Privacy Policy

1. Who is responsible for your information

The responsible party under POPIA is:

The trustees act as the information officer for the estate. If you have any question about this policy, or about information we hold, that address is the place to start.

2. What we collect, and why

We only collect what we actually need. There are three places on this site where personal information is involved.

The enquiry form on the public website

When you send an enquiry we collect your name, phone number, email address and the message you write. We use it for one thing only: to reply to your enquiry and to carry on that conversation if it goes further. It is not added to any mailing list.

Resident portal accounts

For residents with portal access we hold your name, unit number, email address and a securely hashed password. We use this to give you access to estate communication: notices, events, documents and the links to the estate's other systems.

Your password is never stored in a form anybody can read, including us. It is put through a one-way cryptographic hash, so it cannot be turned back into your password. If you forget it, we can only send you a link to set a new one.

Sign-in attempt records

When someone tries to sign in and fails, we briefly record the email address used, the IP address it came from, and the time. This is purely a security measure: it lets the portal slow down anyone trying to guess passwords. These records are not used for any other purpose and are not linked to your browsing.

3. Our legal basis for using it

• Enquiries: your consent. You give it by choosing to fill in the form and send it. You may withdraw it at any time by emailing the trustees.
• Resident accounts: the legitimate interests of the body corporate, and the performance of ordinary body-corporate functions. Keeping residents informed about the estate is part of what the body corporate exists to do.

4. What we do not do

5. Where your information is kept, and who can see it

Everything is stored on the estate's own web hosting, on servers in South Africa. Access is limited to the estate administrators who need it to run the portal, and to the technical people who maintain the website.

The site is served over HTTPS, so information you send travels encrypted between your device and the server. We take reasonable technical and organisational steps to keep information safe, but no website can promise perfect security.

6. Links to other systems

The resident portal links out to services the estate uses, such as the water management system, the camera platform and the estate's Google Drive folders. Those are separate services run by other companies.

Once you follow one of those links you are on their website, under their privacy policy, not ours. The estate has no control over and takes no responsibility for how they handle your information. Please read their policies if you are unsure.

7. Email we send you

Invitations to the portal, links to set a password, and confirmations that a password was set are sent from the estate's own mail server on the estate's domain. They are sent because you were invited to the portal or because you asked for a new password, never as marketing.

8. How long we keep things

• Resident accounts are kept for as long as you are a resident of the estate, or until an administrator removes the account.
• Enquiries are kept as ordinary business correspondence, in the estate office's email, for as long as is reasonable for the matter they relate to.
• Sign-in attempt records are short-lived and are automatically superseded as newer records replace them. They are not kept as a history.

9. Your rights under POPIA

POPIA gives you real rights over your own information. You may:

• Ask what we hold about you, and get a copy of it.
• Ask us to correct anything that is wrong or out of date.
• Ask us to delete information we no longer have a good reason to keep.
• Object to us using your information in a particular way.

To use any of these rights, email trustees@ukutulaecoestate.co.za. We will not charge you for a reasonable request, and we will come back to you as quickly as we can.

If you are not satisfied with how we have handled your information, you have the right to complain to the Information Regulator of South Africa:

10. Children

The resident portal is intended for adult residents of the estate. We do not knowingly create accounts for children or collect their information. If you believe a child's information has reached us, please tell the trustees and we will remove it.

11. Changes to this policy

We may update this policy from time to time, for example if the portal gains a new feature. The date at the top of this page always shows when it last changed. Where a change is significant, we will let residents know through the portal.

12. Getting in touch

Any question about this policy, or about information the estate holds about you, goes to trustees@ukutulaecoestate.co.za.

You may also want to read our Terms of Use.