Last updated: 10 July 2026 · Effective: 10 July 2026
1. Who we are
The Southern African Grain Milling Academy (SAGMA) is a training provider delivering accredited education in grain milling, baking, food safety, and quality assurance. SAGMA is the “responsible party” for the personal information processed through the Services. Contact details for our Information Officer appear in section 13.
2. Information we collect
We collect the following categories of personal information, depending on how you use the Services:
Account & identity information
- Name, email address, and phone number;
- National identification number and date of birth, where required for enrolment and certification;
- Login credentials and authentication tokens.
Academic & assessment information
- Course enrolments, class/period, and study progress;
- Exam and progress-question submissions, answers, marks, and results;
- Logbook and portfolio-of-evidence entries, including photos and documents you upload as evidence.
Proctoring & invigilation information
- Images, video, and audio captured by your device’s camera and microphone during proctored assessments;
- Screen captures and screen-recording indicators during assessments;
- Photographs of answer sheets and QR codes you scan for exam check-in.
See section 3 for how this sensitive information is handled.
Device & technical information
- Device model, operating system, application version, battery and network status, and general diagnostics used to support exam integrity and troubleshooting;
- Log data such as IP address, access times, and actions taken within the Services;
- Push-notification tokens used to deliver alerts.
Biometric authentication (on-device only)
If you enable Face ID / Touch ID (or Android biometrics) to sign in, that biometric verification is performed by your device’s operating system. We do not receive, store, or have access to your biometric data — the device only tells the app whether authentication succeeded.
3. Exam proctoring & invigilation data
To protect the integrity and accreditation value of assessments, proctored exams may capture camera images/video, microphone audio, and screen activity while you are actively taking the exam. This information is treated as sensitive and:
- is captured only during an active proctored assessment, not in the background at other times;
- is used solely for identity verification, invigilation, and reviewing possible exam-conduct concerns;
- is accessible only to authorised invigilators, markers, moderators, and accreditation reviewers;
- is retained for the period described in section 7 and then deleted or anonymised.
4. How we use your information
- To register you, manage your enrolment, and provide the learning and assessment Services;
- To deliver, invigilate, mark, and moderate exams and assessments;
- To produce results, transcripts, certificates, and accreditation records;
- To verify identity and secure your account;
- To communicate with you about your studies, deadlines, and support requests;
- To maintain, secure, and improve the Services and comply with legal and accreditation obligations.
5. Legal basis for processing
We process your personal information where it is necessary to perform our contract/enrolment with you, to comply with a legal or accreditation obligation, to pursue our legitimate interest in operating a secure and credible training programme, or on the basis of your consent (which you may withdraw at any time, subject to the effect that withdrawal has on the Services).
6. When we share information
We do not sell your personal information. We share it only as needed to operate the Services:
- Accreditation and regulatory bodies (such as the QCTO and relevant SETAs) for the recognition of your results and qualifications;
- Employers and sponsors who fund or oversee your training, limited to progress and results relevant to that sponsorship;
- Service providers who host and support the platform (cloud hosting, content delivery, and real-time notification providers) under confidentiality obligations and only to provide services to us;
- Where required by law, or to protect rights, safety, and the integrity of assessments.
7. How long we keep it
We keep personal information for as long as you have an active relationship with SAGMA and thereafter only as long as necessary to meet legal, accreditation, and record-keeping requirements. Academic and certification records may be retained on a long-term basis to allow verification of qualifications. Proctoring media is retained for a limited period sufficient for marking, moderation, and any assessment review, and is then deleted or anonymised.
8. How we protect it
We use technical and organisational measures — including encryption in transit, access controls, role-based permissions, and audit logging — to protect personal information against loss, unauthorised access, and misuse. No system is completely secure, but we work to protect your information and to promptly address any incident.
9. Your rights
Subject to applicable law, you have the right to:
- access the personal information we hold about you;
- request correction of inaccurate or incomplete information;
- request deletion of information we are no longer required or entitled to keep;
- object to or restrict certain processing, and withdraw consent where processing is based on consent;
- lodge a complaint with the Information Regulator (South Africa).
To exercise any of these rights, contact us using the details in section 13. Deleting the app removes it from your device but does not by itself delete records we are required to retain.
10. Minors
Some learners may be under 18. Where a learner is a minor, we process their information for education and assessment with the involvement of a parent, guardian, competent person, or sponsoring employer as appropriate.
11. International transfers
Our service providers may process information outside South Africa. Where information is transferred across borders, we take steps to ensure it receives a comparable level of protection consistent with POPIA.
12. Changes to this policy
We may update this policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, notify you within the Services. Continued use of the Services after an update means you accept the revised policy.
13. Contact us
For privacy questions or to exercise your rights, contact our Information Officer:
| Responsible party | Southern African Grain Milling Academy (SAGMA) |
| [email protected] | |
| Platform | https://sagma.edusyms.cloud |