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Khumbu Digitals Privacy Policy

Last updated: 26 October 2026

1. About this policy

Khumbu Digitals (Pty) Ltd is a career visibility agency based in Secunda, Mpumalanga, South Africa. We help people with CVs, LinkedIn profiles, career clarity, interview preparation, and job search strategy. This policy explains what personal information we collect, why we collect it, how we protect it, and what your rights are. It applies to everyone who contacts us, books a service, subscribes to our emails or follows us online. We process personal information in line with the Protection of Personal Information Act 4 of 2013 (POPIA).

2. Who is responsible for your information

Khumbu Digitals (Pty) Ltd is the responsible party for your personal information. Our Information Officer is Khumbudzo Mudzielwana, Founder and CEO.

Contact us at any of these for questions about this policy or your information.

3. What we collect

We only collect what we need to deliver our services and stay in touch with you. What we collect depends on how you engage with us.

  • Booking a service: name, email, phone number, CV, LinkedIn link, current job title, employer, target sector, messages and payment confirmation

  • Career assessments and forms: your answers about your skills, experience, values, goals and work preferences

  • WhatsApp enquiries: name, phone number, email, messages and any documents you send

  • Email: name, email address, messages and attachments

  • Social media messages: your profile name and handle, and your messages

  • Email subscriptions: name and email address, and whether you open or click our emails

  • Reviews and testimonials: your feedback, name and, with permission, your photo or job title

  • Our website: basic usage data such as pages visited, device type and approximate location

Calls and sessions. With your permission, we use an AI note taker (Read AI) on discovery calls and coaching sessions. It records, transcribes, and summarises the call, and we may analyse the transcript to prepare your report or recommendations.

We do not ask for ID numbers, banking details, or health information. Please leave these off your CV and messages. Card payments are processed by our payment provider (Yoco), and we never see your full card details.

4. Why we use it

We use your information only for the purpose you gave it to us, or a closely related one.

  • Delivering the service you booked (CV and LinkedIn work, career reports, interview preparation and coaching): your consent and our contract with you

  • Responding to your enquiries: your request and our legitimate interest

  • Managing bookings, payments, invoices and our accounting records: our contract with you and our legal obligations

  • Sending marketing emails: your opt-in consent, or our existing client relationship for similar services

  • Publishing reviews and testimonials: your consent

  • Improving our services and creating anonymised research or content: your optional consent

We never sell your personal information.

5. How we use AI tools

We use AI tools to help us work faster and more thoroughly, but a person always makes the final call. Every CV, report and recommendation is reviewed and finalised by our team before it reaches you.

The AI tools we use are Claude (analysis and drafting), Microsoft Copilot (CV editing), Canva AI (banner design), and Read AI (call recording and transcription).

  • We use business-grade AI tools whose providers do not train their models on our data.

  • We only put into AI tools what the work needs. We leave out ID numbers and health information.

  • AI tools never make decisions about you on their own. They help us analyse and draft; we decide.

AI note taker on calls. We tell you before every call that Read AI will record and transcribe it, and we confirm this with you at the start of the call. If you would rather not be recorded, say so, and we will switch it off and take notes by hand.

AI is part of how our service works. Our services are built around these tools, so agreeing to their use is a condition of booking. We do not offer a manual-only alternative. If you are not comfortable with this, please do not book.

6. Whom we share it with

We share your information only with service providers who help us run the business, and only what each one needs. They process it on our behalf and must keep it secure and confidential.

  • Website and booking platform (Wix): hosts our website, booking forms, payments, and invoices

  • Online forms (Jotform): collects career assessment answers

  • Email and file storage: stores our emails and working documents

  • Messaging (WhatsApp Business): handles client messages

  • AI tools: Claude helps us analyse information and draft documents; Microsoft Copilot helps edit CVs; Canva AI helps design LinkedIn banners; Read AI records, transcribes and summarises calls

  • Bookkeeping support: keeps our financial records, with access to booking and payment details only

We may also share information when the law requires it, for example with SARS or a court.

Information stored outside South Africa. Some of these providers store data on servers in other countries, such as the United States or the European Union. Under section 72 of POPIA, we only use providers bound by laws or agreements that protect your information to a standard similar to POPIA. By booking with us, you consent to this transfer.

7. Marketing emails

We only send marketing emails to people who have signed up for them, or to past clients about services similar to ones they have used.

  • Every marketing email has an unsubscribe link. Click it, and we stop, with no questions asked.

  • We will not add you to our mailing list just because you sent us a WhatsApp, email or social media enquiry.

  • We never share our mailing list with other businesses.

8. Reviews and testimonials

We ask for your permission before publishing your review on our website or social media. By default, we use your first name only.

We will only add your surname, photo, job title or employer if you agree to it. You can ask us to remove your review at any time.

9. How we protect it

We take reasonable technical and practical steps to keep your information safe, as section 19 of POPIA requires.

  • Accounts are protected with strong passwords and two-step verification.

  • Devices are locked with a passcode, and client files are not kept on shared devices.

  • Only people who need your information to do their work can access it.

  • We use reputable providers with their own security measures.

If something goes wrong. If we believe your information has been accessed by someone who should not have it, we will notify the Information Regulator and you as soon as reasonably possible. We will tell you what happened and what you can do to protect yourself.

10. How long we keep it

We keep client information for 12 months after your service ends, then delete it.

  • CVs, assessments, reports, call recordings, transcripts and working files: 12 months after your service ends

  • Enquiries that did not lead to a booking: 6 months after our last contact

  • Mailing list details: until you unsubscribe

  • Invoices and payment records: 5 years, as tax law requires

  • Published reviews: until you ask us to remove them

You can ask us to delete your information sooner, unless the law requires us to keep it.

11. Your rights

Under POPIA you have the right to:

  • Ask what personal information we hold about you

  • Ask us to correct information that is wrong or out of date

  • Ask us to delete your information

  • Object to us using your information, including for marketing

  • Withdraw your consent at any time, without affecting work we already did with it

To use any of these rights, email info@khumbudigitals.com. We will respond within 30 days and may ask you to confirm your identity first.

Complaints. If you are unhappy with how we handled your information, please contact us first so we can fix it. You may also complain to the Information Regulator at www.inforegulator.org.za.

12. Cookies and website analytics

Our website uses cookies to work properly and to show us how visitors use it, such as which pages are popular. This data is grouped and does not identify you personally.

You can manage cookie preferences through the banner on our website or in your browser settings. Blocking some cookies may affect how the site works.

13. Changes to this policy

We may update this policy when our services, tools or the law change. The date at the top shows when it was last updated. If we make significant changes, we will let current clients know by email.

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