Protection of Personal Information Act (POPIA)
Our Commitment to You — Landlords, Property Owners & Investors
The Protection of Personal Information Act (POPIA) is now fully in effect, and as a professional property management service provider, we are committed to ensuring full compliance with its provisions.
POPIA regulates how we collect, use, store, and share personal information. The Act is designed to balance two key considerations:
- The legitimate operational need to access and use personal information to manage and protect your property investments effectively; and
- Your constitutional right to privacy, which obliges us to protect your personal information at every stage of our interaction.
This notice sets out how we manage your personal data. For a detailed overview of our internal policies and procedures, a copy of our POPIA Compliance Manual is available upon request.
Collection and Use of Personal Information
We collect most personal information directly from you, the property owner, landlord, or investor. We may also receive information from referral partners or obtain it from public records when necessary to fulfil our services.
Your personal information is collected for the following reasons:
- To fulfil the mandate you have entrusted to us — such as leasing, managing, or selling your property;
- To comply with legal obligations, such as those required under the Financial Intelligence Centre Act (FICA), which is aimed at preventing money laundering and the financing of terrorism;
- To enable communication and facilitate key transactions, including engagement with tenants, legal representatives, and service providers;
- To maintain accurate investment and ownership records across our systems.
Providing certain information is mandatory under FICA. Additional details requested are essential for us to deliver comprehensive property management services. While the supply of some of this information is voluntary, withholding it may limit our ability to serve you effectively or may create legal or contractual risks.
Sharing of Information
To ensure efficient delivery of our services, we may share your personal information with trusted third parties, including:
- Legal advisors, financial institutions, and conveyancers;
- Other estate agencies, should joint mandates or collaboration be required;
- Service providers such as maintenance contractors, rental agents, or municipal departments;
- Regulatory authorities, where legally required.
We will only share information relevant to the function being carried out and only with parties who are contractually or legally obligated to protect it. All our staff are bound by confidentiality agreements in their employment contracts.
If your property investment involves international elements and your data needs to be shared outside South Africa, you are entitled to enquire about the protection measures in place in those jurisdictions. We will support you in obtaining clarity on how your data is safeguarded abroad.
Your Rights as a Property Owner or Investor
You are entitled to:
- Access the personal information we hold about you and how it has been used;
- Update or correct any outdated or inaccurate personal information;
- Object to the processing of your personal information, bearing in mind that doing so may limit our ability to manage your property effectively and could have contractual consequences.
We are required to retain certain records — including those containing your personal information — for a prescribed period after the conclusion of our services. These records are stored securely and remain protected throughout. Once the legal retention period lapses, we ensure your personal data is irreversibly de-identified or destroyed.
Information Security Measures
Protecting your personal data is central to our commitment as a trusted property management partner.
We have implemented robust and proactive security measures, including:
- Strict access control and password-protected systems;
- Encryption and secure transmission of data in accordance with international best practices;
- Regular system audits and updates to prevent breaches or unauthorised access;
- Full alignment with data protection frameworks, such as the General Data Protection Regulation (GDPR).
These controls ensure that your information — and by extension, your property interests — remain secure.
If you have any concerns or questions about how your personal information is being handled, please don’t hesitate to contact us. We remain committed to transparency, legal compliance, and the responsible management of your data and property.