YOUR INFORMATION
Privacy and membership.
Who is responsible
The Village Hout Bay Body Corporate operates this community portal. For privacy requests, contact manager@thevillagehoutbay.com. The Chairman is the body corporate’s privacy contact; the managing agent routes requests to the Chairman.
What the portal uses
The portal holds your name, email address, unit, membership role and notification choices. This information is used to verify community access and deliver the updates you request. It is not a public member directory.
Access and communication
Internal notices and documents are available only to approved members with the appropriate access. You can turn optional email notifications off in your account. Contact the building manager to correct your membership information or request account removal.
Where membership details come from
The managing agent registers owners. An owner may supply a tenant’s or agent’s name, email and unit to request their access. We use these details to verify the relationship and invite the person; they are not published in a public directory. Membership details are needed for private portal access. Optional analytics and email updates can be declined without losing that access.
Your choices and rights
You can ask what personal information we hold about you, request a copy or correction, object to processing where applicable, or request deletion of information we no longer need or are permitted to keep. We verify your identity before releasing records and explain any records that must be retained. Contact the managing agent using the address above. You may also complain to South Africa’s Information Regulator.
Drafts from email
Authorised senders can submit notice text for AI-assisted editing using Claude Haiku. The full subject and body of approved submissions are sent for drafting; an editor reviews the result before publication. Avoid including unnecessary personal information in submissions. Source emails, including failed or quarantined submissions and their attachments, are removed from the portal 30 days after receipt. Unpublished drafts and their revision history are removed 60 days after creation. We do not store unwanted emails from unlisted senders. This does not delete messages from the manager’s mailbox. Saved published notices are separate community records. Access to original submissions is limited to trustees and administrators. Removed data may remain in restricted recovery backups for approximately another 30 days; backup failures can delay expiry and require operator attention.
Service providers
The manager mailbox also uses Claude Haiku to identify clear spam in new incoming messages. Eligible message text, subject and sender are processed for classification; attachments are not submitted. Known correspondents, ongoing conversations and uncertain messages are left for human review. High-confidence spam moves to Gmail’s Spam folder, where it can be restored before Google’s 30-day automatic deletion. The portal keeps message identifiers and decision categories for 30 days, without retaining bodies, subjects or sender addresses for this purpose. Recovery backups may retain these minimal records for approximately another 30 days.
The portal is hosted on Hetzner. AWS Cognito provides sign-in; AWS services support backups and email delivery. A dedicated Google mailbox receives publishing submissions and sends draft review links. Claude Haiku assists with spam classification and drafting; publication requires human review.
Providers may process information outside South Africa. Hosting is in Germany and the AWS resources supporting this portal are in Ireland; Google and Anthropic may use other locations under their service terms. Contact the managing agent for information about the arrangements applicable to your data.
Do not submit identity documents, health information, children’s details or other sensitive personal information through the email-to-post workflow. Contact the managing agent for a suitable private channel.
Essential cookies
Essential cookies keep you signed in and protect the sign-in process. The portal does not add advertising trackers.
Optional website analytics
If you choose Allow analytics, Google Analytics measures visits and use of general website sections. Google receives technical information such as your browser, device and approximate location, together with an analytics cookie identifier. Names, email addresses, unit numbers, membership roles, notice titles and content, search terms and sign-in details are excluded. Individual notices are grouped as “Notice”. Sign-in, account and administration pages are not measured.
Analytics does not load until you agree. Choose Essential only to use the website without analytics, or change your choice using Cookie settings in the footer. Your choice is remembered for up to six months. Withdrawing consent stops future collection and removes this website’s analytics cookies. Advertising features are disabled.