Privacy Policy

Last updated: [DATE] · Applies to the Sibaya Estate Management guest registration and access system

This policy explains what personal information is collected when you use this system to register as a guest, host, or manage a booking, why it is collected, and how it is protected. It is written to comply with South Africa's Protection of Personal Information Act 4 of 2013 (POPIA).

Who is responsible for your information

[Sibaya Estate Management / the relevant Estate Management Association's full legal name] is the responsible party for the personal information collected through this system. The system itself is built, hosted, and maintained on their behalf by Bohmer Tech (Pty) Ltd (registration 2019/418206/07), acting as an operator under POPIA.

POPIA requires every responsible party to appoint and register an Information Officer with the Information Regulator. If this has not yet been done for [Sibaya Estate Management], that should happen before this policy is treated as fully compliant, since the contact details below depend on who that person is.

What we collect

Depending on how you use the system, this may include:

When	What's collected
Submitting a guest registration	Full name, ID or passport number, phone number, email address, vehicle details, purpose of visit, and the same details for any additional guests on the booking
Arriving at the gate	A digital signature, a photograph of your ID document, and a photograph of you holding it
Booking dates	Check-in and check-out dates for the unit being visited
Using a host or security login	Your name and contact details as held against your gate code or staff account

We do not collect payment information through this system. There is no online payment functionality here at all.

Why we collect it

To verify who is entering the estate and match them to a legitimate booking
To produce a signed security pass for the gate and for the estate's records
To prevent unauthorised access, including checking against the estate's own blacklist and preventing conflicting bookings on the same unit
To allow hosts to manage their own bookings and units without needing to contact estate management directly for routine changes

Where it's stored

Booking, contact, and guest information is stored in a database hosted by Bohmer Tech on infrastructure located in [server location, e.g. South Africa].

ID and verification photographs taken at the gate are stored separately in Sibaya Estate Management's own Microsoft 365 / SharePoint environment, not on Bohmer Tech's servers. Access to that storage is controlled by Sibaya Estate Management's own Microsoft account permissions.

Photographs are compressed before storage and are not processed using facial recognition or any other automated identification technology. They are intended to be reviewed visually by security personnel at the gate and, where needed, by estate management afterwards.

Who can see it

Estate administrators, who can view booking and unit records for their estate
Security personnel at the gate, who can look up a specific booking by its reference number to verify and sign in a guest
Hosts, who can see bookings and details for their own unit(s) only

We do not sell, rent, or share your information with any third party for marketing purposes.

Other services this system relies on

A small number of external services are used to make the system work, and each may process a limited amount of technical or content data as a result:

Microsoft (Power Automate & SharePoint/OneDrive) — used to generate signed PDF passes, send notification emails, and store verification photographs, within Sibaya Estate Management's own Microsoft tenant
Google Fonts — used to load the typefaces on this page; your browser requests these directly from Google's servers
Flatpickr & Tabler Icons (via CDN) — small code libraries used for the date picker and icons on the registration form, loaded from a public content delivery network

None of these are used for advertising or analytics.

How long we keep it

Booking and guest records are retained for security, audit, and dispute-resolution purposes. [Sibaya Estate Management should confirm and state a specific retention period here, e.g. "for 3 years from the date of the booking," rather than indefinitely].

Cookies and local storage

This system uses one strictly necessary session cookie to keep you signed in while you use the host portal, security sign-in page, or admin panel. This cookie does not track you across other websites and is not used for advertising. It is deleted when you sign out or close your session.

The guest registration form also temporarily saves your in-progress answers in your browser's local storage, purely so that an accidental page reload doesn't lose what you've typed. This never leaves your device and is cleared automatically once you submit the form.

Because no non-essential or advertising cookies are used, this system does not require a cookie consent banner under South African law.

Your rights under POPIA

You have the right to:

Ask what personal information we hold about you
Ask us to correct information that is wrong or out of date
Ask us to delete information we no longer have a valid reason to keep
Object to how your information is being processed
Lodge a complaint with the Information Regulator (South Africa) if you believe your information has been mishandled

To exercise any of these rights, contact [Information Officer name / email].

Security

Gate codes and staff PINs are never stored in plain text. All access to the admin panel, host portal, and security sign-in requires authentication, and access to booking data is limited to what each type of user is meant to see. Data is transmitted over an encrypted (HTTPS) connection.