Huphi Community
Privacy policy
Huphi Community helps body corporates, home-owners’ associations and their managing agents run sectional title schemes and estates: levies, meetings, maintenance, notices, visitor access and emergency (SOS) alerts. This policy explains what personal information we process, why, and your rights under the Protection of Personal Information Act, 2013 (POPIA).
Who is responsible
Each body corporate or estate (your “scheme”) is the responsible party for its residents’ records, as it is required to keep them by law. Huphi (Pty) Ltd, registration number 2026/030256/07 (“Huphi”), operates the platform for the scheme and processes information on its behalf, and is responsible for your login account. You can reach our Information Officer at admin@huphi.com, telephone 071 685 5694, or 2074 Arnoldistad Road, Waterkloof Residential Estate, Rustenburg, North West, 0299, South Africa.
What we collect
- Account: name, email address, mobile number, and sign-in details (password or Google/Apple sign-in).
- Scheme records: your unit, ownership or occupancy, and role (owner, tenant, trustee, managing agent, security).
- Levies and payments: charges, statements, receipts and online payment references. Card, Apple Pay and Google Pay details are entered on PayFast’s page and are never received or stored by Huphi.
- Requests you submit: maintenance requests, complaints, and any photos or descriptions you add.
- Meetings: attendance, RSVPs, proxy nominations and votes.
- Visitor access: visitor names, optional mobile numbers and vehicle registrations you provide, and entry/exit records at the gate, including whether the visitor used a PIN or a QR code. A visitor QR code contains only the invitation reference and its one-time PIN; you choose whom to share it with, and anyone holding it can use the invitation until it expires or you cancel it.
- Emergency (SOS) alerts: the time, your unit, the alert type and any note; approximate or precise location, accuracy and observation time only if you choose to share foreground location when raising an alert. We do not continuously track your location.
- Inspections: inspection results and photos of your unit or common property.
- Device: a notification token so we can send alerts to your phone, and basic technical logs needed to keep the service secure.
We do not use advertising or third-party analytics, and we do not sell personal information.
If you choose “Text security”, we open your messaging app with a draft for the number you enter. You review and send it yourself. The draft may include a location you chose to share. Your messaging app, mobile carrier and chosen recipient handle the SMS; ordinary SMS is not an encrypted Huphi API channel. We do not read your SMS inbox or automatically send texts. Opening a location in maps also shares the selected coordinates with your chosen map service.
Maintenance and complaint photos are optional and private to the reporting resident and current scheme administrators. We remove original image metadata during upload. Photo files normally expire one year after upload; a documented legal hold may require longer retention. Removing a photo stops app access immediately, with failed storage deletion retried. A previously issued download link can remain valid for up to 60 seconds. Account deletion removes access while scheme evidence may remain under its retention obligations.
Why we use it
- To run your scheme as required by the Sectional Titles Schemes Management Act and the scheme’s rules: billing levies, issuing statements and receipts, holding meetings and votes, and managing maintenance and complaints.
- To keep the estate secure: verifying visitors at the gate and alerting security officers when you raise an SOS.
- To send you notices and alerts you need as an owner or resident.
- To protect accounts and prevent fraud.
The legal bases are the scheme’s legal obligations, the performance of your agreement with the scheme, your consent where we ask for it (for example notifications), and legitimate interests in operating a secure service.
Who we share it with
- Your scheme’s trustees, managing agent, finance staff and security officers — each sees only what their role needs.
- Service providers that host or deliver the service: Supabase (database and sign-in), Vercel (web hosting), PayFast (online payments), Google Firebase (push notifications), Resend (statement and service emails, which include your name, email address and statement) and Google/Apple (if you sign in with them). Some providers process information outside South Africa under safeguards required by POPIA.
- Authorities where the law requires it.
How long we keep it
Financial and governance records (levies, payments, receipts, meeting minutes and votes) are kept for as long as the scheme is legally required to keep them, and at least five years after the end of the financial year they relate to. Gate access logs and SOS alerts are kept for 12 months, or longer where needed for an incident investigation or legal claim. Backups are overwritten within 30 days. Your login account is kept until you delete it. Push tokens are removed when you sign out or delete your account.
Your rights
You may ask to access or correct your information, object to processing, or delete your account. You can update your contact details in the app and delete your account yourself. For anything else, contact admin@huphi.com. If you are unhappy with our response, you may complain to the Information Regulator (inforegulator.org.za).
Security
Information is encrypted in transit, access is restricted by role and enforced in the database, payment credentials are stored encrypted, and every money movement and security action is recorded in an audit trail.
Changes
We will post updates here and notify you in the app of material changes.