1. Scope
This policy applies to information processed when a landlord views, requests, activates, uses, pays for, renews or cancels a landlord portal or support subscription, and when authorised tenants use related portal functions.
2. Information we collect
Depending on the service, we may collect:
- names, identity or registration details, contact details and preferred communication method;
- company, trust, property, lease, landlord and tenant information;
- selected package, pricing, free-trial choice, billing dates, payment-provider references and payment status;
- portal account, login, activity, statement and document-download records;
- communications, instructions, service requests, demand-letter details, tenant-report requests and advice notes;
- required policy acceptances, versions, timestamps, user-agent information and a protected hash derived from the submitting IP address;
- technical logs, cookies and security information reasonably required to provide and protect the service.
3. How information is obtained
Information may be supplied directly by the landlord or tenant, generated through use of the portal, received from an authorised agent or representative, obtained from existing A+ Properties records, or received from lawful service providers such as payment processors, email providers, tenant-reporting or verification providers.
4. Purposes of processing
We process information to:
- respond to signup requests and create CRM, contact and subscription records;
- verify users, properties, mandates, leases and service eligibility;
- provide portal access, statements, documents, reports, letters and advice;
- administer free trials, allowances, fees, VAT, recurring billing and payment reconciliation;
- send activation, service, payment-failure, continuation, renewal and cancellation notices;
- create internal tasks, audit trails, security alerts and service histories;
- comply with legal, regulatory, tax, accounting, recordkeeping and dispute requirements;
- protect A+ Properties, landlords, tenants and systems against fraud, misuse and unauthorised access.
5. Lawful grounds
Processing may be necessary to take steps at the landlord's request, perform or administer a contract, comply with legal obligations, protect legitimate interests, establish or defend legal claims, or rely on consent where consent is the appropriate lawful basis. A required service message is processed to operate the subscription and is separate from optional marketing.
6. Sharing and service providers
Information may be shared only as reasonably required with authorised A+ Properties staff and agents; the landlord, tenant or authorised representative; hosting, CRM, email, document, security and backup providers; payment providers such as PayFast or a replacement provider; tenant-reporting, verification or credit-bureau providers where the service is requested and legally authorised; accountants, auditors, attorneys, regulators, courts or law-enforcement authorities where lawful and necessary.
Service providers are expected to process information only for authorised purposes and with appropriate safeguards. We do not sell personal information.
7. Payment information
A+ Properties may retain payment status, amounts, provider identifiers, billing dates and reconciliation records. Full card or banking credentials entered on a payment provider's secure page are ordinarily processed by that provider and are not intended to be stored in the A+ Properties CRM.
8. Tenant reports and special care
Tenant reports and related information may have significant consequences. They will only be requested, accessed, stored and shared for a legitimate rental purpose and in accordance with applicable law, consent or another lawful basis. Landlords must use reports only for the authorised property and decision.
9. Service communications
Transactional communications may include signup confirmations, portal invitations, statements, document notices, billing reminders, payment-failure alerts, minimum-term expiry or continuation notices and cancellation confirmations. These are necessary service communications and may continue even where the recipient has opted out of marketing.
10. Retention
Information is retained only for as long as reasonably required for the service, contractual and legal obligations, audit, tax, regulatory, complaints, disputes, security and legitimate recordkeeping. Different records may have different retention periods. Records no longer required will be securely deleted, destroyed, de-identified or archived subject to applicable law and technical constraints.
11. Security
Reasonable technical and organisational measures are used to protect information, including access control, authentication, logging, backups and restricted staff access. No system is completely risk-free. Suspected incidents should be reported promptly to office@apluspro.co.za.
12. Cookies and technical logs
The website and portals may use essential cookies or similar technologies for sessions, security, preferences, form protection and performance. Server and application logs may record dates, device or browser information, requested pages, errors and security events.
13. Cross-border processing
Some hosting, email, security or technology providers may process information outside South Africa. Where this occurs, A+ Properties will use providers and safeguards reasonably intended to provide appropriate protection and comply with applicable requirements.
14. Your rights
Subject to applicable law, a person may ask whether A+ Properties holds personal information about them; request access or correction; request deletion or restriction where appropriate; object to certain processing; withdraw consent where processing depends on consent; and complain to A+ Properties or the Information Regulator. Some requests may be limited by legal duties, contractual necessity, the rights of others or the need to retain evidence.
15. Accuracy and responsibilities
Users must provide accurate and current information and notify A+ Properties of relevant changes. A landlord who supplies a tenant's or representative's information must have a lawful basis to do so and must not use the portal to process information unlawfully.
16. Automated decisions
The subscription system may automate reminders, billing status, dashboard warnings, allowance calculations and workflow tasks. It is not intended to make a solely automated decision with legal or similarly significant effect about a person without appropriate human involvement where required.
17. Complaints and the Information Regulator
Privacy questions or requests should first be sent to office@apluspro.co.za. A person may also contact or complain to South Africa's Information Regulator using the regulator's current official contact channels.
18. Changes
This policy may be updated when services, providers or legal requirements change. The version and effective date appear above. Material changes will be communicated where required.