Privacy Policy
Strictly compliant with the Protection of Personal Information Act (POPIA) of South Africa.
1. Introduction
Welcome to PropLease, developed and maintained by Christo Lochenberg Developments. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our Software-as-a-Service (SaaS) platform.
This policy is designed to comply with the Protection of Personal Information Act 4 of 2013 (POPIA) of South Africa, as well as the data retention requirements outlined in the Financial Intelligence Centre Act (FICA) and the Property Practitioners Act (PPRA).
2. The Information We Collect
We may collect and process the following categories of personal information:
- Identity Data: First names, last names, identity numbers, passport numbers, and company registration details.
- Contact Data: Email addresses, telephone numbers, and physical/postal addresses.
- Financial Data: Bank account details, gross monthly income, credit check statuses, and Trust Account ledgers.
- Compliance Data: FICA verification documents (ID copies, proof of residence), signed lease agreements, and Fidelity Fund Certificate (FFC) numbers.
- Technical Data: IP addresses, browser types, operating systems, and platform usage logs (including our immutable system audit trails).
3. How We Use Your Information
We will only use your personal information for the purposes for which it was collected, or as otherwise permitted by law, including:
- To provide, operate, and maintain the PropLease platform.
- To facilitate property management workflows, including lease generation, municipal tariff calculations, and maintenance approvals.
- To process financial transactions, generate invoices, and compile SARS IT3(b) equivalent tax reports.
- To ensure legal compliance with the PPRA (e.g., mandate expiry tracking) and FICA (e.g., document vault verification).
- To send administrative notifications, such as CPA 20-Day Letters of Demand or automated arrears warnings via email and WhatsApp.
4. Data Security & Storage
We have implemented appropriate enterprise-grade technical and organizational security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorized way. This includes password hashing, secure cryptographic links for approvals, and encrypted FICA document vaults.
In accordance with South African law, specifically FICA and the PPRA, certain financial and compliance records may be retained for a mandatory statutory period (typically 5 years) even after a lease is terminated or an account is closed.
5. Sharing Your Information
We do not sell your personal data. We may share your information with:
- Authorized Third Parties: Registered credit bureaus (e.g., TPN, ITC) for tenant vetting, as authorized by the user.
- Service Providers: Verified maintenance contractors assigned to specific repair tickets.
- Regulatory Bodies: The Property Practitioners Regulatory Authority (PPRA), the Financial Intelligence Centre (FIC), or SARS, if legally compelled to do so.
6. Your Legal Rights
Under POPIA, you have the right to:
- Request access to the personal information we hold about you.
- Request the correction of inaccurate or incomplete personal information.
- Request the deletion or destruction of your personal information (subject to our statutory retention obligations).
- Object to the processing of your personal information.
7. Contact Information
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact our Information Officer at:
Christo Lochenberg Developments
Email: info@proplease.co.za
Phone: +27 61 523 9126
Address: Centurion, Gauteng, South Africa