Privacy Policy

1. Introduction

RentDesk is a property and rental management software platform developed and operated by Kuba Technologies (Pty) Ltd ("Kuba Technologies", "RentDesk", "we", "our", or "us"). We are committed to protecting the privacy, confidentiality, integrity, and security of personal information entrusted to us by rental agencies, landlords, tenants, service providers, referral partners, and website visitors.

This Privacy Policy governs how we collect, use, store, process, disclose, and protect personal information when you access or use the RentDesk platform.

This policy aligns with: POPIA (Protection of Personal Information Act, 2013), ECTA (Electronic Communications and Transactions Act), GDPR principles (where applicable), and industry best practices.

2. About Kuba Technologies

3. Information We Collect

We collect the following categories of information:

• Account Information: Full name, agency name, email, mobile number, address, subscription and billing details.
• Tenant Information: SA ID numbers, passport numbers, contact details, employment info, lease agreements, FICA documentation.
• Landlord Information: Names, contact details, property ownership and banking details.
• Property Information: Addresses, unit numbers, inspection reports, maintenance records, occupancy and lease records.
• Financial Information: Subscription payments, billing records, transaction references. We do not store full credit card information.
• Website Information: Browser type, device info, IP address, pages visited, cookies and analytics data.

4. How We Use Information

• Provide RentDesk services and manage accounts
• Facilitate tenant onboarding and FICA/compliance workflows
• Manage property, lease, and payment records
• Prevent fraud and abuse; improve platform performance
• Communicate important service updates
• Comply with legal obligations

5. Legal Basis for Processing

• User consent
• Contractual obligations
• Legal compliance requirements
• Legitimate business interests
• Protection of user rights and security

6. POPIA Compliance

RentDesk is designed to support compliance with POPIA. Agencies using RentDesk are responsible for obtaining necessary consent, issuing privacy notices where required, maintaining lawful grounds for processing, and ensuring information uploaded to RentDesk is accurate and lawful. RentDesk acts as a technology service provider supporting agencies in meeting these obligations.

7. Data Security

We implement industry-standard safeguards including encrypted connections (SSL/TLS), role-based access controls, secure cloud infrastructure, multi-level authentication, activity monitoring, access logging, regular updates, and data backup procedures.

8. Data Retention

We retain information only for as long as required to provide services, required by law, necessary for legitimate business purposes, or needed for audit and compliance. Upon account termination, information may be retained for regulatory, legal, backup, or audit requirements.

9. Sharing Information

We do not sell personal information. Information may be shared with approved payment providers, cloud infrastructure providers, technology service providers, compliance service providers, and government/law enforcement authorities when legally required. All third parties are expected to maintain appropriate privacy and security standards.

10. Your Rights

Subject to applicable law, you may request access to your information, correction of inaccurate information, deletion where permitted, restriction of processing, withdrawal of consent, or objection to certain processing activities. Submit requests to: privacy@rentdesk.co.za

11. Changes to This Policy

We may update this Privacy Policy periodically. Updated versions will be published on the RentDesk website and application. Continued use of RentDesk constitutes acceptance of the revised Privacy Policy.

19. Contact Us