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Primary Transfer Toolkit
Beneficiary Administration & Transfer Toolkit
Beneficiary Administration & Transfer Toolkit
  • Beneficiary Administration & Transfer Toolkit
  • How to use this resource
    • Feedback
  • Toolkit Approach
    • Maturity Roadmap
  • Guiding principles
  • Target Operating Model
    • Stakeholder Matrix
      • Members of the Public
      • Government
      • Private Sector
      • Project Team
  • DATA COLLECTION & VALIDATION
    • Overview
    • Collate existing administrative data on beneficiaries
      • Step 1: Extract data on project beneficiaries from the HSS
      • Step 2: Identify Additional Project Records
      • Step 3: Enrich Data
        • Home Affairs Data
        • Deed Registry Data
      • Step 4: Secure Data in Database
    • Extract Property and Subsidy Data
      • Step 1: Obtain project general plan/layout
      • Step 2: Extract subsidy values
      • Step 3: Extract data from the deeds registry
      • Step 4: Secure all Data in a Database
    • Collect data by Occupancy Survey
      • Required Data
      • Data Collection Platform
      • Data Collection Hardware
      • Fieldwork Team
        • Recruitment
        • Training
      • Community and Household Engagement
      • Data Collection
      • Data extraction and storage
  • CATEGORISATION
    • Overview
    • A. All self-classified owners are beneficiaries: Perfect match
    • B. Some self-classified owners are beneficiaries, but some are not
    • C. Self-classified owners are beneficiaries, but some beneficiaries are missing
      • Co-beneficiary is deceased
      • Beneficiaries are divorced
        • The divorce order specifies what should happen to the property
        • The divorce order does not mention the property
    • D. Self-classified owners are not beneficiaries but are the original occupants of the property
      • Submit or re-submit a subsidy application
      • Subsidy cannot be accessed
    • E. Self-classified owners are not beneficiaries - inherited the property from a deceased beneficiary
      • Self-classified owner is the spouse of a deceased beneficiary
      • Self-classified owners are other heirs (not a spouse)
    • F. Self-classified owners are not beneficiaries - purchased the property informally
      • Property purchased from a beneficiary who is alive and contactable: No dispute
        • Back to Back Transfer
        • Direct transfer to new owner
          • Self-classified owner to apply for a subsidy in his / her own right
          • Self-classified owner does not qualify for a subsidy and regularisation is required
      • Property purchased from a beneficiary who alive and contactable: Disputed transaction
      • Property purchased from a beneficiary who is alive but who cannot be traced
      • Property purchased from a beneficiary who is deceased
    • G. Occupant is Caretaker / Renter
    • Enabling Processes
      • Adjudicating disputes
      • Locating missing beneficiaries
      • Submit or re-submit a subsidy application
  • VALIDATION, REGULARISATION AND TRANSFER
    • Overview
    • Core Registration Process
    • Dealing with deceased estates
    • Regularising non-beneficiaries
    • Contracting with Conveyancers
  • TITLE DEED HANDOVER
    • Overview
  • Additional Resources
    • Case Studies
      • That's Mine!
      • Deceased Beneficiary
      • Owner, but not beneficiary
      • Formal Dispute Resolution
      • Beneficiaries with more than one property
    • POPIA: The Protection of Personal Information Act
    • Community Information
    • Sample Survey
    • Sales Agreement
    • Dispute Resolution
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  1. Additional Resources

POPIA: The Protection of Personal Information Act

PreviousBeneficiaries with more than one propertyNextCommunity Information

Last updated 3 years ago

Underpinning the beneficiary administration process is the collection and processing of personal information pertaining to subsidy beneficiaries and occupants of subsidy properties. This must adhere to the Protection of Personal Information Act (POPIA)

The eight principles of POPIA are summarised below

Beneficiaries and occupants about whom information is collated or who provide personal information are referred to as data subjects.

Provisions of POPIA allow for the collection of information where the collection of this data "is necessary for the proper performance of a public law duty by a public body".

The consent of the data subject is therefore not required. However, all data subjects should be made aware of the data that is collected and processed, how it is used, their rights to inspect the data and to amend any errors

In addition, this information must be handled and processed with due care in line with other provisions of POPIA.

All data must be saved in a secure, password protected environment. Ideally this should be centralised so that the chances of a data breach are minimised

All team members who work with beneficiary data should be made aware of the importance of protecting this information

There should also be a clear protocol with respect to a data breach

Given that data is often processed by third parties, including field work companies, data analysts and conveyancers, who assist in the beneficiary administration process, it is critical that they are made aware of the importance of safeguarding this information and have appropriate measures in place internally to secure the data they collect or process. Third parties who process personal information should sign a third party agreement to warrant that they will abide by POPIA and other applicable laws. Specific undertakings in this agreement include use the data to fulfil the terms of the contract only, a commitment that the third party has taken all reasonable steps to secure the data and prevent unauthorised access to the data

A sample third party agreement is provided:

Key definitions from POPIA are provided below

63KB
PoPIA Clause Sample.pdf
pdf