Privacy Policy
1. Information about us
Wordworks is a non-profit organisation, registered in South Africa, with registration number 044 766.
Registered address: 46 Main Road, Bergvliet, Cape Town
Main trading address: As above
VAT number: 4890266960
Information Officer: Colleen Hughes
Email address: [email protected]
Telephone number: 021 788 9233
Postal address: 46 Main Road, Bergvliet, Cape Town
Deputy Information Officer: Thabisile Seme
Email address: [email protected]
Telephone number: 021 788 9233
Postal address: 46 Main Road, Bergvliet, Cape Town
2. What does this notice cover?
This Privacy Notice explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”). This Privacy Notice also applies to the personal information we collect through our website, www.wordworks.org.za, including through online forms, downloads, and usage tracking (e.g. cookies and analytics tools).
3. What is personal information?
Personal information is any information about you that enables you to be identified. Personal information covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, company/organisational registration numbers, electronic location data, and other online identifiers. We process personal information by both automated (electronically) and non-automated (paper based) means.
4. What personal information do we collect and how?
We collect and store different types of personal information, depending on our relationship with you. This may include basic contact details, identity information, and other details necessary for legal, administrative, operational purposes, video or photographic information derived from events, projects or fieldwork, or donor requests.
We take care to collect personal information in a lawful and responsible manner, and we only collect what is necessary for our services, legal obligations, and operational needs.
In some cases, we are required by law to collect special personal information (such as race, health or biometric data, and criminal records), as well as personal information relating to children, and spouses/partners. Information collected about children may include names, surnames, birth dates, or ID numbers.
The table below outlines what we collect and how we collect it:
| Type of Information | Examples | How We Collect It |
| Identity Information | Names, ID or passport numbers, driver’s licences, company registration details, vehicle registration numbers. | Mostly collected directly from you. If this isn’t possible, we may source it from third parties or public platforms where you’ve made this information available. |
| Contact and Location Information | Phone numbers, email and physical addresses, postal addresses, GPS/location data. | Primarily collected directly from you. If not, we may obtain it from trusted third parties or public sources. |
| Business Information | Job titles, professional affiliations, company ownership or shareholding, confidential emails, services offered. | Usually collected directly from you. If necessary, we may also collect it from third parties or public platforms. |
| Payment Information | Invoices, bank details, card numbers, credit ratings. | Collected directly from you, or from banks and credit bureaus/verification agencies. |
| Profile Information | Preferences, transaction history, customer profiles. | Mostly collected from your interactions with us or through direct communication. |
| Third-Party Data | Verification details, consumer profiles. | Obtained from reliable third-party service providers or publicly available sources, where needed. |
| Photographs and Video Recordings | Event photos, workshop or training session recordings, images on our website or social media. | Collected with your consent during events, site visits, or training sessions. May also be obtained from publicly available platforms (e.g. social media) if shared by you or your organisation. |
5. Data collected through our website
When you visit the Wordworks website (www.wordworks.org.za), we will collect information as you interact with the site. This includes technical data collected automatically and personal data provided voluntarily by you through forms or sign-ups. This section explains how we handle that information, in accordance with POPIA and industry best practice.
5.1. Types of information we collect through our website
- Technical and usage data such as your IP address, browser type, device information, and operating system. This information helps us to improve your technical experience of our website.
- Interaction data, such as time spent on the site, which pages you view, the links you click, and how you navigate the site. This information helps us to recommend Wordworks online content that links to your interests.
- Form data, which includes any personal information you submit voluntarily (e.g. when signing up for a newsletter or Wordworks programmes/courses or requesting information). This information helps us to ensure you receive only relevant communication from Wordworks.
5.2 Use of cookies and analytics
We use cookies and similar technologies to recognise your browser or device, personalise your experience, and understand how visitors use our website. A cookie is a small file that your web browser automatically saves on your computer or phone.
- Session cookies are temporary and deleted after you leave the site.
- Permanent cookies remain on your device to help remember your preferences and usage patterns.
Most browsers accept cookies by default, but you can change your settings to block them, allow them only for a session, or delete them early. Just note that if you turn off cookies, some parts of the website (like language settings) may not work properly.
We may use third-party tools such as Google Analytics to analyse site traffic. These services may collect aggregated data that helps us understand user behaviour and improve site performance. This data is anonymised and does not identify you personally.
5.3 Embedded content & external links
Our website may include links to external websites or embedded content (e.g. YouTube videos, Google Maps, or social media plugins). These platforms may collect personal information about you independently. We are not responsible for the privacy practices or content of these third-party sites and recommend reviewing their privacy policies.
5.4 Social media plugins
If you interact with our content via social media platforms (e.g. Twitter/X, Facebook, YouTube, Instagram, LinkedIn), those services may track your activity and associate it with your personal profiles. We encourage you to review their individual privacy policies for details on how they handle your data.
5.5 Cross-border transfers
Some data collected via our website (e.g. through analytics or cloud-based tools) may be processed outside South Africa. In such cases, we ensure as practicably possible, that adequate data protection safeguards are in place in accordance with POPIA.
6. How we use your personal information
We will use your personal information only for the purposes for which it was collected and agreed with you.
We will only use your personal information for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s). If we do use your personal information in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 10.
If we need to use your personal information for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so or obtain permission from you to do so.
With your permission we may also use your personal information for marketing purposes, which may include contacting you by email and/or telephone and/or text message with information, news, and offers on our products and/or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under POPIA, and you will always have the opportunity to opt-out.
We will only process your information within the bounds of POPIA and your legal rights.
7. Information security
The security of your personal information is essential to us. We are committed to safeguarding the personal information in our care and preventing unauthorised access, use, or disclosure. To this end, we regularly review and update our security measures and related processes to ensure your information remains protected.
When we engage third-party service providers, we require them to adhere to appropriate security, privacy, and confidentiality standards. This ensures that any personal information we remain responsible for is treated with the same level of care and protection.
We will only share your personal information with third parties who agree to handle it in line with the legal and ethical obligations we are bound by.
8. How long we keep your personal information
Your personal information will lie dormant on our systems and will only be accessible to limited staff members and only if necessary.
We will not keep your personal information for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal information will therefore be kept for:
- as long as it serves the purpose it was collected and intended for,
- such periods as prescribed in any legislation applicable to our business,
- any period agreed to in a contract,
- the purposes of fulfilment of a contract, or
- any period you may have agreed to.
9. Accessing your personal information
If you want to know what personal information we have about you, you can ask us for details of that personal information and for a copy of it (where any such personal information is held). This is known as a Subject Access Request (“SAR”).
All SARs should be made in writing and sent to the email or postal addresses shown in Part 10 below. To make this as easy as possible for you, a Subject Access Request Form is available for you to use (SAR Form 1). You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There may be a fee charged for a SAR, especially if your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We aim to respond to all SARs within one month. If your request is complex or involves a large amount of information, we may need up to three months to respond. In such cases, we will keep you informed of our progress.
10. How to contact us
To contact us about anything to do with your personal information and the protection of your personal information, including to make a data subject access request, please use the following details (for the attention of The Information Officer):
Email address: [email protected]
Telephone number: 021 788 9233
Postal Address: 46 Main Road, Bergvliet, Cape Town.
11. Changes to this privacy notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal information protection. Any changes will be made available on our organisational website.
