Privacy Policy
How personal information is handled on the Nia COACH website.
This policy explains how personal information submitted through the public Nia COACH website and enquiry form is handled. It does not govern participant coaching-session data or private organisational implementations, which require separate notices and agreements.
1. Who operates this website
The Nia COACH website is operated by xX Developments (Pty) Ltd, based in Johannesburg, South Africa. Nia COACH is the public coaching product. Xcendial™ is the underlying adaptive behavioural-intelligence framework used in its development.
Current implementation
Privacy enquiries and requests may be sent to enquiries@niacoach.com. Where a formal Information Officer contact is required, the request will be routed appropriately by xX Developments (Pty) Ltd.
2. Scope of this policy
This policy applies to personal information collected through the public Nia COACH website. It does not govern participant coaching-session data, private organisational implementations or other services that use separate notices, consent processes or agreements.
If public product access, a live enquiry form or additional services are introduced, this policy must be updated before those functions are launched.
3. Personal information that may be collected
The enquiry form requests only information reasonably needed to understand and respond to an enquiry, such as:
- name;
- email address;
- organisation and role, where relevant;
- selected enquiry type;
- information voluntarily included in the enquiry message.
People should not submit clinical records, emergency information, highly sensitive personal information or confidential third-party information through the website enquiry form.
4. How personal information may be used
Information submitted through the enquiry route may be used to:
- review and respond to the enquiry;
- understand the intended organisational, coaching, implementation or research context;
- arrange an appropriate follow-up discussion;
- protect the website, investigate misuse and maintain operational records;
- meet applicable legal or regulatory obligations.
Enquiry information will not be treated as consent to receive unrelated marketing communications.
5. AI-supported systems and human oversight
Nia COACH is an AI-supported coaching and development product being refined through controlled validation. Human oversight may form part of product operation, quality review, safety review and responsible organisational implementation.
The public website enquiry route is intended for business and collaboration enquiries. It is not a coaching session, clinical service, crisis channel or emergency-support service.
6. Sharing and service providers
Personal information may need to be processed by carefully selected technical service providers that support website hosting, security, form delivery, email delivery, analytics or related website operations. The current enquiry workflow uses Forminator for form handling and FluentSMTP with ZeptoMail for transactional email delivery. Hosting, security and backup providers process information only as needed to operate and protect the website.
Current implementation
The current website uses Forminator for enquiry submissions and FluentSMTP with ZeptoMail for transactional email delivery. Additional providers or analytics services will be documented when introduced.
7. Cookies and similar technologies
The detailed Cookie Policy (ZA), consent controls and cookie inventory will be generated and maintained separately through Complianz. This Privacy Policy should be read together with that Cookie Policy once it is configured and published.
8. Retention
Personal information should be kept only for as long as it is reasonably needed for the purpose for which it was collected, applicable business records, dispute handling, security requirements and legal obligations.
Current implementation
Enquiry records, email records, form submissions, security logs and backups are retained only for as long as reasonably required for operational, security, legal and dispute-handling purposes.
9. Information security
Reasonable technical and organisational safeguards should be used to protect personal information against loss, unauthorised access, misuse, alteration or disclosure. No website or electronic transmission can be guaranteed to be completely secure.
10. Your privacy rights
Subject to applicable South African law, a person may request access to personal information held about them, ask for inaccurate information to be corrected, object to certain processing, request deletion where legally appropriate, or raise a concern about how their information is handled.
Requests will be handled after identity and the relevant records have been reasonably verified.
11. External links
The website may link to external websites or services. Nia COACH and xX Developments do not control the privacy practices of third-party websites, and visitors should review those providers’ own privacy information.
12. Children
The public website and organisational enquiry route are not intended to knowingly collect personal information directly from children. Any future use involving minors would require a separately defined, lawful and appropriately supervised implementation model.
13. Changes to this policy
This policy may be updated as the website, enquiry workflow, service providers and Nia COACH implementation model develop. The published page should show the date of the latest material update.
This policy applies to the current public website and enquiry workflow. It will be reviewed when Complianz configuration, analytics, additional integrations or public Nia COACH access are introduced.