Access Policies and Procedures

Important: The property affected by this set of procedures is PRIVATE PROPERTY belonging to the Home Owners Association. As such, access to this property is determined by the collective of its ownership. There is a common rule guiding access, that will UNDER NO CIRCUMSTANCES be by- passed for any-one: NO ID, NO ACCESS!

1) General Access Rules

  • 1.1 No person for whatever cause may enter the guard – houses nor use guard houses as throughfares;
  • 1.2 No person may enter the gate without following the checkin process – no exceptions. Any person found contravening this rule will be removed off the estate and if a resident, be fined with R1000; If not a resident, a criminal charge of trespassing onto private property will be laid;
  • 1.3 Verbal abuse of access controllers will make no difference to procedures;
  • 1.4 HOA Management may decide at will to conduct searches of vehicles entering or exiting the estate. Random searches of vehicles and persons will be conducted by security officials at all entrance and exit gates to the complex as a standard operating procedure to deter and detect crime. Full scale intelligence – driven search operations may also be effected at these gates if warranted by an emergency on site or considered to be in the interest of the safety and security of the residents.
  • 1.5 NO TAIL-GATING will be allowed – should the gate/arms be damaged the offender will be held liable for all repairs/replacement costs. Residents may also not open vehicle gates on behalf of visitors. A fine will be imposed on the applicable resident or visitor.
  • 1.6 All complex unit residents should note that as soon as more than 8 visitors or 2 vehicles (whichever is the greater) are expected to visit any single property, prior arrangements must be made with the access control office, as prior security arrangements with cost implications for the resident may need to be obtained from the General Manager’s Office.

2) Residence Access to Complex

All residents will only be allowed access via the selfie, QR code access system. This includes all family members 6 years and older.

N.B. QR Codes can be requested from management.

MONDAY to THURSDAY – 07:30 to 16:30

FRIDAY – 07:30 to 15:30

SATURDAY – 08:00 to 12:00 (Only on prior appointment)


  • 2.1 New Tenants:
    • 2.1.1 New tenants should note that ALL RENTALS must be done via an accredited Rental Agent or the actual owner of the unit;
    • 2.1.2 If Rental via accredited Rental Agent, please proceed to point 15.2.1 on page 10 of this document;
  • 2.2 New Owners

    New owners should contact the Enrolments office and provide:
    • 2.2.1 Proof of ownership or, if not registered owner yet, proof of process of purchase from Attorneys;
    • 2.2.2 Original Identity;
    • 2.2.3 A resident Registration Form (Available from Web-site) must be completed by the owner and handed to the the Enrolment Officer;
    • 2.2.4 The Enrolment Officer will mark the registration form with a Pinotage Villas Stamp.
    • 2.2.5 An appointment for fingerprint Biometric access must be arranged and recorded;
    • 2.2.6 This registration form must be kept by the owner and presented when QR Code are to be registered on access system as per the appointment made.
    • 2.2.7 All persons requiring access to the owners property must be specified by name and identity number on the resident registration form;
    • 2.2.8 QR Code Registration is MANDATORY for at least one resident at a cost of R80 for the first (Primary) number and R30 for the second (Secondary) number and R30 for each subsequent change.
    • 2.2.9 QR Codes will be issued to all owners and family members and should be presented to Access Control Officers on request;
    • 2.2.10 Residents will access their residence via the visitors lane upon presenting the Resident QR Code, whereafter the Access Control Officer will open the access gate.

3) Visitors Access Control

  • 3.1 Visitors to complete visitors register. If visitor has acceptable identity document, guard to verify this against the number entered by the visitor. The guard will open for the visitor by using his/her hand-held remote.

    If visitor does not have proof of identity, the access controller on duty to contact applicable unit to be visited via VOIP. Unit will provide permission for the visitor. The access controller may then provide access to the visitor.

4) Visitors Access Control (Residential)

To receive visitors, all residents have to be registered on the Pinotage Villas Visitor Access system. If a resident is not registered on this system, no visitors will be allowed access. Note, it is a fineable offense to by-pass our visitor access control system by picking visitors up in your vehicle and using your biometric access as resident to bring visitors through the gates.

