Redberry Hill
Please read the Terms and Conditions and requirements to host a function which are listed below before completing the required fields.
Name of resident
Your answer
Unit number of resident
Your answer
Email address of resident
Your answer
Cell phone number of resident
Your answer
Date of function
Your answer
Start and finish times of function. Note that functions must end by 19:00
Your answer
Number of guests at function:
Your answer
Type of function
Your answer
Where will guests park?
Your answer
Will background music be played? What entertainment is scheduled for the function?
Your answer
Will food be served? If so, will there be open-air cooking (braaiing) on site?
Your answer
Will any play-equipment or accessories be erected or used? If yes, provide date and time of delivery. Any damage to the lawn or irrigation system will be for the resident’s account.
Your answer
Name of décor company / party planner / project manager, if applicable:
Your answer
Provide date and time for set up at the facility
Your answer
Provide breakdown and removal time and date from facility of hire items. This may not be later than 24 hours after the function
Your answer
Signature of resident or owner / electronic submission of this form serves as acknowledgement of the Terms and Conditions contained herein. Please sign or acknowledge acceptance in this block
Your answer
The Terms and Conditions and the Requirements to host a function:

1. Please allow 48 hours after submitting the form (2 working days) for a response. This form should be submitted at least 14 days prior to the date of the function to the management office.
2. The facility is only available for use to residents of the Redberry Hill Home Owners Association for functions.
3. The park is reserved on a first come first served basis. Only one reservation at a time is permitted.
4. The facility may only be reserved between 08:00 and 19:00. Functions must end and the park must be vacated by 19:00. Residents and their guests are not to loiter in the streets of the Estate thereafter as this is disturbing to others.
5. Approval to use the park does not guarantee exclusivity. The park remains open to all residents for their enjoyment.
6. Approval is solely at the discretion of the Board of Directors via the management team.
7. The maximum number of guests permitted to use the park without a resident having to complete this form is six (6). Residents from a single unit / property congregating, where this number of guests is exceeded, are required to complete this form in accordance with the T&C.
8. This area is Common Property and it is a communal facility.
9. The rules governing the use of the park as found in the Conduct Rules apply.
10. The facility cannot be reserved by anyone under the age of 21 years old.
11. If it is necessary for the security personnel or the Estate Manager to issue two requests within the reserved-period and whilst the guests are leaving the Estate, for the resident and his / her guests to comply with any of the official Conduct Rules of the Estate, especially those clauses related to disturbance of the peace, the resident may be refused any future applications to reserve the facilities.
12. Any damage caused during the erection / installing of play-equipment or accessories to the lawn or irrigation system will be for the resident’s account.
13. It is the responsibility of any person using the area to remove themselves during inclement weather. The Home Owners Association shall not be held liable or responsible for claims of any nature, for any loss, damages, injury or death caused by lightning.

I hereby acknowledge that I have read and understood the Terms and Conditions and the requirements to host a function stated herein, as well as the Conduct Rules of the Estate.

I agree that should I, or my guests, contravene any of the stipulations contained in this document or in the Conduct Rules, the Home Owners Association may pursue further action if necessary, as per the Conduct Rules of the Estate.

Issued by Ecliptic Estate Management CC for and on behalf of the Redberry Hill Home Owners Association.

Customer Privacy Notice

By signing or submitting this form electronically, you are authorising Ecliptic Estate Management and its successors in title, to collect, process and store your personal information in terms of the provisions of The Protection of Personal Information Act for as long as you remain a resident / are an owner at the Estate. The collection, processing and storage of your personal information will be used for the purposes of managing the Estate.

These purposes include, but are not limited to:
1. Circulating SMS and Email notifications for matters pertaining to the Estate;
2. Circulating a quarterly newsletter;
3. Sending out transgression notifications in the function of any infringement of the Conduct Rules of the Estate;
4. Contacting you for any / all matters relating to the Estate.
For a full scope of the services we provide to the Body Corporate / HOA, and the purposes that your information will be used for, please refer to our website:

Please note that we will share information if we are of the opinion it is necessary to comply with the law or to protect our interests. We will also use your personal information to comply with any legal and regulatory requirements or industry codes to which we subscribe or which apply to us, or when it is otherwise allowed by law.

Your information will not be shared with third parties, however we may disclose your personal information to the Estate service providers who are involved in the delivery of services to you, provided they are able to ensure that they comply with our privacy terms. We will ensure that anyone to whom we pass your personal information onto agrees to treat your information with the same level of protection as we are obliged to.

We provide adequate protection for the personal information we store, and have checks and balances in place to stop unauthorised access and use of personal information. We will, on an ongoing basis, continue to review our security controls and related processes to ensure that your personal information is secure.

Our security policies and procedures cover:
• Physical security,
• Computer and network security,
• Access to personal information,
• Secure communications,
• Security in contracting out activities or functions,
• Retention and disposal of information,
• Acceptable usage of personal information,
• Governance and regulatory issues,
• Monitoring access and usage of private information,
• Investigating and reacting to security incidents.

You have the right to request a copy of the personal information we hold about you. To do this, contact us at the numbers / addresses listed on this document and specify what information you are requesting. We will take all reasonable steps to confirm your identity before providing details of your personal information.

You have the right to ask us to update, correct or delete your personal information. You may do this by contacting us at the numbers / addresses on this document. It must be noted that should you withdraw your consent for us to store your information, we will be unable to render an effective service to you in accordance with our appointment by the Body Corporate / HOA.

We would appreciate it if you would ensure that your personal information that we store, for the purpose of fulfilling our obligations to the Estate, is current and accurate.

If you have questions about this Notice, or believe we have not adhered to it, or need further information about our privacy practices please contact us at the numbers / addresses on this document.

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