PRIVACY POLICY
Effective as of: 16 JULY 2026
Last Revised on: 16 JULY 2026
INTRODUCTION
This Privacy Policy (“Policy”) explains how KingsLeaf Social Club Systems, a Software as a Service provided by KingsLeaf Holdings (Pty) Ltd (“KingsLeaf”, “we”, “our”, or “us”) collects, processes, stores, uses, and discloses your Personal Information in compliance with the Protection of Personal Information Act, No 4 of 2013 (POPIA).
This Policy applies to Personal Information collected through our Websites (https://www.thekingsleaf/co.za & https://www.kingsleaf.org), and through using our Software as a Service (“SaaS”).
In adopting this Privacy Policy, we aim to ensure that the use of your Personal Information is lawful, reasonable, and relevant to the services and information we provide to users of our Website, Software, and Services. We undertake any and all reasonable steps to prevent unauthorised access to or disclosure of your Personal Information.
By continuing to use the Website, you agree to the Terms and Conditions set out in this Privacy Policy. You agree that we may collect, store, process, and use your Personal Information for the purposes of providing you with access to our Website and use of our SaaS, as well as for any of the purposes outlined in the below sections.
You consent to the collection of your Personal Information on the Terms and Conditions set out in this Privacy Policy by continuing to use this Website and the SaaS.
We are serious about protecting the privacy of Personal Information belonging to users of our Website and SaaS. We are also serious about protecting the Personal Information of Users and any third-parties that deal with us, and therefore treat all Personal Information in the most secure way reasonably possible, in alignment with the requirements set out by POPIA.
HOW WE COLLECT, STORE, & USE YOUR PERSONAL INFORMATION
When you visit this website and/or download any information, we collect your IP (Internet Protocol) address, the website from which you visit us, the pages you explore and in what sequence, and the date of your visit as well as how long your visit lasts. However, we do not record any Personal Information. We only collect a record of the visit for our own purposes, like improving user experiences and security of our Website. Personal Information collected in this way is de-identified, meaning we will not be able to trace you in any way.
When you contact KingsLeaf or a Social Club that uses our SaaS, we collect and store details defined as Personal Information in POPIA, namely:
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Full Name
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Last Name
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Email Address
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Contact Number
We take reasonable steps to ensure this Personal Information is safely stored and protected in compliance with POPIA. We only collect as much information as is required for us to be able to fulfil your query.
When you sign up as a Member at a Social Club using our SaaS, we collect the following Personal Information from you:
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First Name
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Last Name
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Email Address
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Contact Number
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Date of Birth
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ID Number / Passport Number
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Digital Copy of your ID / Passport / Driver’s License
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Selfie (a photo of yourself)
We take reasonable steps to ensure this Personal Information is safely stored and protected in compliance with POPIA. We only collect as much information as is required for you to be able to use our SaaS, for us to contact you, and to fulfil any queries you may have.
We may also collect information about the kind of device you are using to access our services (for example, smartphone, tablet, laptop, desktop) and your telecommunications service provider (for example, Vodacom, MTN, etc).
We take reasonable steps to ensure this Personal Information is safely stored and protected, in compliance with POPIA. We only collect as much information as is required to deliver our Services to you as a Member of a Social Club using the KingsLeaf SaaS.
We require Personal Information like your First Name, Last Name, Date of Birth, Selfie, and Copy of your ID / Passport / Driver’s License to verify that you are a natural person and that you are an adult. Only adults may make use of our SaaS.
We require your Contact Details - Phone Number and Email Address - in order to contact you directly. You may choose your preferred contact method (Email or WhatsApp). We also require your Email Address should you need to reset your password or recover your account.
We do not sell or disclose your Personal Information to any third-parties. We only share Personal Information with authorised third-parties where necessary to provide our services and/or comply with legal obligations.
We may limit the types of Personal Information we collect to only that which you consent to providing and having stored and used.
We store Personal Information in South Africa. We may alternatively store your Personal Information and transfer your Personal Information to a central database in South Africa. If the location of the central database is located in a jurisdiction that does not have substantially similar laws under which to protect Personal Information, we will take the necessary steps to ensure adequate protection of your Personal Information in that jurisdiction.
