Moolman Institute privacy notice

Last updated: 21 September 2026

1. Who is responsible for your information

Moolman Institute is a trading name of Alphashift (Pty) Ltd, a company registered in South Africa under registration number 2016/495773/07.

Alphashift (Pty) Ltd is the responsible party for the personal information covered by this notice.

Postal address: PO Box 4863, Tyger Valley, 7536, Bellville, South Africa
Registered and physical address: 16 Wit Els Street, Graanendal Lifestyle Estate, Durbanville, 7550, South Africa
Information Officer: Dr Sean Moolman
Privacy contact: admin@moolmaninstitute.com

This notice applies to:

  • moolmaninstitute.com;
  • ai.moolmaninstitute.com;
  • blog.moolmaninstitute.com;
  • Moolman Institute courses, newsletters and downloadable resources;
  • enquiries, introductory conversations and assessments; and
  • consulting, implementation and related client services.

2. Information we collect

The information we collect depends on how you deal with us.

Website and technical information

Our website and service providers may process your IP address, browser and device information, approximate location derived from your IP address, pages visited, dates and times of access, referral information, security logs and cookie or session identifiers.

The AI and automation website at ai.moolmaninstitute.com does not currently use analytics, advertising pixels or non-essential cookies. Other Moolman Institute sites may use cookies needed for account access, course delivery, security, payments or features provided by Teachable or WordPress. We will update this notice if we introduce additional analytics or advertising technologies.

Enquiries and business contacts

If you contact us by email, telephone, WhatsApp, a website form or another channel, we may collect your name, contact details, business name, role, the content of your enquiry and any correspondence or call notes.

Please do not send passwords, access keys, raw customer databases, confidential employee files, patient records or other sensitive material in an initial enquiry.

Courses, accounts and purchases

When you register for a course, download a resource or buy a product, we may collect your name, email address, account information, course activity, purchase details, invoices, support requests and related correspondence. Payment providers may process your payment information. We do not normally receive or store full payment-card details.

Newsletters and marketing

If you subscribe to a newsletter or ask to hear from us, we may collect your name, email address, interests, subscription preferences and information about how you interact with our emails.

Assessments and client work

For an AI and automation assessment or implementation project, we may collect:

  • information about your business, people, systems and workflows;
  • task volumes, timings, costs and operational measurements;
  • meeting notes, recordings or transcripts where this has been agreed;
  • templates, reports, forms, screenshots and anonymised or redacted examples;
  • project decisions, approvals, support records and test results; and
  • personal information contained in material that you are authorised to share with us.

We agree the expected information, confidentiality arrangements and any use of external AI services before asking for sensitive assessment or implementation material. A separate non-disclosure agreement or service agreement may apply.

Information about other people

If you give us personal information about an employee, customer, supplier or another person, you must be authorised to do so and must provide any notice or obtain any permission required by law. We may ask you to remove names or other identifying details where they are not needed.

3. Where information comes from

We usually collect information directly from you. We may also receive information from:

  • your employer, business partner or an authorised representative;
  • publicly available business sources;
  • Teachable, Mailchimp, Cloudflare or another service used to provide our websites and services;
  • a referral partner, where the referral is lawful; or
  • systems and data sources that you authorise us to access for a specific project.

4. Why we use personal information

We use personal information to:

  • respond to enquiries and arrange conversations;
  • assess whether our services are suitable for a business;
  • provide courses, resources, assessments, consulting and implementation services;
  • prepare proposals, contracts, invoices and project records;
  • operate, secure and improve our websites and services;
  • provide support and communicate about an account, purchase or project;
  • send requested newsletters and lawful marketing communications;
  • prevent misuse, fraud and security incidents;
  • keep records required for tax, company, accounting or other legal purposes; and
  • establish, exercise or defend legal rights.

Depending on the circumstances, we process information with consent, to enter into or perform a contract, to comply with a legal obligation, or because the processing protects a legitimate interest and does not unjustifiably infringe your privacy.

