Privacy & POPIA notice

Updated 6 October 2026 · UAT

This notice describes personal information used by the DUT Residence House Committee election portal. This is the UAT environment for testing.

Who to contact

DUT residence election administration determines election eligibility, rules and the use of election records. Royal RS Conglomerate provides this managed portal. For privacy requests or to reach the responsible election official, contact info@royal-rs.com or 010 002 3353, 195 Jan Smuts Ave., Johannesburg, South Africa. Your request can be directed to the relevant DUT Information Officer.

Information and its source

We use your account identifier and verified institutional email for sign-in. Authorised administrators supply the residence voters’ roll, including student number, name, residence, eligibility and login mapping. You may supply a nomination, photograph, manifesto, support request, appeal or evidence. Reviewers record academic and disciplinary eligibility decisions. The portal also stores staff grants, action timestamps, audit records, ballot participation and receipts.

Why it is used

These records support account access, residence eligibility, nomination review, independent approvals, voting, tally verification, election appeals and support. Account and eligibility information is necessary to participate: without it the portal cannot authorise access or accept a ballot. Nominating, voting and opening a case are actions you choose; each requires the information shown on its form. Do not include unrelated personal information in a manifesto or evidence upload.

Ballots and visibility

The portal stores encrypted ballot choices separately from participation and receipt records. Custodian private keys remain outside the portal. Approved candidate names, photographs and manifestos are shown to eligible viewers during the relevant election stages. Results are released according to the election stage. Authorised staff can access records within their roles and residence scopes; a receipt records participation, not your selections.

Service providers and transfers

Clerk supplies identity services and Cloudflare hosts the portal and its data. Their infrastructure may process information outside South Africa. The election organiser is responsible for the applicable processing arrangements and cross-border safeguards; contact the service desk for details. Essential sign-in storage is used to maintain your session. Cloudflare may collect website performance and usage measurements through its analytics beacon. See Clerk’s privacy policy and Cloudflare’s privacy policy.

Retention and your rights

Records support election administration, disputes and audit. This app does not currently implement automatic retention-based deletion. Ask the election organiser for the applicable retention period and lawful basis, or to request access, correction, an objection to processing or deletion where applicable. Requests are assessed against election integrity, recordkeeping and legal obligations; deletion is not automatic. Use the contact above and provide only the information needed to identify your request.

You may complain to South Africa’s Information Regulator. The Protection of Personal Information Act (POPIA) sets out the applicable rights and conditions.