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Privacy Policy

Last updated: January 2026

1. Introduction

PropFlow (Pty) Ltd ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use PropFlow AI ("the Service").

This policy complies with the Protection of Personal Information Act, 2013 (POPIA) and the General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide directly to us, including:

  • Name and contact details (email, phone number, address)
  • Identity documents (ID number, passport number)
  • Company registration details (for businesses)
  • Banking and payment information
  • Employment and income information (for tenant applications)
  • Property details and lease information
  • Communication records and support tickets

2.2 Automatically Collected Information

When you use the Service, we automatically collect:

  • Device information (browser type, operating system)
  • IP address and location data
  • Usage data (pages visited, features used, timestamps)
  • Cookies and similar tracking technologies

2.3 Special Categories of Personal Information

In certain cases, we may collect sensitive information such as financial data and identity verification documents. This information is only collected with your explicit consent and for specific purposes related to property management.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process transactions and manage billing
  • Verify identity and conduct credit checks (with consent)
  • Communicate with you about the Service
  • Send invoices, statements, and payment reminders
  • Facilitate maintenance requests and property management
  • Generate reports and analytics
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. Legal Basis for Processing

We process your personal information based on:

  • Contractual necessity: To fulfill our obligations under our agreement with you
  • Legitimate interests: For our business operations where it doesn't override your rights
  • Consent: Where you have given explicit consent
  • Legal obligation: To comply with applicable laws and regulations

5. Information Sharing

We may share your information with:

5.1 Service Providers

Third-party vendors who assist us in operating the Service, including payment processors, email service providers, and cloud hosting providers. These parties are bound by confidentiality agreements.

5.2 Property Management Stakeholders

As part of the Service, certain information is shared between landlords, tenants, and agencies as necessary for property management purposes. For example:

  • Landlords can view tenant information for their properties
  • Tenants can view property and landlord contact information
  • Agencies can access information for properties they manage

5.3 Legal Requirements

We may disclose information if required by law, court order, or government request, or to protect our rights, property, or safety.

6. Data Security

We implement appropriate technical and organizational measures to protect your information:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Secure authentication and access controls
  • Regular security audits and penetration testing
  • Employee training on data protection
  • Incident response procedures

7. Data Retention

We retain your personal information for as long as necessary to provide the Service and fulfill the purposes outlined in this policy. After account termination:

  • Active data is deleted within 30 days
  • Backups are deleted within 90 days
  • Some data may be retained for legal compliance (e.g., financial records for 5 years)

8. Your Rights

Under POPIA and GDPR (where applicable), you have the right to:

  • Access: Request a copy of your personal information
  • Correction: Request correction of inaccurate information
  • Deletion: Request deletion of your personal information
  • Data portability: Receive your data in a structured format
  • Objection: Object to certain types of processing
  • Restriction: Request restriction of processing
  • Withdraw consent: Withdraw previously given consent

To exercise these rights, contact our Information Officer at privacy@propflow.co.za. We will respond within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries outside South Africa. We ensure appropriate safeguards are in place, including standard contractual clauses and adequacy decisions where applicable.

10. Children's Privacy

The Service is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. Please review their privacy policies before providing any information.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The updated policy will be effective upon posting.

13. Contact Us

For privacy-related inquiries, please contact:

  • Information Officer: privacy@propflow.co.za
  • General Inquiries: support@propflow.co.za
  • Address: Cape Town, South Africa

14. Complaints

If you believe your privacy rights have been violated, you may lodge a complaint with the Information Regulator of South Africa:

  • Website: www.inforegulator.org.za
  • Email: enquiries@inforegulator.org.za