Terms, Policies and Legal Information

1.1 Application status

Submitting an enrollment application does not automatically guarantee or confirm a place in a course.

Enrollment is confirmed only after Impact IT Academy has:

• Reviewed and accepted the application.
• Confirmed that the selected course or level is appropriate.
• Issued an official invoice.
• Received any payment required to secure the student's place.

1.2 Course selection and placement

A student may select a specific course or request advice from Impact IT Academy. The Academy may recommend a different course or level where it believes that another option would better suit the student's current skills, learning needs or course readiness.

1.3 Invoicing

The official invoice will be issued to the person, parent, legal guardian, employer, sponsor or other party identified as the Person Responsible for Payment.

Applicants should not make payment until an official invoice has been issued by Impact IT Academy.

1.4 Accuracy of information

The applicant must provide complete and accurate student, billing and, where applicable, parent or legal guardian information.

Impact IT Academy may request additional information where reasonably required to:

• Process the application.
• Issue an accurate invoice.
• Manage the enrollment of a student under 18.
• Maintain accurate academic and administrative records.
• Communicate with the relevant student, payer or guardian.

2.1 Punctuality

Students are expected to arrive on time and be ready to begin at the scheduled class time.

Late students may enter the class. However, repeated lateness is discouraged because it may disrupt the lesson and affect the student's progress.

2.2 Absences

Students, parents, guardians or responsible adults should notify Impact IT Academy when a student will be absent.

Impact IT Academy does not provide automatic catch-up classes for missed lessons.

Work missed because of an absence must be completed by the student through the online learning platform, course material or other resources provided by the Academy, in the student's own time.

2.3 Course completion

Attendance alone does not qualify a student for a certificate.

The student must complete all required:

• Practical exercises.
• Class activities.
• Homework or online learning activities.
• Assessments.
• Class tests.
• Final course work.

2.4 Final lesson and final assessment

The final lesson and final class test or assessment are compulsory.

Where a genuine and unavoidable emergency prevents a student from attending the final lesson or assessment, Impact IT Academy may, at its sole discretion, offer a private final lesson or assessment.

A private final lesson or assessment is not guaranteed and may be subject to availability, additional arrangements or additional costs.

2.5 Grading

Student performance may be determined using:

• Practical exercises.
• Class activities.
• Assessments.
• Class tests.
• Final course work.

2.6 Certification

A certificate will be issued only after:

• All required academic work has been completed.
• The required assessments have been completed.
• The student's account has been paid in full.

3.1 Respectful behaviour

• Students must treat teachers, staff members, fellow students and visitors with respect.
• Bullying, harassment, discrimination, intimidation, threats, abusive language or deliberately disruptive behaviour are not permitted.
• Students must follow reasonable instructions given by the teacher or an authorised staff member.

3.2 Participation during lessons

• Students should raise their hand or wait for an appropriate opportunity before interrupting a lesson.
• Students must not skip ahead or interfere with the learning pace set by the teacher.
• Students who complete their work early may be given additional exercises or revision work.
• Students must use their assigned seat or workstation unless permission is given to move.
• Personal belongings must be kept safely and must not obstruct walkways, desks or work areas.

3.3 Mobile phones

Mobile phones must be kept on silent during lessons.

Mobile phones may be used during class only when permission has been given by the teacher.

3.4 Food and drinks

Food and open drinks are not permitted at computer desks or near Academy equipment.

3.5 Toilet breaks

Students must follow reasonable classroom rules for toilet breaks and must return to class promptly.

3.6 Equipment and workstation use

• Computers, keyboards, mice, cables, furniture and other equipment must be used carefully.
• Students may not install software without permission.
• Students may not change computer settings without permission.
• Students may not connect unauthorised USB devices or other equipment.
• Damage, faults or problems must be reported to the teacher immediately.

3.7 Internet and account use

• Internet access, learning accounts and Academy systems may be used only for approved course activities.
• Students may not access inappropriate, harmful, illegal or unrelated content using Academy equipment or internet access.
• Students must not attempt to access another student's account, files or personal information.

