UTOPIA INSTITUTE

Privacy Policy, Website Terms & Conditions (POPIA Compliant)

1. INTRODUCTION

Utopia Institute (Pty) Ltd also known as Utopia Institute ("we", "us", "our") is a South African Education, Training and Development (ETD) provider committed to protecting personal information in accordance with the Protection of Personal Information Act, 4 of 2013 (POPIA).

By using our website or enrolling in our training programmes, you agree to the terms outlined below.

2. COMPANY DETAILS

Utopia Institute (Pty) Ltd also known as Utopia Institute
Website: https://UtopiaInstitute.net
General Email: Info@Utopia-Institute.net
Privacy Email: Info@Utopia-Institute.net

PART A: PRIVACY POLICY (POPIA COMPLIANT)

3. INFORMATION WE COLLECT

We may collect:

• Full names and surname

• ID or passport number

• Contact details (email, phone number)

• Address details

• Employer/company information

• Training and assessment records

• Payment information

4. HOW INFORMATION IS COLLECTED

• Website forms

• Course registrations

• Emails and phone communication

• Contracts and agreements

5. PURPOSE OF PROCESSING

We process personal information for:

• Training enrolment and administration

• Certification and accreditation (SETA/QCTO)

• Communication and support

• Billing and payment processing

• Legal and compliance requirements

6. LEGAL BASIS

Processing is based on:

• Consent

• Contractual necessity

• Legal obligations

• Legitimate interests

7. SHARING OF INFORMATION

Information may be shared with:

• SETAs and QCTO

• Assessors and moderators

• Regulatory bodies

• Service providers supporting operations

We do not sell personal information.

8. DATA SECURITY

We implement appropriate security safeguards to protect personal information.

9. DATA RETENTION

Information is retained only as long as required by law or training regulations.

10. YOUR RIGHTS

You may:

• Access your data

• Request corrections

• Request deletion

• Object to processing

• Lodge a complaint with the Information Regulator

11. CONTACT

Email: Info@Utopia-Institute.net

PART B: WEBSITE TERMS OF USE

12. ACCEPTABLE USE

You agree not to:

• Use the website unlawfully

• Attempt unauthorised access

• Disrupt website functionality

13. CONTENT DISCLAIMER

Information is provided as-is. We do not guarantee accuracy or completeness.

14. THIRD-PARTY LINKS

We are not responsible for external websites linked from our site.

PART C: COOKIE POLICY

15. COOKIES

We use cookies to:

• Enhance user experience

• Analyse traffic

• Store preferences

You can disable cookies in your browser settings.

PART D: TRAINING TERMS & CONDITIONS

16. ENROLMENT

• Subject to written confirmation

• We reserve the right to accept or decline applications

17. PAYMENT

• Full payment required before training unless agreed otherwise

18. CANCELLATIONS

• Must be submitted in writing

• Subject to refund policy

19. ATTENDANCE & CERTIFICATION

• Full attendance required

• Certificates issued upon successful completion

20. ACCREDITATION

Training aligns with SETA/QCTO requirements where applicable.

21. PARTICIPANT RESPONSIBILITIES

Participants must:

• Attend on time

• Complete assessments honestly

• Respect others

22. INTELLECTUAL PROPERTY

All materials remain property of Utopia Institute.

23. LIABILITY

We are not liable for losses or damages related to training participation.

24. INDEMNITY

Participants indemnify Utopia Institute against misuse of content or breach of terms.

25. FORCE MAJEURE

We are not responsible for delays beyond our control.

26. GOVERNING LAW

South African law applies.

PART E: POPIA CONSENT CLAUSE (FOR REGISTRATION FORMS)

27. CONSENT STATEMENT (USE ON FORMS)

By submitting this form, you:

• Consent to Utopia Institute collecting and processing your personal information

• Understand that your data will be used for training, certification, and administrative purposes

• Acknowledge that your information may be shared with SETAs, QCTO, and relevant authorities where required

• Confirm that the information provided is accurate and complete

• Understand your rights under POPIA

Checkbox wording for forms:
☐ I consent to Utopia Institute processing my personal information in accordance with its Privacy Policy.

WEBSITE-READY STRUCTURE (IMPLEMENTATION GUIDE)

For your website, publish as separate pages:

1. Privacy Policy Page → Sections 1–11

2. Terms & Conditions Page → Sections 12–26

3. Cookie Policy Section → Section 15 (can be standalone or within Privacy page)

4. POPIA Consent → Add to all registration/enquiry forms

FINAL NOTE

By using our website or services, you agree to this policy and terms.

End of Document