Moving In

We are excited to welcome you to the Bergenbos family. To ensure we cover all aspects from an administrative and operational standpoint, please follow the process below to ensure completion of all processes related to new Residents (Owners and Tenants) moving in.

As the Trustees of Bergenbos, we are committed to protecting your right to privacy while ensuring full compliance with our statutory duties under South African law. Here is how your personal information is processed in accordance with the Protection of Personal Information Act (POPIA), integrated with our obligations under the Sectional Titles Schemes Management Act (STSMA) and the Community Schemes Ombud Service Act (CSOS).

1.  Why We Collect and Process Your Personal Information

Under the STSMA (specifically Prescribed Management Rules 26 and 27) and CSOS Regulations, the Body Corporate is legally mandated to collect, maintain, and update accurate scheme records. This includes Owner & Occupant Registers with the following data as a requirement:

• Full names,

• ID/passport numbers, 

• unit/sectional addresses, 

• email addresses, and

• phone numbers.

2. Data Protection and Storage

We are implementing reasonable technical and organizational security measures to protect your data against loss, unauthorized access, or misuse. Our team is in the process to capture, collect and update the necessary data as required legally and operationally where after one single data set with the necessary backup will be safeguarded and protected. All personal information in our possession (whether physical or electronic), except for our newly implemented single source database will be sealed and archived, and/or purged by 31 August 2026. We are sharing our POPIA Policy with you alongside this letter for reassurance.

3. Your Rights and Responsibilities as a Data Subject

• Update Your Info: Under STSMA Section 13(1)(f), owners are required to notify the Body Corporate immediately of any change in ownership, occupancy, or contact details.

• Access & Correct: You have the right to request access to the personal data we hold about you and request corrections if it is inaccurate.

• Information Officer Contact: For queries regarding data privacy, please contact our Office, where your queries will be directed to our Information Officer.

4. Additional Information

To help us ensure seamless operations with regards to the sending of monthly invoices and statements, following up on payments, simplifying ownership administration as well as ensuring that we can respond promptly in case of an emergency, we are holding additional information, also protected under the POPIA:

• Billing contact information (if different from the Owner),

• Emergency contact information (for both Owners and Tenants), and

• Title Deed Registration Details (to have on record for when a property is sold or Ownership is transferred)

Effective communication is of the essence to ensure that the Board of Trustees on behalf of the Body Corporate, as well as Owners can fulfill their responsibilities as specified under the STSMA (Sectional Title Schemes Management Act) and all other relevant Bodies. The Board uses the following communication channels to help promote effective and efficient communication:

Watch this space for more details regarding access to the Bergenbos Gates via the intercom system and remotes.