Privacy Policy

Last updated: 31 March 2026

1. Introduction

Virtus Coach ("we", "us", or "our") is committed to protecting your personal information in accordance with South Africa's Protection of Personal Information Act (POPIA). This policy explains what information we collect, why we collect it, and how we handle it.

2. Information Officer

Our designated Information Officer is Kyle Steenkamp. For any privacy-related enquiries, requests, or complaints, please contact:

  • Email:
  • Location: Cape Town, South Africa

3. What Information We Collect

We may collect the following personal information when you interact with us:

  • Contact details — name, email address, and phone number when you reach out via email or book a session
  • Professional information — job title, company name, and relevant background shared during coaching engagements
  • Session notes — observations and progress notes taken during coaching sessions, with your knowledge and consent

We do not collect information automatically through this website. We do not use cookies, tracking pixels, or analytics tools that collect personal data.

4. How We Use Your Information

Your personal information is used solely for:

  • Responding to your enquiries
  • Scheduling and delivering coaching sessions
  • Managing the coaching relationship and tracking progress
  • Issuing invoices and managing payments
  • Complying with legal and professional obligations

5. Legal Basis for Processing

We process your personal information based on:

  • Consent — you voluntarily provide your information when contacting us or entering a coaching agreement
  • Contractual necessity — processing required to fulfil our coaching agreement with you
  • Legitimate interest — managing our business and improving our services

6. Who We Share Your Information With

We do not sell, trade, or rent your personal information. We may share information only with:

  • Professional supervisors — anonymised case discussions as required by coaching ethics and professional standards
  • Service providers — email hosting and invoicing platforms that process data on our behalf, subject to appropriate data processing agreements
  • Legal authorities — when required by law or to protect the rights, property, or safety of our clients or others

7. How We Protect Your Information

We take reasonable technical and organisational measures to protect your personal information, including:

  • Encrypted email communications where possible
  • Secure storage of session notes and client records
  • Limited access — only Kyle Steenkamp has access to client information
  • Regular review and deletion of data no longer needed

8. Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Coaching session notes are retained for a maximum of 3 years after the conclusion of the coaching engagement, unless you request earlier deletion.

9. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "last updated" date.

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