Privacy Policy | Hilret Trust Student Accommodation

Section 1

Who We Are

Hilret Trust (Pty) Ltd ("Hilret Trust", "we", "us", or "our") is the responsible party for the personal information collected through our website, application forms, and in the course of managing our residential properties at Botanic Grove, Berea, Durban, KwaZulu-Natal.

For POPIA purposes, Hilret Trust is the Responsible Party and has appointed management as the Information Officer.

Section 2

Information We Collect

We collect information in two ways: information you provide to us directly, and information generated through your occupation of our properties.

Category	Examples	Source
Identity	Full name, date of birth, gender, ID number (from ID document)	Application form, ID document
Contact	Email address, phone number	Application form
Financial	Funding source, bank statement details, bursary amounts	Application form, supporting documents
Education / Employment	Institution name, employer, student number, occupation	Application form, supporting documents
Documents	Scanned ID/passport, proof of enrollment, bursary letters, bank statements, payslips	Application form upload
Tenancy	Lease dates, room assignment, rent payments, deposit status, maintenance requests	Generated during tenancy
Security	Entry/exit records, visitor sign-in logs, CCTV footage	On-site security systems

Section 3

How We Use Your Information

We use your personal information only for lawful, legitimate purposes related to our accommodation services:

Assessing your application — evaluating eligibility, verifying identity and funding
Managing your tenancy — issuing leases, allocating rooms, tracking rent and deposits
Communicating with you — sending status updates, payment reminders, maintenance notices
Safety and security — maintaining a secure environment for all residents
Legal compliance — meeting obligations under the Rental Housing Act and other applicable laws
Resolving disputes — if a complaint or legal matter arises relating to your tenancy

We will not use your personal information for marketing, profiling, or any purpose unrelated to your accommodation relationship with us without your explicit consent.

Section 4

Document Storage

4.1 Supporting documents you upload during your application (ID, proof of enrollment, bank statements, etc.) are stored securely on our servers.

4.2 Uploaded documents are accessible only to authorised Hilret Trust staff involved in processing applications and managing tenancies.

4.3 We accept documents in PDF, JPG, and PNG format. Files may not exceed 5 MB each.

4.4 Documents are retained for the period specified in Section 7 (Data Retention) and are then securely deleted.

Your identity documents (ID, passport) are treated as special personal information and are processed with additional care. They are used only to verify your identity and are never shared with third parties for commercial purposes.

Section 5

Sharing Your Information

5.1 We do not sell, rent, or trade your personal information to any third party.

5.2 We may share your information with the following parties only where necessary:

Your funding provider (bursary institution or employer) — to confirm placement and issue invoices if you have consented to this
Service providers — maintenance contractors or security companies operating at our properties, who are bound by confidentiality agreements
Law enforcement or regulators — when required by law, court order, or to protect the safety of residents and staff
The Rental Housing Tribunal — in the event of a formal dispute

5.3 Any third party receiving your information is required to handle it in accordance with POPIA and may not use it for any purpose beyond that for which it was shared.

Section 6

Data Security

6.1 We implement reasonable technical and organisational measures to protect your personal information against loss, theft, unauthorised access, disclosure, or misuse.

6.2 Our website and management systems use password-protected access with role-based permissions. Staff can only access the information required to perform their specific duties.

6.3 Document uploads are stored in a secured, non-public directory and are not accessible via direct URL without authenticated access.

6.4 Despite our efforts, no data transmission over the internet or storage system is completely secure. We cannot guarantee absolute security, but we promptly investigate and notify affected individuals if a breach occurs, in line with POPIA requirements.

Section 7

Data Retention

Data Type	Retention Period	Reason
Unsuccessful application records	6 months after decision	In case of re-application or dispute
Uploaded application documents	12 months after application closure	Compliance and dispute resolution
Active tenancy records	Duration of tenancy + 5 years	Legal and financial compliance
Payment and lease records	5 years after lease end	SARS and legal requirements
CCTV footage	30 days (rolling)	Security and incident review
Contact enquiries	12 months	Customer service follow-up

After the applicable retention period, personal information is securely deleted or anonymised.

Section 8

Your Rights Under POPIA

Under the Protection of Personal Information Act 4 of 2013, you have the following rights regarding your personal information held by Hilret Trust:

Right to access — you may request a copy of the personal information we hold about you
Right to correction — you may request that we correct any inaccurate or incomplete information
Right to deletion — you may request that we delete your information where it is no longer necessary for the purpose it was collected, subject to our legal retention obligations
Right to object — you may object to the processing of your personal information in certain circumstances
Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time (this does not affect the lawfulness of processing before withdrawal)
Right to lodge a complaint — you may complain to the Information Regulator of South Africa if you believe your rights have been infringed

To exercise any of these rights, please contact us using the details in Section 10.

Section 9

Website Cookies

9.1 Our website uses session cookies to maintain your browser session while completing the application form. These cookies contain no personal information and are deleted when you close your browser.

9.2 We do not use tracking cookies, advertising cookies, or third-party analytics that identify individual users.

9.3 We use Google Fonts to load typography. Google may set a cookie as part of font delivery. Please refer to Google's Privacy Policy for details.

Section 10

Contact & Complaints

For any queries relating to this Privacy Policy, or to exercise your rights under POPIA, please contact our Information Officer:

Email: info@hilrettrust.co.za
Address: Hilret Trust (Pty) Ltd, Botanic Grove, Berea, Durban, KwaZulu-Natal

If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Regulator of South Africa:

Website: www.justice.gov.za/inforeg
Email: inforeg@justice.gov.za