You may formally request that we delete your Personal Information once you no longer wish to make use of our Website or SaaS. Your Personal Information will not be stored for longer than is necessary for the purposes described in this Privacy Policy.
CONTACT KINGSLEAF:
HOW WE USE YOUR PERSONAL INFORMATION
We keep your Personal Information confidential and only use, process, record, and delete it as required by POPIA, other legislation, and/or the requirements of the website and services we provide or that you may request from us.
When using the KingsLeaf Website or SaaS, we need to process Personal Information like your First Name, Last Name, Date of Birth, ID / Selfie, and Passport / Driver’s License to verify that you are a natural adult (18+) person. This Personal Information is always treated with the strictest confidentiality.
We may share certain Personal Information with third-party service providers as part of our operations and services. However, we only share such Personal Information once service providers are authorised by undertaking to protect the Personal Information we share with them for a particular purpose within the legal scope of POPIA and related legislation and regulations.
We may use your Personal Information to:
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contact you;
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provide Services to you;
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update you on any changes to our Website or Services;
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inform you of any updates, content, services, promotions, offers, events, or announcements you may find interesting or useful;
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respond to any queries you may make;
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develop a more direct relationship with you for the purposes described in this section;
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understand general trends and patterns in order to better develop and support existing and ongoing strategies in how we provide our Services and education; and/or
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for security, administrative, and legal purposes.
PERSONAL INFORMATION USED FOR MARKETING PURPOSES
If you choose to consent, we may use your Personal Information - Contact Details - for the purposes of promoting our Services, marketing upcoming Events of KingsLeaf affiliated Social Clubs, and informing you of any new offerings.
You are fully entitled to request that we stop using your Personal Information for marketing purposes. We will provide you with the necessary means to do so with ease and each time we may send any marketing to your direct Contact Details. If you make use of our SaaS, you may choose to opt in or to opt out of any marketing being sent directly to you.
UPDATES TO PERSONAL INFORMATION
POPIA requires us to ensure that we store correct, up-to-date Personal Information. We may therefore need to update your Personal Information from time to time, and may request your assistance to do so. We will use the Personal Contact Information you provide to contact you and make the necessary request.
We use secure Cloud Storage practices to hold your Personal Information. We additionally make use of trusted industry standard encryption, security practices, and certifications to ensure maximum safety and security of your Personal Information.
We will:
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not sell or give your Personal Information away or use it beyond the terms set out in this Privacy Policy; and
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retain your Personal Information only for as long as we are lawfully required to do so.
SHARING OF PERSONAL INFORMATION
We may be legally required to share your Personal Information with third-parties in order to comply with relevant laws and regulations. We reserve the right to disclose such Personal Information to third-parties where a complaint arises concerning your use of our Website and/or SaaS, and we believe, in our sole discretion, that your use of our Website and SaaS is inconsistent with this Privacy Policy.
We may share your Personal Information with affiliates and service providers that assist with our operations such as web hosting, processing payments, and secure data storage.
We may disclose Personal Information for specific legal requirements, as required by law such as court orders, to protect against fraud, or illegal activity.
We may provide your Personal Information to third-party processors to administer and process Personal Information for the purposes notified in this Privacy Policy. We may also share such Personal Information to obtain necessary legal or professional advice. Any such processing of Personal Information will be governed by an agreement as required by law, preserving any and all of your statutory data protection rights under POPIA and the Promotion to Access of Information Act, No. 2 of 2000.
Our Website may contain links to other websites that are not covered by this Privacy Policy, and where information practices may differ from ours. We encourage you to consult the Privacy Policy of the website you may be linked to before submitting any Personal Information. We are not responsible for and have no control over Personal Information that is provided to, collected, stored, or used by linked websites.
We may share your Personal Information with your express consent with other third parties.
We may share aggregated, de-identified information about our users and their usage patterns for purposes of research.
YOUR RIGHTS
You may legally request us at any time to confirm what Personal Information we have relating to you, how we use it, and by whom it can be accessed. This request is free of charge.
You may request that we update, delete, or refrain from using your Personal Information.
If we are legally required to retain any Personal Information, we will only delete any Personal Information once we have complied with the regulatory period for retaining such Personal Information.
