How Midrock HOA collects, uses, and protects your personal information when you use our resident portal, submit maintenance requests, or communicate with the board of trustees.
When you register for the resident portal, we collect your name, unit number, email address, and phone number. If you submit a maintenance request, we also store the details of your issue, including photos you upload and the urgency level you select. When you participate in community votes or send messages through the portal, we keep a record of your submissions to maintain accurate meeting minutes and decision logs. We also collect technical data such as your browser type, device information, and IP address to keep the platform secure and to diagnose access problems.
Your personal information is used to manage your resident account, process levy payments, track maintenance requests, and send you community notifications about water outages, gate maintenance, or scheduled garden services. We use aggregated, anonymised data to prepare budget reports and to understand how residents use the portal so we can improve the experience. We do not sell your personal information to third parties, and we do not use your data for advertising or marketing purposes outside of community communications.
The portal uses essential cookies to keep you logged in and to remember your preferences, such as language and notification settings. We also use analytics cookies to measure page visits and feature usage; these are set in a way that does not identify you personally. You can disable cookies in your browser settings, but some portal features may not work correctly without them. We do not use third-party advertising cookies or cross-site tracking.
We share your information only with service providers who help us operate the platform: our hosting provider, our email delivery service, and our payment processor for levy transactions. Each processor is bound by a data processing agreement and may access your data only to perform their specific task. We do not share your information with other residents, external organisations, or government bodies unless required by law or with your explicit consent.
We keep your account information for as long as you are a resident of the community, and for a reasonable period after you leave to comply with legal and financial record-keeping requirements. Maintenance request records are retained for two years. All data is stored on encrypted servers with access restricted to authorised property managers and board members. We review our security practices regularly and notify residents promptly if we become aware of a data breach affecting their personal information.
You have the right to access the personal data we hold about you, to request corrections if any information is inaccurate, and to ask for deletion of your data where it is no longer needed. You may also request a portable copy of your data in a machine-readable format. To exercise any of these rights, or to withdraw consent for a specific processing activity, contact our privacy officer at info@midrockhoa.com or call +27(56)5903280. We respond to all verified requests within 30 days.
Midrock HOA does not make false or misleading statements about our services, fees, or community rules. We do not use fake urgency, fabricated endorsements, or unverified testimonials in our communications. All information about levies, architectural guidelines, and maintenance timelines reflects the actual policies approved by the board of trustees. If you believe any communication from us is inaccurate or misleading, please report it to info@midrockhoa.com so we can correct it promptly.
This policy was last updated on 15 January 2025. We may revise it from time to time to reflect changes in our practices or legal requirements; significant changes will be announced through the resident portal and by email. For any privacy-related questions, requests, or concerns, contact us at 468 Adele Crossing, Davidstown, EC 5274, by phone at +27(56)5903280, or by email at info@midrockhoa.com.