  • 4.1 As a resident, if you EXPECT visitors:
    • 4.1.2 Please inform the access controller that you are expecting visitors
    • 4.1.3 You can inform your visitor of the rules and that they will require to provide personel detail for security reasons.
    • 4.1.4 At the gate, your visitors will be required to drive into the visitor vehicle lane;
    • 4.1.5 He / she must know your residence detail (eg. 1 Kanonkop Street ) Erf nr and provide this to the Access Control Officer.
    • 4.1.6 The Access Control Officer will scan the visitor’s vehicle license disc as well as the driver’s license document or ID document on our Visitor Access Devices (NB, NO ID, NO ENTRY. If your visitor is not prepared to show his/her drivers card or ID, they WILL NOT BE ALLOWED) and after completing the Visitor System questions on the hand-held device, the driver will be requested to sign acceptance of the Pinotage Villas visitor access conditions;
    • 4.1.7 The Access Control Officer will then try to make contact with the resident to confirm if the visitor can enter the complex.
    • 4.1.8 The boom gate will open and the visitor may proceed to your residence;
    • 4.1.9 From that moment, the visitor is the responsibility of the resident who allowed the access.
    • 4.1.10 For exiting purposes, the visitor will park at the visitors exit lane and request exit from the Access Control Officer. The Access Control Officer might request to search the vehicle under certain circumstances and must also first record the exit time on the hand-held visitor device, whereafter the visitor will be allowed to enter the unique exit code onto the TAP keypad at the visitor exit lane, which will open the exit boom.
  • 4.2 As a resident, if you receive an UNEXPECTED visitor:
    • 4.2.1 At the gate, your visitors will be required to drive into the visitor vehicle lane;
    • 4.2.2 He / she must know your residence detail (eg. 1 Paul Sauer Street Erf 1234) and provide this to the Access Control Officer;
    • 4.2.3 The Access Access Officer will scan the visitor’s vehicle license disc as well as the driver’s license document or ID document on our Visitor Access Devices (NB, NO ID, NO ENTRY. If your visitor is not prepared to show his/her drivers card or ID, they WILL NOT BE ALLOWED) and after completing the Visitor System questions on the hand-held device, the driver will be requested to sign acceptance of the Estate’s visitor access conditions;
    • 4.2.4 The Access Control Officer will thereafter contact the resident via the Intercom in the Guard- house on the primary or secondary cell-phone numbers as provided by the resident when registering for visitor access;
    • 4.2.5 The selected cell phone will ring and when answering, residents can speak to the Access Control Officer via the audio system provided on the intercom. These calls are limited to 30 seconds;
    • 4.2.6 The Access Officer will inform the person answering the cell phone that there is a visitor (by name) for the resident;
    • 4.2.7 If the resident wishes to allow the visitor access, he / she will do so by confirming this to the Access Officer who will then request the resident to press “9” on the applicable cell phone, thereby opening the boom for access to the visitor;
    • 4.2.8 From that moment, the visitor is the responsibility of the resident who allowed the access.
    • 4.2.9 Should the resident not want to allow access, simply inform the Access Control Officer as such and terminate the call and the booms will not open;
    • 4.2.10 Equally, if the primary and secondary cell numbers are not answered by the residents, the booms will not be opened. Such a visitor will be turned away by the Access Control Officer on duty.
    • 4.2.11 As soon as the resident allows access by pressing “9” on their cell phone, the visitor access control system will generate an exit code and sms it to the cell phone from which access was allowed;
    • 4.2.12 This code must be given to your visitor before he / she exits;
    • 4.2.13 For exiting purposes, the visitor will park at the visitors exit lane and request exit from the Access Control Officer. The Access Control Officer might request to search the vehicle under certain circumstances and must also first record the exit time on the hand-held visitor device, whereafter the visitor will be allowed to enter the unique exit code onto the TAP keypad at the visitor exit lane, which will open the exit boom.

      As a resident, it is your responsibility to ensure that you register your cell phone number (Primary) as well as alternative numbers (secondary) at the HOA Offices at 1 Paul Sauer Street Pinotage Villas. Registration is dependent on cell-phone network uploading processes. Normally a QR Code registration should take 24 hours before it is functional, but may take as long as 48 hours.

      Please take note that should your cell phone be off, on voice mail, no answer or not registered, your visitor(s) will not be allowed entry to the complex. In the spirit of promoting security, Access Control Officers are not allowed to escort a visitor to the resident’s house. This is for the residents’ own protection. Residents are not allowed to give instructions to Access Control Officers to open for residents using visitors cell phones.

5) Deliveries Access Control

  • 5.1 Deliveries will be treated in the same way as visitors. If the delivery is for an un-occupied property, the delivery staff will be recorded as such and the vehicle will be searched upon entry. The Access Control Officer at the gate will who will confirm the stand as being in the process of construction. After confirmation, the delivery vehicle will be allowed access. Upon exit, the vehicle WILL be searched again.

    Deliveries for un-occupied property will only be allowed between 08:00 and 16:00 on Weekdays. No truck may exceed the length of 15 meters, in order not to damage security infrastructure.

6) Access Control for Contractors

Specific rules regarding contractors are contained in the various sets of rules of the Complex, available upon request, but the intended activity of any contractor will never be allowed to adversely affect other residents with regards to noise, street access etc. Noise rules of the estate will be strictly enforced during non- construction times as dictated in the building rules and guidelines; as will all other rules contained in the Governance documentation.

