Privacy notice
Tiegerpoort Home Owners Association NPC, Reg. No. 2023/535076/08 (“the HOA”, “we”), is the responsible party under the Protection of Personal Information Act (POPIA) for the personal information described here. This notice explains what we collect, why, how long we keep it, and how to exercise your rights.
What we collect and why
Members and applicants. Full name, South African ID number, contact details and proof of plot ownership, collected to verify eligibility, administer membership and bill the correct levy.
Household members and vehicles. Name, relationship, ID number, contact details and vehicle details, used to provision easy access for a member's household through the Fluss app. This information is captured by the plot owner on your behalf, not by you directly. If you were added to a household by someone else and want to know what is held about you, correct it, or have it removed, contact the Information Officer below — this applies whether or not you use the system yourself.
Financial records. Invoices, payments and ledger entries, kept for billing and for the 5-year period required by tax law.
Incident reports and business listings. Details you submit through the portal or the public site are used only for that purpose. Approved directory listings are public by design; incident reports are not.
Access and audit logs. Records of gate access events and administrative actions, used for security and accountability.
Who processes it
The HOA is the responsible party. Our security vendor acts as an operator for access-control data under a written agreement, as POPIA requires. The system runs on a server the HOA controls, hosted in South Africa. A backup copy is encrypted and sent to storage in Europe, which is described under Cross-border transfer below. Three further service providers handle some of your information in the course of their work. Resend delivers our email, and receives the address we send to and the full content of the message. Paystack takes payments, and receives your email address, the amount and a reference to the transaction — not your name, your ID number or your plot, and not your card details, which you give Paystack directly and which never reach our systems. Cloudflare serves this website, so the address you are connecting from and the page you asked for reach Cloudflare on every visit; Cloudflare also runs the automated check that keeps bots off our public forms, and is sent your address again when that check runs. Cloudflare also holds the estate's off-site backup, described below. The address you connect from is personal information under POPIA, which is why Cloudflare is named here. A fourth provider, Sentry, is named here in advance rather than after the fact: when the HOA switches error reporting on, Sentry receives a technical report each time the system fails — what kind of error it was, where in our code it happened, which page was being requested, and when. While error reporting is switched off, which is how the system is built to run until the committee decides otherwise, Sentry receives nothing at all. Either way, your personal information is removed on the HOA's own server before anything is sent: identity numbers, names, email addresses, telephone numbers, physical addresses, vehicle registrations, sign-in codes, the one-time links we email you, and the network address you connect from are all replaced with the word “redacted”. What can remain is an account reference — enough for us to see that a fault affected an account, not enough for Sentry to know whose. None of them may use your information for their own purposes.
Cross-border transfer
The system you use — the database holding your identity number, your account history and any documents you upload — runs on a server in South Africa. A backup copy does leave the country, to Cloudflare's European region: the estate keeps an off-site backup there, so that losing the server does not mean losing the estate's records. It is encrypted before it leaves the server, it is kept for thirty days and then deleted, and it can only be read with keys the HOA holds — Cloudflare cannot read it even though it is stored in their infrastructure. We say so plainly because it is a cross-border transfer under POPIA and an earlier version of this notice wrongly said nothing left the country. Three service providers also handle limited information outside South Africa in the ordinary course of their work: Resend when it delivers an email to you, Paystack when it processes a payment, and Cloudflare whenever you load a page of this site or complete the bot check on one of our public forms. Sentry, described above, would be a fourth: its servers are outside the country, so a technical error report crosses the border every time the system fails — but only once error reporting has been switched on, and nothing has been sent to it while it is off. POPIA permits transfers of this kind where the recipient is subject to comparable data protection or is bound by contract, which is the basis on which we use each of them.
How long we keep it
| Data | Retention | On expiry |
|---|---|---|
| Resident personal data (departed a plot) | 12 months after leaving | Name replaced with a fixed placeholder; encrypted ID, contact details and vehicle records removed. The fact of the change stays in the audit log |
| Member personal data (resigned) | 12 months after resignation, except where financial records require otherwise | Redacted the same way as a departed resident's, above |
| Invoices, payments, ledger entries | 5 years | Kept for tax and accounting purposes — never deleted or redacted, regardless of age |
| Proof of ownership documents | While you own the plot, then 12 months | Deleted |
| Access task history | 24 months | Purged |
| Email delivery log | 12 months | Purged |
| Audit log | 5 years | Moved to cold storage |
Where a record is referenced by financial history, we anonymise rather than delete — the transaction stays, but the person becomes “Former resident”.
Your rights
Under POPIA you may ask us to confirm what we hold about you, correct it, object to how it is used, or ask us to delete it. We commit to responding within 30 days. We will verify your identity before disclosing anything. Deletion requests are checked against the retention obligations above — financial records cannot be deleted on request, and we will tell you if that applies. We may also need to keep a person's details for as long as they remain an active resident or member, because that information is still necessary for the service we provide them; once that relationship ends, a deletion request can be approved.
If you have a member account, you can submit an access or deletion request from the portal, under “My data”. Otherwise, or for a correction or an objection, email the Information Officer with your full name and enough detail to identify your record (plot number or the email address your account uses).
Information Officer
Information Officer name and contact details — to be confirmed and registered with the Information Regulator. All data subject requests, objections and breach concerns are handled by the Information Officer, not by any administrator.