You may opt out of certain communications with us. Please note that if you are a Member at a KingsLeaf affiliated Social Club, we need to retain your Email Address and/or Contact Number for purposes of contacting you and/or recovering your account. You can, however, opt out of email notifications as the Website and your personal profile holds all important updates on the Services we provide.
You may otherwise ask us to delete any information we have about you. However, we may refuse this request if we require your Personal Information in order to protect your rights, or if we are lawfully required to retain your Personal Information. In any circumstances whereby we may need to refuse deleting your Personal Information, we will inform you of this fact as well as the reason for the refusal.
PRIVACY OF CHILDREN
Our website may be accessed by children. Our SaaS is not directed at any person under the age of 18. We take reasonable measures to ensure a child cannot use our SaaS, and we do not intentionally collect Personal Information from any person under the age of 18. If you believe we may have unintentionally collected Personal Information of a child, please contact our Information Officer so that we may delete any such information.
PROTECTING YOUR PERSONAL INFORMATION & SECURITY BREACHES
We are committed to the protection of Personal Information. We use TLS/SSL (Transport Layer Security /Secure Socket Layer) technology to transmit information to and from our systems to secure, encrypted servers that are only accessible by authorised persons. We also use trusted industry-standard encryption and security services and practices to protect data transmitted to, from, and over our systems against any loss, damage, or unauthorised disclosure or access.
We will immediately investigate, contain, respond to, and resolve any security breaches. We will also immediately work to identify how and why the breach has occurred and take the necessary steps to restore security.
We will evaluate what Personal Information has become vulnerable because of the breach, and notify you if the breach may affect you. We will further assist you to minimise any potential damage you may suffer as a result of the breach as far as reasonably possible.
We will notify you if the security of your Personal Information has in any way been compromised via email if you are a user of our SaaS, or if you have previously provided us with your Contact Details.
While we cannot ensure or warrant the security of any Personal Information you may provide us, we will continue to maintain and improve these security measures and practices in alignment with legal and technological developments.
COOKIES & TRACKERS
We, our partners, and our third-party service providers may send “cookies” or “trackers” to your computer, or use similar technologies to improve your online experience with our Website and/or Services.
Cookies are files that are able to identify you as a unique user. Cookies store your personal preferences in how you use our Website and Services. We use cookies and other technical information to personalise your use of our Website and SaaS, to analyse traffic to our website, and to track user trends and selections for authorised downloads of information we make available to you. Cookies may be permanent (they remain on your device until they are deleted) or temporary (they last only until you close your browser).
You are able to choose which cookies are used during your use of our Website and/or Services. We may use trackers to monitor use of our Website. Trackers enable a method for delivering a graphic image on a web page for the purpose of transferring data, such as the Internet Protocol (IP) address of the device that downloaded the page on which the tracker appears, the Uniform Resource Locator (URL) of the page on which the trackers appear, the time the page containing the tracker was viewed, the type of browser that fetched the tracker, and the identification number of any permanent cookies on the device previously placed by that server. Trackers may also be used to let us know if you have received any electronic correspondence from us.
Cookies and trackers do not contain or provide any Personal Information. However, if you do provide us with your Personal Information, it may be linked to the anonymous data stored in cookies and/or other trackers. Most browsers are set up to accept cookies, however, you may adjust your settings to accept/reject cookies and trackers from both our and other websites. We will request your consent for the placement of non-essential cookies that may be required by law.
We aim to minimise the use of cookies and trackers to ensure your Personal Information and data faces the least possible risk.
CONSENT
You hereby consent to the processing of your Personal Information in terms of provisions of this Privacy Policy, as allowed for under POPIA.
You acknowledge that this consent is voluntary, and that failure to consent to the processing of your Personal Information may result in your access to the Service being denied.
CHANGES TO THIS PRIVACY POLICY
We may revise and update this Privacy Policy from time to time to reflect legal, organisational, and technological developments in how we collect, store, and use Personal Information. We encourage you to read through this Privacy Policy on occasion to be familiar with any changes made.
We reserve the right to update this Privacy Policy without warning, as best suits the needs of KingsLeaf and affiliated Social Clubs and our users.