Privacy Policy
Issue date: 8 October 2026 · Provider list last checked: 8 October 2026
About this policy
This policy explains how The Leadership Boardroom (Pty) Ltd, registration 2015/380394/07 ("TLB", "we" or "us"), handles personal information. It applies to you if you:
- apply for, or hold, a Boardroom membership;
- are invited to, or visit, a Boardroom meeting as a guest;
- speak at a Boardroom;
- run a Boardroom as a Chair, or represent a Chair's company;
- use our website or contact us.
POPIA (the Protection of Personal Information Act, 2013) protects information about living people and, in some cases, about companies. This policy covers both.
Reading or accepting this policy doesn't mean you agree to anything beyond what it describes. Where we need your consent, we ask for it separately, and you can say no.
Who is responsible for your information
Each Boardroom is run by its Chair, either through the Chair's company or in the Chair's own name. We call that person or company the Supplier, because it supplies your Boardroom membership. Your Member Boardroom Schedule names your Supplier.
- Your Supplier decides how your Boardroom is run. For your membership and your Boardroom's meetings, your Supplier is the responsible party under POPIA.
- TLB runs the TLB app and handles membership administration, invoicing and payment collection for your Supplier. For that work we are your Supplier's operator: we act only on its instructions, under a written POPIA operator agreement.
- TLB is also a responsible party for its own purposes: the app and website, our agreements with Chairs, security, our accounting and legal records, and our own marketing.
Your Supplier relies on this policy to explain how your information is handled in the TLB app. For anything your Chair does outside the app, ask your Chair. You can always contact us. If your question is for your Supplier, we'll pass it on promptly and let you know.
What we collect and why
| If you are | What we hold | Why we need it |
|---|---|---|
| An applicant or member | Name, email, phone, company, job title and industry; your application and membership offer; when you accepted your documents, with your browser details and a coded form of your internet (IP) address; billing details (name, address, VAT number) and your sponsor's details if someone else pays; invoices, payments, payment references and proofs of payment you upload; meeting replies and check-ins; posts in Boardroom discussions; your profile choices | To consider your application, set up and run your membership, invoice and collect fees for your Supplier, keep proof of what you agreed, run meetings, and keep accounting and tax records |
| A guest or visitor | Name, contact details, company, who invited you, the meeting date, your acceptance of the visitor confidentiality agreement, and your check-in | To admit you to the meeting and keep proof of the confidentiality agreement you accepted |
| A prospective member | Name, contact details, company and notes that a Chair adds, or imports from the Chair's own contacts | So your Chair can invite you to visit or join. Being added doesn't send you anything automatically. |
| A Chair or Supplier | Names, company and registration details, your ID number if you trade in your own name, tax and VAT details, bank details for payouts, signatory details, your agreement with TLB, and payout and fee records | To contract with you, invoice members on your behalf, pay you your share and keep accounting and tax records. Invoices show members your name and VAT status only. Members of your Boardroom always see you in its member directory. |
| A speaker | Name, contact details, profile, biography and sessions, and payment details if we pay you | To arrange your session, show your profile to the Boardrooms you speak at and, where agreed, pay you |
| A website visitor, or anyone who contacts us | What you send through the contact form or by email, and website statistics if you allow them (section 6) | To reply to you and improve the website |
| Anyone who signs in | Your email address; sign-in and security records (when you signed in, your internet (IP) address and browser); your two-factor settings; and a log of important actions | To keep accounts secure and investigate misuse |
What you must give us. Fields marked as required in the app are needed to process your application, membership, visit or invoices. Without them we can't admit you or invoice you correctly. Everything else is optional. That includes profile details beyond your name, being listed in any member directory, and introductions.
Laws that require some of it. Tax law (the Value-Added Tax Act and the Tax Administration Act) and the Companies Act require us to issue proper invoices and keep accounting records.
Where we get it. Mostly from you. We may also get it from your Chair, the person who invited you, your sponsor, our bank (when you pay), or public professional sources such as your company's website.
Our legal grounds. We process your information because it's needed to enter into or carry out an agreement with you, because the law requires it, because it serves a legitimate interest that doesn't override your rights (such as security and keeping proof of agreements), or because you've consented.
What we don't collect. We don't need recordings or detailed notes of Boardroom discussions to run memberships. We don't ask for copies of identity documents unless we need them, for example to confirm who is asking for a copy of their information.
Sensitive information and children
Boardroom conversations can touch on health, beliefs or other sensitive matters. POPIA calls this special personal information. We don't ask for it. Please don't put it in app discussions or your profile. If something sensitive comes up in a meeting, keep it out of the app. Your Chair handles it under your Boardroom's confidentiality rules.
The service is for adults. We don't knowingly collect information about anyone under 18. If you think we have, tell us and we'll delete it.
Who we share it with
We share your information only when needed:
- Your Chair and Supplier, to run your Boardroom.
- Other members, who see your name and company where you take part, for example on posts you make in Boardroom discussions. Being listed in the member directory, or introduced to others, is your choice, and saying no doesn't affect your membership. Chairs are always listed for their own Boardroom.
- Your sponsor, if someone else pays: billing information only, never what's discussed in your Boardroom.
- TLB staff who need it for their work. Authorised support staff can view the app as you see it, to help you. Each such session is time-limited, needs a recorded reason and is logged, and sensitive actions are blocked during it.
- Service providers in South Africa: VerdanTech (Pty) Ltd manages our website, and our bank receives payments into our collection account.
- Service providers outside South Africa, listed in section 5.
- Professional advisers, such as our accountants, auditors and attorneys, who must keep it confidential.
- Authorities, such as the South African Revenue Service, the Information Regulator, courts or the police, when the law requires it.
Our providers handle your information only on our instructions, under written agreements that require them to keep it secure and confidential.