5. Is providing information mandatory?

You generally choose whether to provide personal information. If you do not provide information needed for an account, purchase, assessment or project, we may be unable to provide that service.

Information required by law, for payment and accounting, or for the safe and effective performance of agreed work may be mandatory for that transaction or project. We will explain this where it is not obvious.

6. Service providers and other recipients

We do not sell personal information.

We may share limited information with providers that help us operate our business, including:

  • Teachable, for course pages, accounts, course delivery and related transactions;
  • Mailchimp, for mailing lists and email communications;
  • Cloudflare, for website hosting, delivery, availability and security; and
  • OpenAI, where an agreed course, assessment, analysis or implementation activity uses its services.

We may also share information with accountants, legal advisers, technology suppliers, payment providers, contractors, regulators, law-enforcement bodies or courts where this is necessary and lawful.

These providers may act as operators processing information for us, or as separate responsible parties for parts of their services. Their own privacy terms may also apply. We use contracts and other reasonable safeguards where an operator processes personal information on our behalf.

We will not submit a client's confidential assessment or implementation material to an external AI service unless the intended use and safeguards have been agreed. Where practical, we minimise, redact or de-identify information before it is processed.

7. Processing outside South Africa

Some providers may process or store information outside South Africa. Where personal information is transferred to another country, we take reasonably practicable steps to use a lawful transfer basis and an appropriate level of protection. This may include contractual protections, a provider's binding data-protection commitments, consent where appropriate, or another basis allowed by law.

8. Security

We use reasonable technical and organisational safeguards appropriate to the information and the work. Depending on the service, these may include access controls, multi-factor authentication, encryption in transit, restricted sharing, backups, software updates, data minimisation, redaction, confidentiality obligations and agreed deletion procedures.

No internet or storage system can be guaranteed to be completely secure. If a security compromise affects personal information, we will investigate and make the notifications required by law.

9. How long we keep information

We use the following starting retention periods, unless a longer or shorter period is required by law, contract, a dispute, or the purpose for which the information was collected:

  • general enquiries: 24 months after the last interaction;
  • information relating to an unsuccessful assessment prospect: 12 months after the assessment;
  • assessment recordings and source material: deleted within 90 days after delivery of the report, unless otherwise agreed;
  • client reports and project records: five years after completion;
  • financial, tax and contractual records: for the period required by applicable law;
  • Mailchimp subscriber records: until the person unsubscribes or the list is cleaned for inactivity; and
  • published testimonials: until consent is withdrawn or the testimonial is retired.

Information may remain for a limited period in protected backups before it is overwritten. We delete, destroy or de-identify information when we no longer have a lawful reason to retain it.

10. Direct marketing

We send newsletters and marketing messages where you have requested them or where another lawful basis permits this. Each marketing email will provide an unsubscribe method. You can also object by emailing admin@moolmaninstitute.com.

Service messages about an account, purchase, course or active project are not marketing and may still be sent where needed.

11. Your rights

Subject to applicable law, you may ask us to:

  • confirm whether we hold personal information about you;
  • give you access to that information;
  • correct or update inaccurate information;
  • delete or destroy information that we are no longer authorised to retain;
  • restrict or object to certain processing; or
  • stop direct marketing.

We may need to verify your identity before acting on a request. Some rights are subject to legal exceptions, record-retention duties and the rights of other people.

Send requests to admin@moolmaninstitute.com.

12. Children

Our business and AI services are intended for adults and businesses. A course intended for children will have specific information and consent arrangements. Please do not provide a child's personal information for an assessment or implementation project unless this has been agreed in advance and is lawful.

13. Complaints

Please contact our Information Officer first at admin@moolmaninstitute.com so that we can try to resolve the matter.

You may also complain to the Information Regulator of South Africa. Current contact details and complaint procedures are available at https://inforegulator.org.za/.

14. Changes to this notice

We may update this notice when our services, providers or legal obligations change. The current version will be published on our website with its effective date. If a change materially affects an active client project, we will communicate it where reasonably practicable.