Note on Documents

Documents uploaded (including supplier price lists, bank statements, invoices) may contain personal or business-sensitive information which is processed strictly for operational purposes.

We process personal information for:

• Generating quotations, invoices, and delivery notes
• Managing inventory and supplier pricing
• Financial reporting and reconciliation
• Customer and supplier relationship management
• Compliance with legal and regulatory obligations
• Improving system performance and functionality

We process personal information in accordance with POPIA based on:

• Consent of the data subject
• Contractual necessity
• Legal obligations
• Legitimate business interests

We do not sell personal information. We may share information with:

• Technology service providers (e.g., hosting platforms like Emergent)
• Payment processors and financial institutions
• Regulatory authorities where required by law

All third parties are required to maintain confidentiality and data protection standards.

We implement appropriate technical and organisational measures to protect data, including:

• Secure servers and encryption where applicable
• Access control and authentication
• Role-based permissions within the system

Data is stored within secure environments and only accessible to authorised personnel.

We retain personal information only for as long as necessary to:

• Fulfil the purposes outlined in this policy
• Comply with legal and financial record-keeping requirements

You have the right to:

• Access your personal information
• Request correction or deletion
• Object to processing
• Withdraw consent (where applicable)
• Lodge a complaint with the Information Regulator

Our website and system may use cookies to:

• Improve user experience
• Track system usage
• Enhance performance

Users may disable cookies via browser settings.

Where data is processed outside South Africa, we ensure that:

• Adequate data protection safeguards are in place
• POPIA compliance standards are maintained

In terms of POPIA, BTM EDU (Pty) Ltd has appointed an Information Officer responsible for compliance. For queries or requests, contact:

Email: info@btmedu.co.za

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

By using our website and systems, you acknowledge that you have read and understood this Privacy Policy and agree to the processing of your information as described.