Data Privacy

We collect and process personal information mainly to provide stakeholders with access to our estate and associated services, to help us improve our offerings and for certain other purposes which are outlined below.

Website and Social Media

The Coves does not collect or store any personal information through our website or social media platforms.

Visitors

The Coves access policy requires that personal information is obtained upon gaining access to The Coves.

Why we collect and store visitors information?

The Coves collects and stores visitor information as per the Rules and Code of Conduct and the Security Protocol.

How will the information be stored?

The Coves will store the information electronically as per The Coves’ Data Storage Policy.

When will the information be deleted/destroyed?

The information relating to visitors will be deleted/destroyed after 14-days. Should an incident occur involving a visitor, the information of the said visitor will be retained until the matter has been finalised/closed.

Service Providers

As part of The Coves’ Procurement Policy, service providers personal information will be obtained upon submission of a proposal to The Coves. This information will be processed and stored for a period of 5 years.

Why do we collect service providers information?

The Coves must as per the Procurement Policy store documents for a period of 5 years to prove that the procedure for obtaining proposals was followed.

Should a contract be awarded to a service provider, all information (proposals, invoices, contracts etc.) will be processed and stored for the period of the contractual agreement and thereafter be stored for 5 years from the termination of the agreement.

How will the information be stored?

The Coves will store the information electronically as per The Coves’ Data Storage Policy. 

Contractors

In terms of the Architectural Guidelines, The Coves requires contractors to register before work may commence at a member’s property.

Why do we require contractors to register with The Coves?

The Coves requires contractors to register to ensure that legislative requirements are met and also to ensure that work being done at the property has been approved as per the Memorandum of Incorporation and Architectural Guidelines.

In terms of Builders Code of Conduct and Security Protocol it is also required that the contractor and its employees register for biometric access.

How will the information be stored?

The Coves will store the information linked to the property under the relevant property file and electronically as per The Coves’ Data Storage Policy.

When will the information be deleted/destroyed?

The information relating to the contractor will be deleted/destroyed once the project has been completed and the completion certificate has been issued by The Coves.

Members

Upon taking transfer of a property at The Coves, members are bound contractually by the Memorandum or Incorporation (MOI). Please refer to the MOI and Rules and Code of Conduct for more information on the processing of members personal information.

The Coves Privacy Statement

We care about the privacy of everyone who enters The Coves.

The estate collects and processes personal information for estate management and security purposes which is processed in accordance with the Protection of Personal Information Act of 2013.

The way your information is used is covered in our Privacy and Consent Notice which is available at www.thecoves.co.za/privacy and at the guard house.

By entering The Coves you will be treated as having given your consent.