Privacy Policy

1. Introduction

The Raven's Quill ("we", "us", "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how I collect, use, disclose, and safeguard your information when you visit our website theravensquill.co.za and use our transformation coaching services.

I am committed to complying with the Protection of Personal Information Act (POPIA) of South Africa and other applicable data protection laws.

2. Information I Collect

2.1 Personal Information You Provide

I collect information that you voluntarily provide when you:

• Register for an account on our website
• Book a discovery call or coaching session
• Enrol in one of our programmes
• Purchase products from our shop
• Subscribe to our newsletter or download free resources
• Contact us via email or our contact form
• Participate in surveys or provide feedback

This information may include:

• Identity Data: First name, last name, title
• Contact Data: Email address, telephone number, physical address
• Financial Data: Payment card details (processed securely through PayFast)
• Profile Data: Your interests, preferences, goals, and feedback
• Health Data: Information you share during coaching related to your wellness journey (Body Pillar)

2.2 Automatically Collected Information

When you visit our website, I may automatically collect:

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, time spent on pages, click patterns
• Location Data: General geographic location based on IP address
• Cookies: Small data files stored on your device (see Section 8)

3. How I Use Your Information

I use your personal information for the following purposes:

3.1 Service Delivery

• To provide and manage your coaching programmes and sessions
• To process bookings and payments
• To deliver digital products and resources you've purchased
• To communicate with you about your sessions and progress
• To personalise your transformation journey

3.2 Communication

• To send you programme updates and session reminders
• To respond to your enquiries and support requests
• To send newsletters and marketing communications (with your consent)
• To notify you about changes to our services or policies

3.3 Business Operations

• To improve our website and services
• To analyse usage patterns and trends
• To prevent fraud and ensure security
• To comply with legal obligations

4. Legal Basis for Processing (POPIA)

Under POPIA, I process your personal information based on the following lawful grounds:

• Consent: You have given clear consent for us to process your personal information for specific purposes
• Contract: Processing is necessary to fulfil our contractual obligations to you
• Legal Obligation: Processing is necessary to comply with the law
• Legitimate Interest: Processing is necessary for our legitimate business interests, provided these don't override your rights

5. Sharing Your Information

I do not sell your personal information. I may share your information with:

5.1 Service Providers

• PayFast: For secure payment processing
• Google Calendar: For scheduling and booking management
• Email Service Providers: For sending communications
• Website Hosting: For maintaining our website infrastructure

5.2 Legal Requirements

I may disclose your information if required to do so by law or in response to valid requests by public authorities.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity.

6. Data Security

I implement appropriate technical and organisational measures to protect your personal information, including:

• Secure Socket Layer (SSL) encryption for data transmission
• Secure payment processing through PayFast (PCI-DSS compliant)
• Access controls limiting who can view your information
• Regular security assessments and updates
• Secure storage of coaching session notes and records

While I strive to protect your personal information, no method of transmission over the Internet is 100% secure. I cannot guarantee absolute security but are committed to implementing best practices.

7. Data Retention

I retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Support business operations

Coaching Records: I retain coaching session notes and programme records for a minimum of 3 years after the conclusion of services, unless you request earlier deletion.

Marketing Data: If you unsubscribe from marketing communications, I will retain only the information necessary to ensure I don't contact you again.

Financial Records: Transaction records are retained for 5 years as required by South African tax law.

8. Cookies and Tracking

Our website uses cookies and similar technologies to:

• Essential Cookies: Enable core website functionality
• Analytics Cookies: Help us understand how visitors use our site
• Preference Cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

9. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

• Access: Request a copy of the personal information I hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Object: Object to the processing of your personal information for direct marketing
• Restriction: Request restriction of processing in certain circumstances
• Data Portability: Request your data in a structured, commonly used format
• Withdraw Consent: Withdraw consent where processing is based on consent
• Lodge a Complaint: Lodge a complaint with the Information Regulator

To exercise any of these rights, please contact us using the details in Section 13.

10. Special Categories of Data

During coaching sessions, particularly in the Body Pillar (Biology-First Blueprint Protocol), you may share health-related information. This is considered special personal information under POPIA.

I handle such information with extra care:

• I only collect health information that is relevant to your coaching goals
• This information is shared voluntarily by you
• It is stored securely and accessed only by your coach
• I never share health information with third parties without your explicit consent
• You may request deletion of this information at any time

11. Children's Privacy

Our services are intended for adults aged 18 and over. I do not knowingly collect personal information from children under 18. If you believe I have inadvertently collected information from a minor, please contact us immediately.

12. Changes to This Policy

I may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. I will notify you of any material changes by:

• Posting the updated policy on our website with a new "Last updated" date
• Sending you an email notification for significant changes

I encourage you to review this policy periodically to stay informed about how I protect your information.

13. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your rights, or have concerns about how I handle your personal information, please contact us:

Information Regulator (South Africa)
If you are not satisfied with our response, you have the right to lodge a complaint with:

14. Consent

By using our website and services, you consent to the collection and use of your information as described in this Privacy Policy. Where I require your explicit consent for specific processing activities (such as marketing communications), I will ask for this separately.