privacy & popia notice.

Effective date: 10 August 2026

1. Our promise

At XMwize Solutions, we believe every interaction counts, including the way we collect, use and protect personal information.

This notice explains how XMwize Solutions (Pty) Ltd handles personal information when you interact with us through our website, forms, events, email, consulting work, learning experiences, shop, podcast, social channels or other business communication. We manage information with care, respect and responsibility.

2. Who this notice applies to

This notice applies to people who interact with XMwize Solutions, including:

• Clients and prospective clients
• Website visitors
• Event and masterclass attendees
• Podcast guests or contributors
• Shop customers and bulk order contacts
• Suppliers, partners and service providers
• People who contact us through forms, email, WhatsApp or social platforms
• People whose information is processed as part of an approved XMwize Solutions engagement

3. What information we may collect

We only collect information that is relevant to the interaction or service.

This may include:

• Your name and surname
• Your email address and phone number
• Your organisation and role
• Information you submit through website forms
• Event registration information
• Order, delivery and payment-related information where the shop is used
• Communication records, such as emails or enquiry messages
• Information needed to deliver consulting, learning, research, podcast or client work
• Any other information you choose to share with us

Where a client engagement includes customer, employee, research or business information, we handle that information according to the agreed scope, client instructions, confidentiality obligations and applicable law.

4. Why we use personal information

We use personal information for clear business purposes, including to:

• Respond to enquiries
• Provide requested information or services
• Manage client relationships and project delivery
• Register people for events, masterclasses or learning sessions
• Process shop orders, bulk order enquiries and returns where applicable
• Manage podcast, content or contributor communication
• Send updates only where you have opted in
• Improve our website, services and client experience
• Meet legal, contractual, governance or record-keeping requirements
• Protect XMwize Solutions, our clients, our systems and our information assets

5. Consent and choice

Where we ask for consent, we will make the choice clear.

Our forms will not use pre-ticked marketing consent boxes. Where you opt in to receive communication from XMwize Solutions, you may unsubscribe or ask us to stop sending it.

If the XMgage Pulse newsletter is hosted through LinkedIn, the website button may take you to LinkedIn to subscribe. LinkedIn will manage that subscription, including unsubscribe and platform analytics.

6. When we share information

We do not sell personal information.

We may share personal information only where there is a legitimate reason, such as:

• With trusted service providers who help us run our website, systems, events, shop, payments, delivery, communication or business operations
• With approved freelance consultants, contractors or partners working under confidentiality obligations
• With clients, where information forms part of an agreed engagement
• With legal, regulatory or professional advisors where needed
• Where required by law, contract, audit, security or regulatory process

Where third parties process information for or on behalf of XMwize Solutions, we expect appropriate confidentiality, security and responsible processing.

7. How we protect information

XMwize Solutions uses practical information care measures, including:

• Approved business systems and platforms
• Restricted access based on role and need
• Secure collaboration and controlled sharing
• Centralised document storage for business records
• Confidentiality obligations for employees, contractors and partners
• Device and access controls where applicable
• Incident escalation and review processes
• Ongoing review of information risk and privacy practices

No system is perfect, but we take reasonable steps to protect information from unauthorised access, loss, misuse, disclosure, alteration or destruction.

8. How long we keep information

We keep information only for as long as there is a business, legal, contractual, operational or legitimate record-keeping reason to do so.

Where information is no longer needed, we will delete, archive or de-identify it in line with our document management and records governance approach.

9. Your rights

Under POPIA, you may have the right to:

• Ask what personal information we hold about you
• Ask us to correct or update your personal information
• Ask us to delete information where there is no lawful reason for us to keep it
• Object to certain processing
• Withdraw consent where processing is based on consent
• Raise a concern about how your information has been handled

To exercise these rights, contact: privacy@xmwize.co.za

We may need to verify your identity before acting on a request.

10. Cookies and website information

Our website may use cookies and similar tools to make the site work, improve the visitor experience and understand how the site is used.

For more detail, see our Cookie Policy.

11. External links

Our website may link to external platforms, including LinkedIn, YouTube, Spotify, payment gateways, event and social platforms.

When you leave the XMwize Solutions website, the privacy practices of that external platform will apply. We encourage you to review their privacy information before sharing personal information with them.

12. Contact us

For privacy, POPIA or personal information requests:

XMwize Solutions (Pty) Ltd
Email: privacy@xmwize.co.za
General email: connect@xmwize.co.za
Phone: +27 82 801 9977
Website: https://xmwize.co.za/