3.8 Honest work

• Students must complete their own work unless a group activity has been authorised.
• Copying another student's work, sharing answers improperly or submitting work completed by another person is not permitted.

3.9 Recording and photography

Audio recordings, video recordings, photographs or screen recordings may not be made during lessons without permission.

3.10 Safety and cleanliness

Students must keep the classroom and workstations clean and must follow all reasonable safety instructions.

3.11 Disciplinary action

Serious or repeated breaches of these rules may result in:

• Removal from a lesson.
• Contact with a parent or legal guardian.
• A formal warning.
• Temporary suspension.
• Cancellation of enrollment.

4.1 Enrollment fee

Where an enrollment fee is required, it forms part of the total course fee and will be deducted from the remaining course balance.

The enrollment fee is not an additional amount charged on top of the quoted course fee.

Any refund of an enrollment fee will be considered according to this Payment, Cancellation and Refund Policy.

4.2 Person Responsible for Payment

The invoice will be issued to the person, parent, guardian, employer, sponsor or other party identified as the Person Responsible for Payment.

The Person Responsible for Payment may be contacted regarding:

• The invoice.
• Payment dates.
• Outstanding balances.
• Payment arrangements.
• Account statements.
• Refunds or credits.

4.3 Payment arrangements and instalments

Any instalment plan or alternative payment arrangement must be agreed with Impact IT Academy.

Instalments must be paid on the agreed dates.

Failure to attend classes, complete the course or use the learning platform does not automatically cancel the student's outstanding payment obligation.

4.4 Overdue accounts

Where an account falls into arrears, Impact IT Academy may provide reasonable notice before suspending:

• Access to classes.
• Access to the online learning platform.
• Access to assessments.
• Certification.
• Other course services.

Suspension of course services does not remove amounts that are already due.

4.5 Cancellation by the student

A cancellation must be communicated to Impact IT Academy by email or WhatsApp.

The date on which the cancellation is received will be used when considering:

• Services already supplied.
• Administrative work already completed.
• Course materials already provided.
• Access already provided to learning platforms or resources.
• Class capacity reserved for the student.
• Any reasonable cancellation charge.

4.6 Refunds before a course begins

A refund requested before the course begins will be considered according to the circumstances of the cancellation, costs already incurred, services already supplied and any reasonable cancellation charge.

4.7 Refunds after a course begins

Where a course has already begun, any refund will be calculated after considering the training, materials, platform access, administration and other services already supplied.

A reasonable cancellation charge may be deducted where appropriate.

4.8 Missed classes and non-attendance

A refund is not automatically due merely because a student:

• Arrives late.
• Misses a class.
• Stops attending.
• Fails to complete online work.
• Does not complete the course.

4.9 Transfers

A request to transfer to another course, intake or student may be considered at the discretion of Impact IT Academy.

A transfer is not automatic and may depend on:

• Course availability.
• The student's course progress.
• Amounts already paid.
• Materials or services already supplied.
• Any difference in course fees.
• Any additional administration required.

4.10 Cancellation by Impact IT Academy

Where Impact IT Academy cancels a course or is unable to provide the agreed training, it may offer:

• A replacement course date.
• A transfer to a suitable course or intake.
• A credit.
• A refund.

The option offered will depend on the circumstances and any services already supplied.

4.11 Refund processing

Approved refunds are normally processed within 10 business days after the required banking or payment information has been confirmed.

4.12 Certificates and final records

Certificates, final assessment records and other completion documents may be withheld until:

• All academic requirements have been completed.
• All amounts due have been paid.

Where a student is under 18 years old, Impact IT Academy requires the details and consent of a parent or legal guardian.

• The parent or guardian must be authorised to act for the student.
• The parent or guardian may be contacted regarding the application, classes, attendance, assessments, conduct, emergencies, certification and other matters relating to the student's training.
• The Person Responsible for Payment may also be the parent or legal guardian.
• Where the payer is also the parent or guardian, this must be confirmed in the enrollment application.
• The person's relationship to the student must be provided separately.

