Privacy Policy

Privacy Policy for Ningo Student Housing

  1. Introduction

Welcome to Ningo Student Housing (“we,” “us,” or “our”). We are the “Responsible Party” as defined by the Protection of Personal Information Act 4 of 2013 (“POPIA”).

We are committed to protecting your privacy and ensuring that your personal information is handled in a safe, lawful, and transparent manner. This Privacy Policy explains how we collect, use, store, and protect your personal information when you interact with us, whether through our website, when applying for accommodation, or as a resident of our properties.

By using our services or providing us with your personal information, you consent to the collection, use, and processing of your information as described in this policy.

  1. Definitions

In this policy, unless the context indicates otherwise:

  • “Personal Information” means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including, but not limited to, demographic information, contact details, and identification information.
  • “Data Subject” means the person to whom the personal information relates.
  • “Processing” means any operation or activity performed on personal information, including collection, receipt, recording, organization, storage, use, and dissemination.
  • “Responsible Party” means the public or private body or any other person which, alone or in conjunction with others, determines the purpose of and means for processing personal information.
  1. Information We Collect

We may collect the following categories of personal information to provide our student accommodation services:

  • Identification and Demographic Information: Full name, ID number, passport number, date of birth, nationality, gender, and a recent photograph.
  • Contact Information: Physical address, postal address, telephone number(s), and email address.
  • Academic Information: Proof of registration, student number, name of the educational institution (e.g., University of Johannesburg, Wits), and course of study.
  • Financial Information: Bank account details for debit orders, proof of income (for surety purposes), and NSFAS accreditation details or reference number.
  • Lease and Accommodation Information: Your rental application, lease agreement, room preferences, and any special accommodation requirements.
  • Emergency Contact Information: Name, relationship, and contact details of a designated emergency contact person.
  • Website and Technical Information: When you visit our website, we may automatically collect information such as your IP address, browser type, operating system, and usage data through cookies and similar technologies.
  1. How We Collect Your Information

We collect personal information through various means, including:

  • Directly from you when you complete and submit an application form (online or physical).
  • When you communicate with us via phone, email, or in person.
  • Through our website via contact forms or newsletter sign-ups.
  • From third parties, such as educational institutions (to verify student status) or credit bureaus (with your consent), for the purpose of assessing your application.
  1. Purpose of Processing (Why We Collect Your Information)

We only collect and process your personal information for specific, explicit, and lawful purposes. These include:

  • To Manage Your Application: To assess your eligibility for accommodation and communicate with you about the status of your application.
  • To Establish and Manage a Lease: To prepare and execute a legally binding lease agreement and to manage our ongoing tenancy relationship with you.
  • To Facilitate Payments: To process rental payments and manage financial transactions related to your accommodation.
  • To Provide Accommodation Services: To allocate a room, manage maintenance requests, and ensure your safety and security while on our premises.
  • To Comply with Legal Obligations: To comply with our legal and regulatory requirements, such as those set by our accreditation bodies (NSFAS, UJ) and South African law.
  • To Communicate With You: To send you important notices, updates, and information related to your tenancy and our services.
  • To Improve Our Services: To analyses website usage data to improve the functionality and user experience of our website.
  1. Who We Share Your Information With

We do not sell your personal information. We may only share it with third parties in the following circumstances:

  • Service Providers: We may share information with trusted third-party service providers who perform functions on our behalf, such as payment gateways, IT support, background check agencies, or marketing platforms. These parties are contractually bound to protect your information and may only use it for the specific purpose for which it was shared.
  • Regulatory and Government Bodies: We may disclose your information if required to do so by law, subpoena, or court order, or to cooperate with a law enforcement investigation.
  • Accreditation Bodies: We may share relevant information with NSFAS or UJ to confirm your tenancy and maintain our accredited status.
  • Parents/Guardians: We may share information with a parent or legal guardian if you are a minor or if you have provided us with explicit consent to do so.
  1. Data Security and Storage

We take the security of your personal information seriously. We have implemented appropriate technical and organizational measures, such as encryption, access controls, and secure data storage facilities, to protect your information against unauthorized access, loss, or alteration.

We will only retain your personal information for as long as is necessary for the purposes for which it was collected, or as required by law to do so. Once your information is no longer needed, it will be securely destroyed or deleted.

  1. Your Rights as a Data Subject

In terms of POPIA, you have the right to:

  • Access: Request confirmation of whether we hold your personal information and request access to it.
  • Correction: Request the correction of any personal information that is inaccurate or incomplete.
  • Deletion: Request the deletion or destruction of your personal information, where we are no longer authorized to retain it.
  • Object: Object to the processing of your personal information in certain circumstances.
  • Data Portability: Request the transfer of your personal information to another party in a structured, electronic format.
  • Lodge a Complaint: Lodge a complaint with the Information Regulator (South Africa) if you believe we have violated your data protection rights.

To exercise any of these rights, please contact our Information Officer using the details below. We may request proof of identity to process your request.

  1. Cookies

Our website uses cookies to enhance your experience. Cookies are small text files placed on your device to collect standard internet log information and visitor behavior information. You can choose to accept or decline cookies through your browser settings. However, disabling cookies may affect the functionality of our website.

  1. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The latest version will always be available on our website. We will notify you of any material changes by posting the updated policy on our website or via email.

  1. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact our Information Officer:

Ningo Student Housing Information Officer:

Timothy Mogashoa

Email: students@ningoproperty.com

Phone: 084 040 7243

Physical Address: 150 Caroline St Brixton Johannesburg