Privacy Policy

1. What PotchStay is

PotchStay is a student-accommodation discovery and referral platform.

PotchStay helps users find and compare accommodation options around North-West University (NWU) Potchefstroom.

PotchStay is not currently an accommodation booking or application platform. PotchStay does not enter into accommodation agreements on behalf of students or accommodation providers.

Students should contact accommodation providers directly when they wish to enquire, confirm information, or apply.

2. Information we may collect

The information PotchStay collects depends on how you use the website.

Information you provide

This may include:

• your name and surname;
• email address;
• telephone number;
• account information;
• information submitted through the Improve PotchStay feature;
• incorrect-information or safety reports;
• messages or enquiries sent to PotchStay;
• information submitted when claiming or managing an accommodation listing;
• provider or residence information submitted for review.

You should not submit personal information belonging to another person unless you are authorised to do so.

Information collected automatically

When you use PotchStay, we may collect limited technical and usage information such as:

• browser or device information;
• approximate session identifiers;
• pages viewed;
• searches performed;
• listings viewed;
• referral or traffic source information, where available;
• interactions with buttons or links;
• provider contact actions;
• technical error information;
• cookies or similar browser technologies where used.

PotchStay may use anonymous or pseudonymous identifiers to estimate website usage. These measurements may not represent an exact count of individual people.

3. Why we process information

PotchStay may process information to:

• operate and maintain the website;
• provide student accounts and provider accounts where applicable;
• help users discover accommodation;
• prepare or support accommodation enquiries;
• process listing claims;
• review user contributions;
• investigate incorrect-information or safety reports;
• maintain and improve accommodation information;
• understand how users interact with PotchStay;
• improve search, filters, listings and other website features;
• detect fraud, spam, abuse and security threats;
• communicate with users when necessary;
• comply with applicable legal obligations.

PotchStay will aim to collect only information reasonably necessary for these purposes.

4. Accommodation and provider information

PotchStay may collect accommodation information from:

• publicly available sources;
• accommodation providers;
• official provider websites;
• university or accreditation-related sources;
• users who contribute information;
• other sources that PotchStay considers reasonably reliable.

Some accommodation information displayed on PotchStay may concern businesses or properties rather than individual people.

Where personal information is involved, PotchStay will process it in accordance with applicable South African privacy law.

5. Improve PotchStay and user contributions

Users may be able to submit corrections, updates or additional information through features such as Improve PotchStay.

PotchStay may review, verify, edit, reject or remove submitted information before or after publication.

Claims and reports are restricted to authorised reviewers.

Do not submit:

• private information that should not be public;
• identity documents;
• banking details;
• passwords;
• confidential communications;
• information you obtained unlawfully;
• information you know to be false or misleading.

6. Cookies and analytics

PotchStay may use cookies, local browser storage or similar technologies to:

• keep the website functioning;
• maintain sessions;
• remember certain user choices;
• estimate unique browsers;
• measure website usage;
• understand which pages and listings are useful;
• improve the service.

PotchStay may introduce or change analytics tools as the platform develops.

Where required, users will be informed about material changes to the way tracking technologies are used.

Current search and traffic measurements

Analytics use a privacy-conscious anonymous session hash rather than a complete IP address. Accommodation searches record a normalised query, result count, search surface and selected filter codes. Obvious contact and identity details are screened out, but please do not enter personal information into search. Query text older than 90 days is removed when analytics next records activity or generates a report; anonymous counts remain.

Traffic attribution uses short campaign labels and broad referrer categories, not full referring URLs. An anonymous browser cookie links visits to provider-contact clicks. Browser counts are estimates, not identified people.

7. Sharing of personal information

PotchStay does not sell users' personal information.

Personal information may be shared where reasonably necessary with:

• service providers that help operate or secure PotchStay;
• hosting, database, authentication, email or analytics providers;
• professional advisers where necessary;
• authorities where disclosure is legally required;
• another party where necessary to investigate fraud, abuse, security incidents or unlawful conduct.

Service providers should only receive information necessary for the service they perform.

If a user deliberately chooses to contact an accommodation provider, information included in that communication may be provided to that accommodation provider.

8. Third-party websites and providers

PotchStay may refer users to accommodation providers, websites, contact details, maps or other third-party services.

Those parties operate independently from PotchStay and may have their own privacy practices.

PotchStay is not responsible for how a third party processes information after a user leaves PotchStay or communicates directly with that third party.

Users should review the privacy practices of relevant providers where appropriate.

9. Data retention

PotchStay will retain personal information only for as long as reasonably necessary for:

• the purpose for which it was collected;
• legitimate operational or security needs;
• resolving disputes or abuse;
• meeting applicable legal requirements.

Information that is no longer reasonably required will be deleted, anonymised or otherwise handled in accordance with applicable law.

10. Security

PotchStay aims to use reasonable technical and organisational safeguards to protect personal information against:

• unauthorised access;
• loss;
• misuse;
• alteration;
• disclosure;
• destruction.

No website or electronic system can guarantee absolute security.

If PotchStay becomes aware of a personal-information security compromise, it will respond in accordance with applicable South African law.

11. Your privacy rights

Subject to applicable law, you may have the right to:

• ask whether PotchStay holds personal information about you;
• request access to your personal information;
• request correction of inaccurate or outdated information;
• request deletion of information where legally appropriate;
• object to certain processing;
• withdraw consent where processing depends on consent;
• raise a complaint concerning the processing of your personal information.

To make a privacy request, contact: potchstay@gmail.com

PotchStay may need to verify your identity before processing certain requests.

You may also have the right to raise a complaint with the Information Regulator (South Africa).

12. Children's information

PotchStay is primarily intended for people seeking student accommodation.

Users should not knowingly submit personal information concerning children unless they are lawfully permitted to do so.

PotchStay may remove information where it reasonably believes it has been submitted improperly.

13. Changes to this Privacy Policy

PotchStay may update this Privacy Policy as the service develops or legal requirements change.

The latest version will be published on PotchStay with an updated revision date.