NEWINBOSCH Home Owners

Privacy Notice

Last updated: [insert date]

This notice explains what personal information the NEWINBOSCH Issue Tracker collects, why, and what rights you have regarding it, in accordance with South Africa's Protection of Personal Information Act, 2013 (POPIA).

1. Who is responsible for this information

The NEWINBOSCH Home Owners Association ("the HOA", "we", "us") is the responsible party for the personal information processed through this tool. Our designated Information Officer is:

[Name of Information Officer / Trustee]
Email: [contact email]

2. What we collect

Information	Collected when
Name ("Submitted By")	Reporting an issue
Email address (optional)	Reporting an issue, if you want to be notified when it's resolved
ERF number	Reporting an issue
Issue title, description, category, priority, date, photo	Reporting an issue

3. Why we collect it (purpose)

To log, categorise, and track estate maintenance, governance, and community issues raised by Home Owners.
To let the HOA and trustees prioritise and act on reported issues.
To notify you by email when an issue you reported has been resolved, if you provided an email address.
To compile summary reports (e.g. for HOA meetings and the AGM).

4. Who can see it

This site is password-protected and only accessible to Home Owners and trustees who have been given the access password — it is not public. All information submitted is visible to everyone with that access, not only to the person who submitted it, since the board is a shared working tool for the HOA.

5. How it's stored and protected

The site is only accessible over an encrypted (HTTPS) connection.
Access to the board requires a shared password; deleting an issue additionally requires a separate administrator password.
Deleted issues are held in a recovery bin for 30 days before being permanently removed.
Data is hosted with IONOS, our web hosting provider, who processes it on our behalf strictly to provide hosting, email delivery, and backup services — not for their own purposes.
We do not sell, rent, or share your information with any other third party.

6. Cookies and tracking

This site does not use tracking or advertising cookies, and does not run any analytics or third-party tracking scripts.

7. How long we keep it

Issue records are kept for as long as they are relevant to the HOA's ongoing records and governance history, unless you ask us to remove your personal details sooner (see below). Deleted issues are permanently removed after 30 days.

8. Your rights under POPIA

You have the right to:

Ask what personal information we hold about you.
Ask us to correct information that is inaccurate or out of date.
Ask us to delete personal information we no longer need for the purpose it was collected for.
Object to the processing of your personal information.
Lodge a complaint with South Africa's Information Regulator (inforegulator.org.za) if you believe your information has been mishandled.

To exercise any of these rights, contact the Information Officer listed in section 1.

9. Changes to this notice

We may update this notice from time to time, for example as the tool gains new features. The "last updated" date at the top will reflect the most recent change.