Privacy policy

ReconedPayments (Pty) Ltd ("Reconed", "we", "us", "our") is committed to protecting the personal information of everyone who uses our platform, in accordance with the Protection of Personal Information Act, 2013 (POPIA).

This policy explains what personal information we collect, why we collect it, how we protect it, and the rights you have over your information.

1. Who we are

ReconedPayments (Pty) Ltd
CIPC Registration: 2026/595140/07
Registered address: 63 De Villiers Street, Sandbaai, Hermanus, 7200, South Africa

Information Officer: Carel Rademeyer
Contact for privacy matters: info@reconed.co.za

Reconed provides a white-label school payment portal used by schools ("Schools", "our clients") to manage fee collection from parents and guardians ("Parents", "data subjects"). In most cases involving pupil and parent data, the School is the responsible party under POPIA, and Reconed acts as an operator, processing personal information on the School's behalf and instruction. Where we determine the purpose and means of processing (for example, our own business contact and billing records for Schools), we act as the responsible party.

2. What personal information we collect

Depending on how the platform is used, we may process:

From Schools (our direct clients):

• School name, contact person name, email address, phone number
• Billing and account information for the School's Reconed subscription

From Parents/Guardians (via the School's use of the platform):

• Full name
• Contact details (email address, phone number)
• Relationship to pupil(s)

From/about Pupils (processed on behalf of the School):

• Full name
• Grade/class
• Fee account status and payment history

Payment information: Reconed does not collect, process, or store card numbers, card expiry dates, or CVV numbers at any point. All card payment details are entered directly into PayFast's secure, PCI-compliant payment gateway. Reconed only receives and stores:

• Transaction references
• Payment amounts and dates
• Payment status (successful, failed, refunded)

3. How we collect personal information

• Directly from Schools when they onboard onto the platform (e.g. bulk pupil/parent data import)
• Directly from Parents when they register or make payments through a School's branded Reconed portal
• Automatically from PayFast via secure webhook notifications confirming payment status (no card data is included in this)

4. Why we process this information

We process personal information only for purposes necessary to provide the service, including:

• Creating and managing pupil fee accounts on behalf of the School
• Enabling Parents to view fee balances and make payments
• Reconciling payments against pupil accounts
• Sending payment confirmations, reminders, and receipts
• Providing account support to Schools and Parents
• Meeting legal, accounting, and tax obligations

We do not use pupil or parent personal information for any marketing purpose, and we do not sell or rent personal information to third parties.

5. Where your information is stored

All personal information processed through Reconed is stored on servers located within South Africa. No personal information is transferred outside South Africa.

6. Who we share information with

• PayFast (Pty) Ltd — South Africa's PCI-DSS compliant payment gateway, used to process card payments. PayFast has its own privacy policy governing how it handles payment information.
• The relevant School — each School can only access data for its own pupils and parents; Schools using Reconed operate on fully isolated systems from one another.

We do not share personal information with any other third party except where required by law.

7. Data retention

We retain personal information only for as long as necessary to provide the service and meet legal obligations.

• While a School's account is active, pupil and parent data is retained to support ongoing fee management.
• If a School's contract with Reconed ends, associated pupil and parent data is permanently deleted from our systems within 3 months of termination, except where we are required to retain certain records for longer to comply with tax, accounting, or other legal obligations.

8. Security measures

We apply appropriate technical and organisational measures to protect personal information, including:

• Encrypted connections (HTTPS/SSL) across the platform
• Isolated, per-school data environments — no School can access another School's data
• Access to systems restricted to authorised personnel only
• Regular off-site backups
• No storage of card payment details on our systems at any point

9. Your rights under POPIA

If you are a data subject whose information we process (or process on behalf of a School), you have the right to:

• Request confirmation of what personal information we hold about you
• Request access to your personal information
• Request correction or deletion of inaccurate, irrelevant, or unlawfully processed information
• Object to the processing of your personal information, on reasonable grounds
• Lodge a complaint with the Information Regulator if you believe your information has been mishandled

Requests relating to pupil or parent data should generally be directed to the relevant School first, as they are the responsible party. You may also contact us directly at info@reconed.co.za and we will assist or direct your request appropriately.

10. The Information Regulator

If you have concerns about how your personal information is handled that we have not resolved, you may contact the Information Regulator of South Africa:

Website: inforegulator.org.za
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg

11. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page will reflect the most recent revision.

12. Contact us

For any questions about this policy or how we handle personal information:

ReconedPayments (Pty) Ltd
Email: info@reconed.co.za
Address: 63 De Villiers Street, Sandbaai, Hermanus, 7200, South Africa
Information Officer: Carel Rademeyer