Privacy Notice

1. Who we are

This notice is issued by K1 Rentals CC (registration number 2005/062889/23), a student accommodation provider at 13 & 15 Diploma Street, Sonheuwel, Mbombela. In this notice, “K1 Rentals”, “we”, “us” and “our” refer to K1 Rentals CC. We are the “responsible party” for your personal information under POPIA.

2. Our Information Officer

We have appointed an Information Officer who is responsible for how we handle personal information and for dealing with any questions or requests you have about it.

3. What personal information we collect

When you complete our enquiry form, or contact us by WhatsApp or email, we may collect:

• Your name;
• Your contact details — phone / WhatsApp number and email address;
• Your home town;
• Your NSFAS status (whether you are NSFAS-funded);
• Your preferred room type and year of study; and
• Anything else you choose to tell us in your message.

If you go on to apply for and take up a room, we will also collect the further information needed to process your application and manage your tenancy (for example, student and identity details and the documents required for an NSFAS-funded placement).

4. Why we collect it

We use your personal information to:

• respond to your enquiry and give you information about availability and rooms;
• process your accommodation application and, if successful, manage your tenancy;
• communicate with you about your room, your stay, and our services; and
• meet our legal, accounting and NSFAS-related obligations.

Providing your information is voluntary, but if you choose not to give us the details we need, we may not be able to answer your enquiry or process an application.

5. The basis on which we process it

We process your personal information on the basis of your consent (given when you submit the enquiry form or contact us), to take steps towards and to perform an accommodation agreement with you, and to comply with our legal obligations. You may withdraw your consent at any time by contacting our Information Officer, although this will not affect processing that has already taken place.

6. Who we share it with

We do not sell your personal information. We may share it only where necessary with:

• NSFAS and/or the relevant institution (such as TUT Mbombela), where this is needed to confirm or administer an NSFAS-funded placement;
• service providers who help us run our operations (for example, our email and hosting providers), under appropriate confidentiality and data-protection terms; and
• authorities or advisors where we are required to do so by law.

7. Messaging and email

If you contact us through WhatsApp, your message is also handled by WhatsApp’s operator (Meta) under their own terms and privacy practices. Email enquiries are handled through our email provider. We use these only to communicate with you about your enquiry or stay.

8. How we keep it secure

We take reasonable technical and organisational steps to protect your personal information against loss, unauthorised access and misuse, and we limit access to those who need it to do their work.

9. How long we keep it

• Enquiry information (from the enquiry form, WhatsApp or email): kept for 12 months, then deleted.
• Tenant / resident information: kept for the duration of your stay with us, plus 5 years afterwards, to meet our legal, accounting and tax obligations.

Once these periods pass, we securely delete or destroy the information unless the law requires us to keep it longer.

10. Your rights

Under POPIA you have the right to:

• ask what personal information we hold about you and request a copy;
• ask us to correct or update information that is wrong or out of date;
• ask us to delete information we no longer need to keep;
• object to our processing of your information in certain circumstances; and
• withdraw any consent you have given.

To exercise any of these rights, contact our Information Officer at info@k1rentals.co.za.

11. Lodging a complaint

We’d always prefer you raise any concern with us first so we can put it right. You also have the right to complain to the regulator:

12. Changes to this notice

We may update this notice from time to time. Any changes will be posted on this page with a revised effective date.

13. Contact us

For any question about this notice or your personal information:

• Email: info@k1rentals.co.za
• WhatsApp: +27 76 603 7379
• Visit: 13 & 15 Diploma Street, Sonheuwel, Mbombela