You have probably heard by now that POPIA applies to community schemes, office parks and even malls. As the person responsible for implementing data protection compliance in your community scheme, you need help. You need tools that help you kickstart compliance by getting key things in place. You need these tools now, not later. We have developed a POPIA Toolkit to help you. As the name suggests, the POPIA Toolkit is all about helping you with your efforts to comply with POPIA.

Who is it for?

The POPIA Toolkit is for you if you are:

  • involved in the running or management of a community scheme (like a Trustee or Managing Agent); and
  • involved in the running or management of an office park or mall (like a Managing Agent or property management company).

The outcomes you can achieve

By using our POPIA toolkit, we can help you achieve the following outcomes:

  • Save time and money by implementing key policies and templates that actually help you start to comply.
  • Earn and keep the trust of your data subjects (such as owners, tenants, or visitors) by dealing with privacy properly in your public-facing documents.

What tools does the POPIA Toolkit contain?

We have customised the POPIA Toolkit for community schemes, but we can further tailor them for you if you want to use them for something like an office park or a mall. The Toolkit typically contains the following customised tools:

  • Designated Information Officer Letter – a letter to allow your community scheme to appoint or designated an Information Officer to help your community scheme comply.
  • Privacy Policy – to allow your community scheme to be transparent in its processing of personal information by setting out how it generally processes the personal information of people like owners, tenants, and visitors.
  • Data Processing Agreement – an agreement between your community scheme and its service providers to meet the requirement in POPIA to have an agreement in place with service providers who process personal information on behalf of the community scheme (operators).
  • POPIA Plain Language Guide – a guide to help you answer some of the questions that people like owners, tenants, or visitors may ask your community scheme about data protection.
  • Consent Form – to enable your community scheme to explicitly get consent to process personal information.
  • Consent Clause – to enable your Homeowners Associations (HOAs) to specifically get consent in its constitution to process personal information.
  • Disclaimer Notice – a notice at the entrance into your community scheme’s premises that allows you to inform people that your community scheme will need to process their personal information.

We can add more tools. Here are examples of other tools we can add to further meet your needs or requirements:

  • Section 18 notice – a section 18 POPIA notice to notify data subjects of the processing of their personal information.
  • Section 22 notice – a clear data breach notice in plain language to notify data subjects about a breach of their personal data.

Is the POPIA Toolkit just for community schemes?

No. That’s the short answer. The POPIA Toolkit isn’t just for community schemes. It can even be used for malls and office parks.