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Students · version 2026-09-14

Terms and privacy notice

This is the agreement between you and My Student Management (Pty) Ltd (“MyStudent”, “we”) when you create an account, apply for a room and, if offered one, accept it. It also explains what we do with your personal information, as the Protection of Personal Information Act (POPIA) requires.

1. Your account

  • You must give your real name and an email address that is yours. One account per person.
  • You are responsible for what is done with your account. Keep your password to yourself. Sign-in links we email are for you alone.
  • You must be 18 or older, or applying with a parent or guardian who signs for you.

2. Your application

  • An application is a request for a room, not a booking. A room is only yours once we send an offer and you accept it.
  • Everything you enter must be true and complete. Once you send an application you cannot change it yourself; if something is wrong, contact the office and we will correct it with you.
  • Your ID or passport number is how we recognise you. It may be used once: if it already belongs to an application or an account, you will be asked to sign in to that one rather than start another.
  • Applying is free. We may decline an application without giving a reason.

3. What personal information we collect

  • Identity: your name, ID or passport number, date of birth, gender and nationality.
  • Contact: your email address and mobile number.
  • Studies and funding: your university, campus, year of study, and how your accommodation is paid for, including a bursary or NSFAS reference.
  • Other people you name: a parent, guardian, guarantor or funder’s name and contact details. You confirm you may give us these.
  • Documents: a certified ID, proof of registration or a funder letter, if you upload them.
  • Technical: the address and browser your requests come from, and a record of when you accepted these terms.

4. Why we process it

  • To assess your application, offer you a room, allocate it and manage your stay.
  • To invoice for accommodation, and to confirm funding with a bursary or NSFAS where you have named one.
  • To contact you about your application and your residence, by email, SMS or phone.
  • To meet our legal duties, and to keep a record of what was agreed.

5. How we protect it

  • Your ID or passport number is stored encrypted. Staff see the last four digits unless their work needs more.
  • Only staff who need your information to do their jobs can see it, and every change is recorded.
  • We do not sell your information. We share it only with the residence you are placed at, your named funder where needed, and providers who process it for us under contract.

6. How long we keep it

An application that does not lead to a placement is kept for the intake year and the one after, then deleted. Records of a placement are kept for as long as the law and our accounting duties require.

7. Your rights

  • You may ask for a copy of the information we hold about you, ask us to correct it, or object to certain processing.
  • You may withdraw consent for anything that is not needed to perform an agreement with you or to meet a legal duty.
  • You may complain to the Information Regulator of South Africa.

8. Who to contact

My Student Management (Pty) Ltd, Reg 2026/394969/07, 109 Brooks Street, Brooklyn, Pretoria, 0084. Information Officer: [email protected].

9. Changes and law

We may update this notice; the version you accepted is recorded with your account. South African law applies.