In order to monitor the movement of contractors on the estate and specifically to ensure the right to safety and peace of mind and a general peaceful estate ambience, the following distinction with regards to the word Contractor needs to be made between:

An owner / resident whose property has been granted an occupational conformance certificate by HOA management in terms of the building rules and guidelines (Occupied Property) and;

An owner / resident whose property has not been granted an occupational conformance certificate by HOA management in terms of the building rules and guidelines (Un-occupied Property).

  • 6.1 Contractors for Occupied Property (Short-Term)

    All contractors who will be allowed access to perform duties that will only be done on an occupied property during working hours need not visit the HOA offices for registration as Short-term contractors for Occupied Property, provided the owner assumes full responsibility for all contractors from the time of opening the access booms until the contractor is outside the boundary of the estate and the resident shall personally supervise said activities.

    The owner of the property should provide an instruction to this effect by email to the enrolment office, still assuming full responsibility and an undertaking that there will be adequate supervision of the applicable contractors. Such contractors will then be granted QR codes access for the period as specified in the instruction received from the owner.
    • 6.1.1 The Contractor and every worker with him / her must have original identification (SA) or passport + valid workers permit (Foreigner) with him / her /them. The contractor proceeds to the applicable gate’s visitors lane where the Access Control Officer on duty will record all details on the Visitor Access System as Short-term Contractors. This will require a valid Drivers License from the driver. Thereafter, the Access Control Officer will contact the owner via VOIP and the owner of the property provides access to the property (No Access Control Officer will open gates) in the same fashion as for visitors.
    • 6.1.2 If the owner / resident does not answer to either of the VOIP listed options calls (Primary and secondary number) at this point, the contractor will be asked to contact the owner directly to arrange access as above.

      All work done on occupied property where the resident cannot personally supervise the contractor shall follow the provisions of normal construction site work for un-occupied property as set out below.
  • 6.2 Building on an empty stand (Un-occupied Property)

    Before commencing any activity on an empty stand:
    • 6.2.1 The owner of the empty stand shall first submit 4 copies of his / her plans in terms of the architectural guidelines of the Association to the Office of the General Manager for plan approval;
    • 6.2.2 After the plans are approved, the owner makes payment of his / her plan fees.
    • 6.2.3 Before the building process commences, the owner provides the Maintenance Superintendent with a scaled copy of the municipal approved plans for his / her property;
    • 6.2.4 After payment of the Side-walk deposit, the owner is given a consent to commence building certificate and registers for bio-metric access. The owner shall not be eligible to register for QR Code on the property prior to obtaining an occupancy certificate from the City Council.
    • 6.2.5 The owner of the un-occupied property shall then in writing (or by e-mail to provide each main – and – sub-contractor permission to access the applicable site for construction purposes.
    • 6.2.6 The contractor or his site supervisor shall register him/herself as well as each worker at the HOA offices. Each person will present an ORIGINAL SA ID Document or Drivers license or a Foreign Passport with a valid workers permit within the stated expiry date together with the written approval from the owner referred to in 5 above;
    • 6.2.7 An access permit will be issued after the HOA has applied a vetting process if no security threats are identified by HOA staff.
    • 6.2.8 Contractors will then only be allowed access at the particular gate and only on the specific site.
    • 6.2.9 For the first access the vehicle driver will stop in the visitor lane. Every worker except the driver will disembark from the vehicle; a security officer will check each worker’s access card, ENSURING matching identity and record each worker onto the Contractors register. These access cards are then handed back to each worker who must ensure that he / she has this card as well as original identification on him / her person at all times. The control room will be contacted to open the visitor access boom for the vehicle with ALL contractors on the vehicle. The vehicle drives straight to the applicable site.
    • 6.2.10 After the completion of the day’s building activities, all workers are conveyed via vehicle to the visitor’s exit gate, a access control officer will collect each worker’s QR Code, ENSURING matching identity. These access cards are stored overnight in the safe provided and only handed out to workers as they enter the following morning in the same way;
    • 6.2.11 No worker may walk into any construction site, gate or stand. All construction workers will be driven by the main contractor to and from the building site.
    • 6.2.12 Short-term Contractors for un-occupied property will be required to provide written proof of access right, like an e-mail from owner or main contractor or an order or job-card specifying the property Erf number, to the Registration Officer prior to proceeding to the gate.

      Once again, it is the resident’s responsibility to communicate these procedures to their contract workers as the Owner will be held liable for all actions by all contractors on his site or under his appointment.

      No contractor for un-occupied property will be allowed access with the resident without following the above procedure, nor will any contractor be allowed to sleep overnight on an un-occupied building site for whatever reason.

