Privacy Policy

1. Introduction

... (“we”, “us”, or “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”) and other applicable South African legislation.

2. Responsible Party

For the purposes of POPIA, ... is the “responsible party” for processing your personal information.

3. Personal Information We Collect

We collect personal information that is necessary to provide our property management services. This includes:

• Identity Information: Full name, ID number, date of birth
• Contact Information: Email address, phone number, residential address, work address
• Financial Information: Bank account details, payment history, income verification
• Employment Information: Employer details, employment status (for tenant applications)
• Property Information: Lease agreements, rental history, inspection reports
• Documentation: Copies of ID documents, proof of residence, employment letters
• Technical Information: IP address, browser type, login timestamps

4. Purpose of Processing

We process your personal information for the following purposes:

• To manage rental applications and tenant screening
• To administer lease agreements and tenancy relationships
• To process rental payments and manage financial records
• To conduct property inspections and maintenance
• To communicate important notices and updates
• To comply with legal obligations under the Rental Housing Act and other legislation
• To handle disputes and legal proceedings
• To improve our services and user experience

5. Legal Basis for Processing

We process your personal information based on one or more of the following grounds as permitted by POPIA:

• Your consent
• Performance of a contract (lease agreement)
• Compliance with legal obligations
• Protection of your legitimate interests
• Our legitimate business interests

6. Voluntary or Mandatory Provision

Some personal information is required to enter into a lease agreement and use our services (such as identity verification and contact details). Failure to provide this information may prevent us from providing our services. Other information may be voluntary and you will be informed at the point of collection.

7. Third-Party Sharing

We may share your personal information with:

• Property Owners/Landlords: Information necessary for tenancy management
• Service Providers: IT services, payment processors, maintenance contractors
• Credit Bureaus: For credit checks and tenant screening (with your consent)
• Legal Authorities: When required by law or court order
• Professional Advisors: Lawyers, accountants, auditors

We ensure that all third parties are bound by appropriate data protection agreements and process your information only for specified purposes.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure password policies and authentication
• Regular security assessments and updates
• Access controls and employee training
• Secure data backup procedures

9. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Lease-related documents are retained for the duration of the lease plus a period required for legal compliance (typically 5-7 years). After this period, your information will be securely deleted or anonymised.

10. Your Rights Under POPIA

As a data subject, you have the following rights:

• Right to Access: Request confirmation and access to your personal information
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of your personal information (subject to legal requirements)
• Right to Object: Object to the processing of your personal information
• Right to Withdraw Consent: Withdraw consent where processing is based on consent
• Right to Lodge a Complaint: Lodge a complaint with the Information Regulator

To exercise any of these rights, please contact our Information Officer at ....

11. Cookies and Tracking

Our platform uses cookies and similar technologies to enhance your experience. These include:

• Essential Cookies: Required for the platform to function (authentication, security)
• Preference Cookies: Remember your settings and preferences
• Analytics Cookies: Help us understand how you use our platform (with consent)

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

12. Data Breach Notification

In the event of a data breach that may result in risk to your rights and freedoms, we will notify the Information Regulator and affected data subjects as soon as reasonably possible, as required by Section 22 of POPIA.

13. Complaints

If you are not satisfied with how we handle your personal information, you have the right to lodge a complaint with the Information Regulator:

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our platform and, where appropriate, by email. We encourage you to review this policy periodically.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: