POPIA Privacy Policy

Your agency is the Responsible Party: it decides why and how personal information of property owners, sellers, and contacts is collected and used. PropSource acts as the Operator: we process that information only on your agency's documented instructions and for no purpose of our own.

Depending on how your agency uses PropSource, workspaces may contain:

• owner and seller names, ID numbers, phone numbers and email addresses;
• property details, erf numbers, coordinates, photos and documents;
• FICA questionnaires, mandates and related compliance documents;
• agent names, work contact details, notes and follow-up history;
• commission figures and deal values.

We store and transmit this information solely to provide the platform: hosting, authentication, notifications, document generation, mapping, and backups. We do not sell personal information, use it for advertising, or share it across agency workspaces. Each agency's data is strictly isolated.

We use a small set of subprocessors to operate the platform:

• cloud hosting and database infrastructure (Lovable Cloud);
• Google Maps Platform for mapping and geocoding;
• Firebase Cloud Messaging for push notifications;
• transactional email delivery for invites, reminders and notices.

Each processes information only as needed to deliver its service to the platform.

Certain service providers used by PropSource may process or store information outside South Africa. Where personal information is transferred across borders, PropSource takes reasonable steps to ensure that appropriate contractual and technical safeguards are in place consistent with POPIA.

We apply encryption in transit, row-level workspace isolation, role-based access control, and audited administrative actions. Access to production data is restricted and logged.

Where required by applicable law, PropSource will notify affected agencies of material security incidents involving their information and will reasonably assist the agency in meeting its legal obligations.

Data is retained while your workspace subscription is active. On account closure, your agency may request a full export; remaining data is then securely purged within a reasonable period, except where retention is required by law.

Certain workspaces may receive Pilot Access, Partner Access, trial access or promotional access. These arrangements may be modified, withdrawn or converted into standard subscriptions with reasonable notice. Personal information processed in such workspaces remains governed by this policy for as long as it is held on the platform.

Property owners and other data subjects may request access, correction, or deletion of their personal information. Because your agency is the Responsible Party, such requests should be directed to the agency first; we will assist the agency in honouring valid requests as required by POPIA.

The platform uses session tokens and minimal browser storage required for sign-in and security. We do not use advertising or cross-site tracking cookies.

Privacy questions can be sent via the contact details on propsource.app. You also have the right to lodge a complaint with the Information Regulator (South Africa).