Privacy policy

Who we are

PropertyFlow provides property management software to managing agencies, body corporates, homeowners' associations and property owners in South Africa. This policy explains how we handle personal information in line with the Protection of Personal Information Act, 2013 (POPIA).

Our two roles

• Operator for our customers. When an agency, body corporate or owner stores information about residents, tenants, contractors or properties in PropertyFlow, they are the responsible party. We process that information only on their instructions and to provide the service.
• Responsible party for our own customers and visitors. We are responsible for the information we collect about the people who sign up with us, contact us or visit this website.

If you are a resident or contractor and have a question about your information, please contact the organisation that invited you first. We will help them respond.

What we collect

• Account details: name, email address, phone number and sign-in information.
• Property records our customers add: addresses, documents, valuations, meter readings, maintenance requests and photos.
• Messages you send us, such as through the contact form.
• Technical information: IP address, browser, and logs of sign-ins and errors, used to keep the service secure.

How we use it

• To provide, secure and support PropertyFlow.
• To send service emails, such as invitations, password resets and maintenance updates.
• To reply to enquiries and, where you have agreed, to tell you about PropertyFlow.
• To meet legal obligations.

We do not sell personal information.

Service providers and cross-border transfers

We use trusted providers to run PropertyFlow, including DigitalOcean (hosting and storage in the United Kingdom and Germany), Cloudflare (network security), Postmark (email) and, where our customers enable it, OpenAI (reading maintenance and meter photos). Some of these providers process information outside South Africa. We only use providers bound by data protection laws or agreements that give protection comparable to POPIA.

How we protect it

Each organisation's data is separated at the database level, information is encrypted in transit and at rest, and access is limited to the people who need it. See our security page for details.

How long we keep it

We keep customer data for as long as the customer's account is active, and delete or return it when they leave, unless the law requires us to keep it longer. Backups are overwritten on a rolling basis.

Your rights

You may ask to see, correct or delete your personal information, object to its use, or withdraw consent. You may also complain to the Information Regulator at inforegulator.org.za.

Contact our Information Officer

Email privacy@propflow.co.za with any privacy question or request.