Privacy Policy

1. Definitions

In this Privacy Policy:

• “Personal Information” has the meaning assigned to it in POPIA.
• “Processing” includes collecting, storing, updating, using, sharing, and deleting personal information.
• “Data Subject” means the individual to whom personal information relates.
• “Operator” means a third party processing personal information on our behalf.
• “Responsible Party” / “we” / “us” refers to Triotek (Pty) Ltd.

2. Information We Collect

We may collect and process the following categories of personal information:

• Name, surname, identity number, passport number, or company details;
• Email address, telephone number, and physical address;
• Employment, tenancy, lease, and property-related information;
• Payment and billing information;
• Communications and correspondence;
• Login credentials, one-time PINs (OTPs), and authentication data;
• Device, browser, IP address, and technical usage information;
• Support tickets and troubleshooting information;
• Documents uploaded to the platform; and
• Any other information voluntarily provided by you or your organisation.

3. Sources of Personal Information

We may collect personal information:

• Directly from you;
• From your employer, landlord, managing agent, or property owner;
• From authorised users of the platform;
• From integrated third-party services;
• Automatically through cookies and system logs; and
• From publicly available or lawful third-party sources.

4. Lawful Basis for Processing

We process personal information where:

• You have provided consent;
• Processing is necessary to conclude or perform a contract;
• Processing is required by law;
• Processing protects a legitimate interest of the data subject; or
• Processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights.

5. Purpose of Processing

We use personal information to:

• Provide and operate TenantPro;
• Create and manage user accounts;
• Authenticate users and secure access;
• Manage properties, tenants, leases, maintenance, and communications;
• Generate reports and analytics;
• Process payments and invoices;
• Provide support and troubleshooting;
• Improve our products and services;
• Prevent fraud and unauthorised activity;
• Comply with legal and regulatory obligations; and
• Enforce our agreements and legal rights.

6. Special Personal Information

We do not intentionally process special personal information unless:

• The processing is permitted by POPIA;
• The data subject has provided explicit consent; or
• The information is required by law or necessary for establishing, exercising, or defending legal rights.

7. Children's Information

TenantPro is not intended for direct use by children. We do not knowingly collect personal information from children under the age of 18 unless processing is authorised by a competent person or otherwise permitted by law.

8. Cookies and Similar Technologies

We use cookies and similar technologies to:

• Maintain secure login sessions;
• Remember user preferences;
• Analyse website and platform usage;
• Improve functionality and performance; and
• Enhance security.

You may adjust your browser settings to refuse cookies, although some features may not function correctly.

9. Disclosure of Personal Information

We may share personal information with:

• Hosting providers and cloud infrastructure partners;
• Email, SMS, WhatsApp, and communication service providers;
• Payment processors and accounting platforms;
• Authentication and security service providers;
• Professional advisers such as attorneys, auditors, and accountants;
• Regulatory authorities and law enforcement where required by law; and
• Other parties where you have authorised us to do so.

We do not sell personal information to third parties.

10. Cross-Border Transfers

Personal information may be stored or processed outside South Africa where we use international service providers. Where cross-border transfers occur, we take reasonable steps to ensure that an adequate level of protection is in place in accordance with POPIA.

11. Information Security

We implement reasonable technical and organisational safeguards to protect personal information against loss, misuse, unauthorised access, disclosure, alteration, or destruction.

• Encryption in transit where appropriate;
• Access controls and role-based permissions;
• Audit logs and monitoring;
• Secure hosting infrastructure;
• Backups and disaster recovery procedures; and
• Regular security updates and patching.

12. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Provide the services;
• Maintain contractual and business records;
• Resolve disputes;
• Enforce agreements;
• Comply with legal and tax obligations; and
• Protect our legitimate interests.

Thereafter, personal information will be securely deleted, destroyed, or anonymised where appropriate.

13. Data Subject Rights

Subject to applicable law, you may have the right to:

• Request access to your personal information;
• Request correction or updating of inaccurate information;
• Request deletion or destruction of information;
• Object to certain processing;
• Withdraw consent where processing is based on consent;
• Lodge a complaint with the Information Regulator; and
• Request details of third parties who have had access to your information.

14. Direct Marketing

We will only send electronic direct marketing communications where permitted by law and, where required, with your prior consent. You may opt out of marketing communications at any time by following the unsubscribe instructions or contacting us directly.

15. Breach Notification

If we become aware of a security compromise involving personal information and the law requires notification, we will notify affected parties and/or the Information Regulator as soon as reasonably possible.

16. Third-Party Websites and Integrations

Our website and platform may contain links to third-party websites or integrate with third-party systems. We are not responsible for the privacy practices of those third parties, and you should review their privacy policies separately.

17. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our operations. The latest version will always be published on our website with the updated effective date.

18. Contact Details

If you have any questions, requests, or concerns regarding this Privacy Policy or our processing of personal information, please contact:

• Triotek (Pty) Ltd
• Registration Number: 2023/804559/07
• Pretoria, Gauteng, South Africa
• Email: help@tenantpro.co.za
• Telephone: 087 821 7274

19. Information Regulator (South Africa)

If you believe that your personal information has been processed unlawfully, you have the right to lodge a complaint with the Information Regulator (South Africa).

Website: www.inforegulator.org.za