      Any contractor found on premises without a valid access card, or any contractor found on site outside of construction times as below or any contractor found on a site for which he / she has no access rights will be removed off site and blacklisted for further work on the Complex. The owner involved may face a fine of up to R2000


      Two payment options will apply – minimum one month at a cost of R20 per person, or an QR Code valid for three months at R50 or an access card for 9 months at R100, all of which are renewable for the same further periods at the same applicable cost. These amounts are NON REFUNDABLE AND PAYABLE IN EFT ONLY.

      Short-term contractors (one day’s access) on un-occupied property may gain access by payment of R10 per day per worker.

      Construction times for un-occupied Property 07:00 to 17:00 ONLY

7) Access for Rubble Removers

  • 7.1 Bona Fide Rubble Removal contractors will be treated like visitors.For occupied property the owner provides access and assumes responsibility in the same way as visitors. For un-occupied property, the access control room verifies the construction process and then allows access.

    No cost of registration is applicable.

8) Access for Domestic Workers/ Gardeners

Access cards must be obtained for all domestic workers/gardeners (live-in or daily entry) at the HOA office. Domestic workers and gardeners must also register for the QR system. This rule will also apply for sleeping-in domestics. This will ensure that the worker can gain access via the turn- style with anti-pass-back enabled.

The following will be required for registration:

  • 8.1 Letter from resident stating that she is working for you
  • 8.2 Only Original ID or valid foreign passport with a valid work permit will be accepted
  • 8.3 R50 for registration of each worker. This is valid for a period of 12 months and a renewal will be issued thereafter every 12 months at a cost of R50. Alternatively, residents may choose to register a worker for 3 months at a cost of R15. After the initial period the QR Code access linked to the worker will automatically terminate. The resident will be required to confirm to the HOA (Not Telephonically) that the worker is still employed and QR access will be activated again for a further period of 12 or 3 months at the same fee structure. All fees are NON REFUNDABLE AND PAYABLE IN EFT ONLY.

    NB. It is the responsibility of the resident to inform the HOA when/if the domestic or garden worker resigns. The HOA will then de-activate the card and bio-metric access so as to terminate the employee’s status on the system. This is important for the safety of all residents.

    Residents are requested to hand any employee or contractor in their employ a written approval when goods are given away or sold that need to be transported through the access gates.

    If domestic or garden workers are found on premises without an QR Code, she/he will be removed from site, and the resident could face a penalty fine of up to R2 000.00

9) Garden Services

  • 9.1 Owners of occupied stands or Trustees of complexes who elect to make use of recurring periodic garden services, should inform the Garden Services concerned in writing. This document shall serve as registration source for the Garden Services applicable, if not already registered with the HOA. Registration of the Garden Services is free of charge.

    Hereafter the owner / driver / supervisor of the garden services will be registered as Main Contractor and issued with an access card for the gate where his company has been authorized to provide services. Main Contractor and workers cards are issued at R30 for a six month period, renewable at the same cost for the same period.

10) Accredited Maintenance Workers

  • 10.1 General Maintenance Suppliers may elect to apply to be accredited as an approved General Maintenance Supplier for the Estate. The application form to be completed is available from the HOA offices. Once approved, such suppliers will have to subscribe to advertising on the Estate website at a monthly fee under “Approved Suppliers”.

    Hereafter the owner / driver / supervisor of the maintenance services will be registered as Main Contractor, issued with an QR Code and registered for the gates. Main Contractor registration is done at a once-off fee of R100 and the Qr Code is issued at R60 per annum, renewable annually.

    The workers concerned are issued with access cards at R60 per person per annum, renewable annually.

11) Transport Providers

  • 11.1 No taxis will be allowed into the estate for purposes of conducting regular business, unless it is a scheduled pick-up, in which case visitor access rules apply.

    School children transport providers need to register upon written permission from the legal guardian of every child to be transported. QR Codes will be issued at an initial fee of R100 and renewable annually at R100. Proof of a valid Public transport Permit in the name of the applicant will be required at registration and renewal.

12) Lift Clubs

  • 12.1 The owner of any property may authorize the enrolment officer to register his / her lift club partners via biometric process. This should be done in writing and the lift club partner will have to make an appointment to register for QR Code access with required proof of identity. No costs are involved.

13) Child-Carers

  • 13.1 Any person in whose care a child younger than 10 years old has been left, exiting the gate with the child, will be refrained from leaving until the registered resident of the applicable unit can be contacted and consent for the child to exit, is positively granted and recorded.

14) Managing Agents

  • 14.1 A managing agent may only operate inside Pinotage Villas once one of the Pinotage Villas Corporate directors has appointed the Managing Agent in writing. Thereafter, the Managing agent will only be allowed access inside the complex once the following Accreditation process has been completed: