VAAL ACCOMMODATION NETWORK

Vaal Accommodation Network respects your privacy and is committed to handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, and protect information submitted through our student accommodation website and application form.

This policy is intended to align with the Protection of Personal Information Act 4 of 2013 (POPIA) of South Africa.

1. Information We Collect

When you submit a student accommodation application, we may collect the following information:

• Your name and surname.
• Your phone number or WhatsApp contact number.
• Your gender, where requested on the application form.
• Your year of study.
• Your preferred accommodation property.
• Your funding method, such as NSFAS, self-funded, or bursary.
• Additional information you voluntarily provide when communicating with us about your application.

Our website may also process technical information required for website security, fraud prevention, and reliable operation.

2. How We Use Your Information

We use your information for legitimate accommodation-related purposes, including:

• Receiving and processing your accommodation application.
• Contacting you about your application and its status.
• Checking availability for your selected property.
• Communicating about viewings, bookings, and move-in arrangements.
• Keeping application records and preventing duplicate submissions.
• Responding to questions and providing application support.
• Maintaining the security and functionality of our website.

We will not use your information for unrelated purposes without an appropriate lawful basis.

3. How We Store and Protect Information

Application information may be stored in a restricted-access Google Sheets spreadsheet and processed using Google Apps Script. Our website is hosted using Cloudflare Pages, and supporting application services may use Cloudflare Workers.

We take reasonable steps to protect personal information against loss, unauthorised access, disclosure, alteration, or misuse. These measures may include access restrictions, secure connections, and application security controls.

No online system can be guaranteed to be completely secure. We therefore cannot promise absolute security of information transmitted over the internet.

4. Sharing Your Information

We do not sell your personal information.

Your information may be accessed by authorised persons responsible for handling accommodation applications. It may also be processed by service providers that support our website, data storage, and application system, where necessary.

Information may be disclosed where required by law or where necessary to establish, exercise, or defend legal rights. Any sharing with property owners, accommodation providers, or other parties must be limited to what is necessary for the relevant accommodation purpose and supported by an appropriate lawful basis.

5. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, or for as long as required or permitted by applicable law.

Retention periods may depend on the status of your application, accommodation arrangements, legal requirements, and legitimate record-keeping needs. When information is no longer required, we will take reasonable steps to securely delete it or de-identify it, where appropriate.

6. Your Rights Under POPIA

Subject to applicable law, you may have the right to:

• Ask whether we hold personal information about you.
• Request access to your personal information.
• Request correction or updating of inaccurate information.
• Request deletion or destruction of information where legally appropriate.
• Object to certain forms of processing where permitted by law.
• Raise a complaint about how your personal information is handled.

To make a privacy-related request, contact us using the details below. We may need to verify your identity before processing your request. Some requests may be limited by legal obligations or other lawful grounds.

7. Cookies and Website Security

Our website and its service providers may use technical mechanisms necessary for website operation, security, and protection against automated or fraudulent submissions. For example, Cloudflare Turnstile may be used to help distinguish genuine applications from automated activity.

Any additional analytics, tracking, or advertising technologies should be disclosed and handled in accordance with applicable privacy requirements.

8. Third-Party Services and Links

Our website may link to third-party services, including WhatsApp and services used to host or process applications. Those services may process information under their own privacy policies and terms.

We encourage you to review the privacy policies of third-party services when using them. We are not responsible for the independent privacy practices of external websites or services.

9. Children's Information

Our services are intended for people seeking student accommodation. If an applicant is a child as defined by applicable law, their personal information will be handled in accordance with the legal requirements that apply to children's personal information.

10. Changes to This Policy

We may update this Privacy Policy when our services, information-handling practices, or legal obligations change. The latest version will be published on this page, with the updated date shown near the top.

11. Contact Us

If you have questions about this Privacy Policy or how your personal information is handled, please contact Vaal Accommodation Network:

If you believe your personal information has been handled unlawfully, you may also contact the Information Regulator of South Africa through its official website: inforegulator.org.za .

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