6.1 Responsible organisation

Impact IT Academy is responsible for the personal information collected through its enrollment forms, course administration, website, learning platforms, communications and related training services.

6.2 Information that may be collected

Impact IT Academy may collect:

• Student names and contact details.
• Date of birth.
• Residential or postal address information.
• Course selections and enrollment information.
• Attendance records.
• Assessment results and practical work.
• Certification and completion records.
• Billing contact and invoice information.
• Payment and account records.
• Parent or legal guardian details.
• Guardian consent for students under 18.
• Messages, enquiries and correspondence.
• Technical information generated through website forms or online learning systems.

6.3 Purpose of collection and processing

Personal information may be used to:

• Process an enrollment application.
• Determine an appropriate course or level.
• Register a student and reserve a course place.
• Administer and deliver training.
• Issue invoices and manage payments.
• Communicate with the Person Responsible for Payment.
• Maintain attendance and assessment records.
• Issue certificates and course completion records.
• Manage parent or guardian consent for a minor.
• Provide access to online learning platforms and resources.
• Provide homework, quizzes, exercises and course support.
• Respond to enquiries, complaints or emergencies.
• Maintain financial, academic, administrative, security and legal records.

6.4 Required and optional information

Information marked as required is necessary to process the application, create accurate student and billing records, communicate with the relevant people and provide the course.

Optional information may be supplied voluntarily.

6.5 Student, payer and guardian information

The student, Person Responsible for Payment and parent or legal guardian may be different people.

Information supplied for each person will be used only for purposes relevant to that person's role in the application, account or course.

6.6 Sharing of information

Personal information may be shared where reasonably necessary with:

• Authorised Impact IT Academy staff.
• Teachers and course administrators.
• Accounting and invoicing service providers.
• Website, hosting and technical service providers.
• Online learning platforms.
• Email, SMS and communication service providers.
• Other service providers used to operate the Academy.

Personal information may also be disclosed where required by law or where reasonably necessary to protect a student, the Academy or another person.

6.7 Cross-border processing

Some website, email, cloud, learning or communication service providers may store or process information outside South Africa.

Where this occurs, Impact IT Academy will take reasonable steps to use reputable service providers and appropriate safeguards.

6.8 Information security

Impact IT Academy uses reasonable administrative, technical and physical safeguards to protect personal information against:

• Unauthorised access.
• Loss.
• Misuse.
• Alteration.
• Unauthorised disclosure.

6.9 Retention

Information will be retained for as long as reasonably necessary for:

• Course administration.
• Academic and certification records.
• Accounting and financial records.
• Dispute handling.
• Legal and regulatory requirements.
• Legitimate business record keeping.

Information that is no longer required may be deleted, anonymised or securely archived.

6.10 Access and correction

A person may contact Impact IT Academy to:

• Request access to personal information held about them.
• Request correction of inaccurate or incomplete information.
• Raise a concern about the processing of their information.
• Request that information be updated where circumstances have changed.

A request may be subject to identity verification and any lawful limitations that apply.

6.11 Privacy enquiries and complaints

Privacy enquiries, access requests, correction requests or complaints may be submitted to Impact IT Academy using the contact details provided at the bottom of this page.

7.1 Essential course communications

Impact IT Academy may contact the relevant student, payer, parent or legal guardian where necessary regarding:

• The enrollment application.
• Course placement.
• Invoices and payments.
• Class dates and schedules.
• Attendance and absences.
• Assessments and course work.
• Student conduct.
• Course changes.
• Emergencies.
• Certification.
• Other course administration.

These communications may be sent through phone calls, email, SMS, WhatsApp or other appropriate communication channels.

Essential course and account communications are not considered optional marketing communications.

7.2 Optional marketing communications

Marketing permission is separate and optional.

A person may choose to receive:

• Course updates.
• Special offers.
• Training information.
• New course announcements.
• Academy news.

7.3 Withdrawal of marketing permission

Marketing permission may be withdrawn at any time by using an unsubscribe option or contacting Impact IT Academy.

Withdrawing marketing permission will not prevent Impact IT Academy from sending essential communications relating to an application, account or course.