POPIA Consent & Data Processing Notice

1. Who Is the Responsible Party?

Where RentDesk processes personal information on behalf of rental agencies, the agency is the responsible party and RentDesk acts as an operator.

2. What Personal Information We Collect

• Full name, email address, phone number
• South African ID number or passport number
• Residential and business address
• Employment and income information
• Banking details (where applicable)
• Property and lease information
• FICA documentation and compliance records
• Payment history and financial records
• Device information, IP address, and usage data

3. Purpose of Processing

Your personal information is processed for the following purposes:

• Creating and managing your RentDesk account
• Facilitating rental agency operations (property, tenant, and lease management)
• Processing subscription payments and billing
• FICA verification and compliance tracking
• Communication regarding your account, services, and updates
• Generating reports, statements, and audit logs
• Security, fraud prevention, and legal compliance
• Improving platform features and functionality

4. Legal Grounds for Processing

• Consent: You provide consent by accepting this notice.
• Contract: Processing is necessary to fulfil our service agreement with you.
• Legal obligation: Certain processing is required to comply with South African law.
• Legitimate interest: To operate, secure, and improve the RentDesk platform.

5. Who We Share Your Information With

We do not sell your personal information. We may share it with:

• Authorised cloud infrastructure and technology service providers
• Payment processors (e.g., Paystack, Stripe)
• Rental agencies that manage your tenancy (where you are a tenant)
• Government authorities and law enforcement when legally required

All third parties are contractually required to maintain appropriate privacy and security standards.

6. Cross-Border Transfers

Some cloud infrastructure used by RentDesk may be located outside South Africa. Where cross-border transfers occur, we take reasonable steps to ensure your information receives an adequate level of protection, in accordance with Section 72 of POPIA.

7. Data Retention

We retain personal information for as long as your account is active, as required by law (e.g., for tax and audit purposes), or as necessary for legitimate business purposes. Upon written request, we will delete or anonymise your information where legally permitted.

8. Your Rights Under POPIA

You have the right to:

• Access: Request a copy of your personal information held by us.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your information where legally permitted.
• Objection: Object to certain processing activities.
• Withdraw consent: Withdraw your consent at any time (note: this may affect your ability to use the Platform).
• Lodge a complaint: Submit a complaint to the Information Regulator of South Africa.

To exercise these rights, contact: privacy@rentdesk.co.za

9. Information Regulator

10. Security

RentDesk implements appropriate technical and organisational measures to protect your personal information against accidental loss, unauthorised access, disclosure, alteration, or destruction, including SSL/TLS encryption, role-based access control, and activity monitoring.

11. Updates to This Notice

We may update this consent notice as required by changes in law or our services. We will notify users of material changes. Continued use constitutes acceptance of the updated notice.