Privacy Policy

1. Who Is Responsible for Your Information?

Malungelo Properties is the responsible party for personal information it decides to collect and use for its accommodation application and management activities.

2. Personal Information We Collect

Depending on how you interact with us, we may collect:

• Your first name, surname and South African ID number.
• Your student number, institution, student status and NSFAS funding status.
• Your phone number, email address and other contact details.
• Your gender, selected accommodation and preferred room type.
• Emergency contact name and telephone number.
• Additional notes or information that you choose to include in your application.
• Records of communications with us about your application or accommodation.

At the date of this policy, the online application form does not ask for bank card details.

3. Why We Process Personal Information

We use personal information only where there is a lawful and reasonable accommodation related purpose. This may include:

• Receiving, assessing and responding to accommodation applications.
• Confirming identity and applicant details where appropriate.
• Managing room availability, placement and occupancy.
• Communicating with applicants, residents and relevant contacts.
• Administering accommodation, payments, support, maintenance, safety and security where applicable.
• Preventing duplicate or fraudulent applications and protecting the security of our systems and residents.
• Keeping records needed for administration, accounting, disputes or legal compliance.
• Complying with legal obligations or responding to lawful requests.

Depending on the purpose, processing may be based on your consent, steps taken at your request before entering an agreement, performance of an agreement, a legal obligation, or a legitimate interest recognised by applicable law.

4. Emergency Contact Information

If you provide another person's details as an emergency contact, you confirm that you are authorised to share those details with Malungelo Properties for accommodation related and emergency purposes. We will use those details only where reasonably necessary for those purposes.

5. Who We May Share Information With

We do not sell applicant personal information. We may share only the information reasonably necessary with service providers and persons involved in providing or administering the accommodation service.

The current website uses service providers to receive online form submissions, automate application processing and store application records. These may include FormSubmit, Make and Microsoft 365 services such as Excel/OneDrive. We may also use website hosting, email, security and technical support providers.

Information may also be disclosed where you ask us to do so, where required by law, to protect legitimate legal rights, or to respond to a lawful request from a competent authority.

6. Storage, Cross Border Processing and Retention

Some technology service providers may process or store information outside South Africa. Where personal information is transferred across borders, Malungelo Properties will seek to use reasonable safeguards and handle the transfer in accordance with applicable POPIA requirements.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, any accommodation relationship, legal or accounting obligations, or the resolution of disputes. Information that is no longer required should be securely deleted, destroyed or de identified where appropriate.

7. Security

Malungelo Properties takes reasonable technical and organisational steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. No internet transmission or electronic storage method can be guaranteed to be completely secure, so applicants should avoid sending unnecessary sensitive information.

8. Your Privacy Rights

Subject to POPIA and other applicable law, you may ask us to confirm whether we hold personal information about you, request access to it, ask for inaccurate information to be corrected, request deletion where legally appropriate, object to certain processing, or withdraw consent where consent is the basis relied on.

You may also object to direct marketing. Malungelo Properties does not treat the accommodation application consent checkbox as permission for unrelated marketing.

9. Cookies, Local Storage and External Services

The website uses browser local storage to remember your light/dark theme preference. This is a functional preference, not an advertising profile.

The site may load third-party resources such as fonts, icons or other technical assets, and may link to third-party services such as maps or social platforms. Those providers may process technical information under their own privacy policies.

At the date of this policy, we are not describing any advertising-cookie or behavioural-advertising programme on the website. If analytics or advertising technologies are added later, this policy and any consent controls should be updated.

10. Privacy Requests and Complaints

For access, correction, objection, deletion or other privacy requests, contact Malungelo Properties using the details below. We may need to verify your identity before giving access to or changing personal information.

If you believe your personal information has been handled unlawfully and the matter is not resolved with us, you may lodge a complaint with the Information Regulator (South Africa).

11. Changes to This Policy

This Privacy Policy may be updated when the application process, service providers or legal requirements change. The latest version will be published on this page with its updated date.