We don't sell your information or member lists. Members, guests and Chairs may not use contact details they see through TLB for marketing or outside business without the person's permission.
Where your information is stored
Most of your information is stored and processed outside South Africa:
| Provider | What they do | Where |
|---|---|---|
| Hostinger | Hosts the TLB app, its database and uploaded documents, and keeps snapshots of the server | United Kingdom |
| Resend | Sends the app's emails, including invoices | Ireland; Resend is based in the United States |
| Google Workspace | Our email and office documents, and encrypted copies of the app's backups | United States and other countries where Google operates |
| Duda | Hosts our website and its contact form | United States |
| Google Analytics and reCAPTCHA | Website statistics (only if you allow them) and spam protection on our website | United States |
| Anthropic | An AI assistant we use to maintain and support the app. It may see information in the app when we fix a problem. | United States |
Our staff and Chairs sometimes use the app from outside South Africa, for example while travelling or when their Boardroom is outside South Africa. They sign in the same secure way and remain bound by confidentiality.
POPIA (section 72) allows these transfers because each provider has agreed in writing to protect your information to a standard substantially similar to POPIA, including limits on passing it on to others. In the United Kingdom and Ireland, data protection law also applies. We don't send special personal information or children's information to any country without that level of protection.
When we add a provider or a country, we update this list and its date, and we tell members and Chairs about material changes by email. To ask about these arrangements, contact our Information Officer (section 9).
Messages, marketing, cookies, recordings and AI
Service messages. We send the emails you need for your membership, visit or account: sign-in codes, offers, invoices, payment reminders and meeting notices. These aren't marketing, and they continue while you use the service.
Marketing. Being a member of a Boardroom doesn't make you TLB's own customer, so we send you TLB news or offers by email only if you've agreed. If you're a Chair, we may also tell you about similar TLB services, as POPIA section 69 allows for our own customers. Every marketing email has an unsubscribe link, and we keep a short record of opt-outs so we don't contact you again. Your Chair is responsible for any marketing it sends you itself.
Cookies. The app uses only the cookies it needs to sign you in and keep your account secure. Our website uses Google Analytics only if you allow it, and reCAPTCHA to protect the contact form from spam. The Cookie Policy has the details.
Recordings and publicity. We don't record Boardroom meetings, and joining a Boardroom doesn't give anyone permission to record you. We use your photo, words or name in publicity, such as a testimonial, only with your specific permission.
AI and automated decisions. We use an AI assistant (Anthropic, section 5) to help maintain and support the app. Our settings stop Anthropic from using our information to train its models. No decision about your application or membership is made by a computer alone.
Security
We protect your information with:
- encrypted connections;
- two-factor sign-in, required for administrators;
- access limited to what each role needs;
- logged, time-limited support access;
- encrypted daily backups, which we test by restoring them;
- written agreements with our providers.
No system is completely secure. You sign in through your email, so please keep your email account secure.
If someone gains unauthorised access to your information, we'll tell the Information Regulator and you as soon as reasonably possible, as POPIA section 22 requires. We may delay telling you only if a law-enforcement body or the Information Regulator says that notice would impede a criminal investigation. If it concerns information we handle for your Supplier, we'll tell your Supplier immediately and help it notify you.
To report a concern, use the contacts in section 9.
How long we keep it
| Information | How long we keep it |
|---|---|
| Membership, Chair, speaker and visitor agreements, and records of your acceptance | 7 years after the relationship ends |
| Invoices, payments, payouts and accounting records | 7 completed financial years, or longer if tax law requires |
| Applications that don't go ahead | 12 months after the decision |
| Meeting replies, check-ins and other attendance records | 3 years after your membership ends |
| Boardroom discussion posts | 7 years after your membership ends |
| Complaints and incident records | 7 years after they're resolved |
| Requests you make about your information | 3 years after we close them, with a short summary kept for 7 years |
| Sign-in, security and administration logs | 12 months |
| Prospective members' details | Reviewed every year, and deleted if you object or there's no longer a reason to keep them |
| Marketing opt-outs | As long as needed to respect your choice |
| Website statistics, if you allow them | Up to 14 months |
After that, we delete the information or anonymise it so that it no longer identifies you. Deleted information stays in our encrypted backups for up to about 14 months (daily copies for 35 days and monthly copies for 400 days, then up to 30 days in the backup store's trash) and is then deleted. If we ever restore a backup, we re-apply deletions before using it.
We keep information longer only when a legal hold applies, such as during a dispute or investigation, and only the records involved.
Your rights and how to contact us
You can ask us:
- whether we hold information about you, and for a copy of it;
- to correct or delete information that is wrong, out of date, incomplete, excessive or unlawfully held;
- to stop processing it, where POPIA lets you object (you can always object to direct marketing);
- to withdraw consent you've given. This doesn't affect what we did before, or records we must keep.
We'll confirm your identity in a proportionate way before we act. Confirming whether we hold your information is free. For copies of records, the fees set under PAIA may apply; our PAIA Manual explains how to make a formal request. We aim to respond within 30 days, and if we can't help, we'll tell you why.
Contact our Information Officer:
- Information Officer: Dennis Kriel
- Deputy Information Officer: Mark Manley
- Email: info@leadershipboardroom.co
- Telephone: +27 79 309 3651
- Address: The Knoll, 1 Knoll Drive, Hilton, KwaZulu-Natal, 3245
- Post: PO Box 1111, Hilton, 3245
You can also complain to the Information Regulator at any time, without coming to us first: use its complaint forms or contact details, or write to Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.
Changes to this policy
Each version is dated. We tell members and Chairs about material changes by email or in the app before they take effect. We won't use your information for a new purpose that doesn't fit the reason we collected it without telling you and, where needed, asking you first.