Privacy & POPIA Policy
The Wellness Agency Africa
Website: www.thewellnessagency.africa
Effective date: 1 September 2026
Last updated: 21 August 2026
1. Introduction
The Wellness Agency Africa (“The Wellness Agency Africa”, “TWAA”, “we”, “us” or “our”) respects the privacy of Website visitors, clients, client contacts, programme participants, independent wellness professionals, facilitators, venues, suppliers, tourism and hospitality partners, brand partners and other people who interact with us.
This Privacy & POPIA Policy explains what personal information we may collect, why and how we process it, when it may be shared, how it is protected, and the rights available to data subjects. It is adapted to our actual business rather than a traditional talent/model-agency application process.
South Africa’s Protection of Personal Information Act 4 of 2013 (POPIA) establishes minimum requirements for lawful processing, regulates unsolicited electronic marketing and cross-border flows, and provides rights to data subjects.
2. Who We Are and Our POPIA Role
The responsible party is:
The Wellness Agency Africa (Pty) Ltd
Address: 63 Lakeshore Drive, Lake Michelle, Noordhoek, Cape Town, Western Cape, South Africa 7979
Privacy email: [email protected]
Information Officer: Sharni Quinn Harris
Depending on the engagement, The Wellness Agency Africa may determine the purpose and means of processing and therefore act as a responsible party. In some corporate programmes we may process participant information on instructions from a client, in which case the contractual arrangement may place us in the role of an operator.
3. Information We May Collect
- Clients and enquiries: names, job titles, organisations, telephone numbers, email addresses, billing information, project requirements, proposals, booking details and correspondence.
- Wellness professionals and contractors: contact details, biographies, qualifications, professional experience, certifications, photographs, video or other professional media, availability, banking and invoicing information, tax information, insurance information where relevant, and information reasonably required for a booking.
- Venues, tourism, hospitality, suppliers and brand partners: business and contact details, commercial proposals, rates, availability, banking and invoicing information, contractual information and correspondence.
- Programme participants: names, contact details, employer or organisation, attendance information, dietary or accessibility requirements, emergency contacts where reasonably necessary, questionnaire or assessment responses, programme feedback and information voluntarily supplied in connection with participation.
- Website and digital services: IP address, browser and device information, pages visited, referring source, date and time information, approximate geographic information derived from technical data, cookie choices and analytics information where enabled.
If you contact us by email, telephone, messaging service, social media or a Website form, we may process the information you provide in that communication.
4. Special Personal Information and Wellbeing Data
Some programmes may make it appropriate to collect limited health or wellbeing information, dietary requirements, accessibility information or sensitive questionnaire responses. Such information may qualify as special personal information under POPIA.
We will seek to collect only what is reasonably necessary for the relevant programme, safety requirement or lawful purpose. Participants should not provide detailed medical information unless specifically requested and necessary. Programme questionnaires designed for development or facilitation will not automatically be treated as medical records.
Where a corporate client receives aggregated programme insights, we will seek to avoid unnecessarily identifying individual participants unless identification is required, lawful and appropriately disclosed.
5. How and Why We Process Information
We may process information to respond to enquiries; prepare proposals and quotations; enter into and perform contracts; administer bookings; deliver consulting, talks, workshops, retreats and experiences; coordinate facilitators, venues and suppliers; communicate with participants; manage professional relationships; process payments; keep accounting and legal records; manage safety and logistics; improve services and the Website; prevent misuse; protect legitimate business interests; and comply with legal obligations.
We process information only where an appropriate legal justification exists under applicable law. Depending on the circumstances this may include consent, contractual necessity, compliance with law, protection of legitimate interests, or another basis recognised by POPIA.
6. Facilitator and Professional Profiles
Independent professionals may voluntarily provide biographies, qualifications, experience, photographs, videos, testimonials, programme descriptions and similar professional materials. We may use these materials to evaluate suitability for our programmes, maintain an internal professional network, prepare proposals, present suitable professionals to clients and coordinate confirmed work.
We will not treat the submission of a profile as a promise of representation, employment or future work. Public marketing use beyond what is reasonably connected with a confirmed collaboration will be subject to appropriate permission where required.
7. Cookies and Analytics
Our Website may use essential cookies needed for Website operation and, where implemented, preference or analytics cookies. Non-essential analytics or marketing technologies should be activated only in accordance with the consent mechanism used on the Website and applicable law.
If Google Analytics 4 or another analytics provider is used, the Website may collect information such as pages visited, time on pages, referring source, approximate location, device and browser details and interactions. The exact cookies, providers, retention settings and consent configuration should match the technologies actually installed on the Website.
