Privacy Policy
Last updated: 22 July 2026
This policy explains how FirmMind ("we", "us") collects and processes personal information when you use Coach Portal or firmmind.co.za, in line with the Protection of Personal Information Act, 2013 (POPIA).
1. Who is responsible
FirmMind, Cape Town, South Africa, is the responsible party for personal information processed on this website and, together with each subscribing coach, for information processed in Coach Portal. Coaches decide which participants to invite and what content to share with them; we process that information on their behalf to run the Service.
2. What we collect
- Account information: name, email address, password (stored encrypted), and role (coach or participant).
- Profile information you choose to add: profile photo, status, and emoji.
- Content: assignments, submissions, feedback, meeting details, uploaded files, and forum posts.
- Payment records: for coaches — confirmation of payment and billing contact details. We do not store card numbers; when online payment launches, cards are processed by Paystack.
- Technical data: basic logs needed to keep the Service secure and working.
3. Why we process it
- To provide the Service you or your coach signed up for (performance of a contract).
- To secure accounts and prevent abuse (legitimate interest).
- To communicate service messages, such as notifications you have opted into by using the Service.
- To comply with legal obligations, such as tax records.
We do not sell personal information, and we do not use your content for advertising.
4. Who can see what inside Coach Portal
- Each coach sees only their own companies and participants.
- Participants see only the content shared with them: their own assignments and files, public company content, and the company forum.
- File visibility is controlled per file: public (the company), private (the individual and their coach), or coach-only.
5. Storage and security
Data is hosted with reputable cloud providers (including Supabase and Vercel) which may store data outside South Africa. We rely on those providers' security and contractual safeguards, and access within the Service is restricted by role-based rules enforced at the database level. No system is perfectly secure; if a breach affecting your personal information occurs, we will notify affected users and the Information Regulator as required by POPIA.
6. Retention
We keep personal information for as long as the related account is active. After a subscription ends, coach and participant data is retained for 30 days so it can be exported, then deleted or anonymised, unless a longer period is required by law.
7. Your rights under POPIA
- Request access to the personal information we hold about you.
- Request correction or deletion of your information.
- Object to processing based on legitimate interests.
- Lodge a complaint with the Information Regulator (inforeg.org.za).
To exercise any of these, email jack@firmmind.co.za. Participants may also route requests via their coach.
8. Cookies
The website uses only essential cookies and local storage needed for signing in and keeping your session active. We do not run third-party advertising trackers.
9. Changes
We may update this policy from time to time; material changes will be notified by email or in-app notice.
10. Contact
Information Officer — FirmMind
jack@firmmind.co.za · WhatsApp +27 79 819 6014 · Cape Town, South Africa