You can control cookies through the Website cookie controls, where available, and through your browser. Blocking essential cookies may affect Website functionality.
8. Direct Marketing
We may communicate about relevant services, programmes, events, partnerships or opportunities where permitted by law.
POPIA restricts unsolicited electronic direct marketing. Where consent is required, we will seek it in the prescribed manner. Where the law permits marketing to an existing customer, it will be limited to our own similar products or services and the recipient will be given a reasonable opportunity to object. Marketing communications will identify the sender and provide contact details or another practical means to request that communications cease.
You may unsubscribe or object to electronic direct marketing at any time.
9. Who We May Share Information With
We do not sell personal information.
We may share information where reasonably necessary with authorised contractors and facilitators; relevant clients; venues; accommodation, transport and travel providers; event and production suppliers; accountants, lawyers and professional advisers; IT, hosting, cloud-storage, email and communications providers; payment providers; analytics providers; insurers where relevant; and regulators, courts or law-enforcement authorities where required by law.
We aim to disclose only information reasonably necessary for the relevant purpose. Operators processing personal information on our behalf should be subject to appropriate confidentiality and security obligations.
10. International and Cross-Border Processing
Our work may involve international tourism, cloud platforms and service providers located outside South Africa. Personal information may therefore be transferred or accessed across borders.
Where POPIA applies to a cross-border transfer, The Wellness Agency Africa will take reasonable steps to ensure that the transfer satisfies the applicable requirements, which may include an adequate level of protection, binding agreements, consent where appropriate, contractual necessity or another lawful ground recognised by POPIA.
11. Data Security and Security Compromises
We take reasonable technical and organisational measures to protect personal information against loss, damage, unauthorised destruction, unlawful access, alteration or disclosure. Measures may include access controls, secure accounts, appropriate cloud infrastructure, confidentiality obligations and reasonable security practices.
No internet or electronic-storage system is completely secure. If there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, we will address the incident and make notifications required by POPIA, including to the Information Regulator and affected data subjects where applicable.
12. Retention
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, or as required or authorised by law, contract, legitimate business-record requirements or consent.
Typical records may include enquiry and project correspondence; active professional profiles; programme administration records; consent records; and financial, tax and contractual records. Exact periods may differ depending on legal requirements and the nature of the engagement. When information is no longer required, we will take reasonable steps to delete, destroy or de-identify it.
13. Your Rights
Subject to POPIA and applicable law, you may request confirmation of whether we hold personal information about you; request access; request correction or deletion and destruction where legally permitted; object to certain processing; withdraw consent where processing relies on consent; and object to direct marketing.
We may need to verify identity before actioning a request. Some information cannot be deleted immediately where retention is legally required or reasonably necessary for legal claims, contractual records or other lawful purposes.
14. Automated Decision-Making
We do not intend to make decisions producing legal or similarly substantial effects about clients, participants or professionals solely through automated profiling. If our practices change, this Policy will be updated and applicable POPIA protections will be observed.
15. Children
Our core services are directed primarily to organisations and adults. We do not knowingly seek to collect personal information from children through general Website enquiries. Where a programme legitimately involves a child, we will handle personal information in accordance with applicable POPIA requirements and obtain appropriate authorisation or consent where required.
16. Third-Party Links and Platforms
Our Website and communications may link to external websites, booking platforms, social media services, venues, facilitators or suppliers. Their privacy practices are governed by their own policies. We encourage users to review those policies before providing personal information.
17. Information Regulator and Complaints
If you have a privacy concern, please contact The Wellness Agency Africa first using the details below so that we can try to resolve it.
You also have the right to lodge a complaint with the Information Regulator of South Africa. Complaints must be made in writing, using the prescribed form, through the Regulator's eServices portal or the contact details below.
Information Regulator (South Africa)
Website: inforegulator.org.za
General enquiries: [email protected]
POPIA complaints: [email protected]
Telephone: +27 10 023 5200
18. Changes to This Policy
We may update this Policy to reflect changes in our services, technology, service providers or law. The latest version will be published on www.thewellnessagency.africa with an updated revision date. Material changes may also be communicated directly where appropriate.
19. Contact Us
The Wellness Agency Africa
Legal entity: The Wellness Agency Africa (Pty) Ltd
Registration number: 2024 / 642078 / 07
Business address: 63 Lakeshore Drive, Lake Michelle, Noordhoek, Cape Town, Western Cape, South Africa 7979
Website: www.thewellnessagency.africa
General enquiries: [email protected]
Privacy and POPIA enquiries: [email protected]
Information Officer: Sharni Quinn Harris
