Privacy Policy

1

Introduction

1.1 Professional Property Solutions Provider (Pty) Ltd ("PPSP", "we", "us", or "our") is committed to protecting the privacy and personal information of all data subjects with whom we engage.

1.2 This Privacy Policy is issued in accordance with the Protection of Personal Information Act, 2013 (Act No. 4 of 2013) ("POPIA") and describes how PPSP collects, uses, stores, shares, and protects personal information.

1.3 By engaging with PPSP, using our services, visiting our website, or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy.

2

Definitions

2.1 "Personal Information" has the meaning assigned to it in POPIA and includes any information relating to an identifiable natural or juristic person.

2.2 "Processing" means any operation performed on personal information, whether automated or manual, including collection, storage, use, sharing, and destruction.

2.3 "Data Subject" means the person to whom the personal information relates.

3

Personal Information We Collect

3.1 PPSP may collect and process the following categories of personal information, where applicable:

3.1.1 Names and surnames
3.1.2 Identity or registration numbers
3.1.3 Contact details (email address, telephone number, physical address)
3.1.4 Property, unit, or scheme-related information
3.1.5 Banking and payment information
3.1.6 Meter readings and consumption data
3.1.7 Correspondence and communication records
3.1.8 Employment or contractor-related information

4

Purposes of Processing

4.1 PPSP processes personal information for legitimate business purposes, including but not limited to:

4.1.1 Property and scheme administration
4.1.2 Levy billing, invoicing, and financial management
4.1.3 Meter reading collection, reporting, and billing
4.1.4 Arrear levy management and debt collection
4.1.5 Maintenance coordination and contractor management
4.1.6 Governance, compliance, and statutory reporting
4.1.7 Communication with owners, trustees, tenants, suppliers, and service providers
4.1.8 Compliance with legal and regulatory obligations

5

Lawful Basis for Processing

5.1 PPSP processes personal information on the basis of informed, specific, and voluntary consent where such consent is required in terms of the Protection of Personal Information Act, 2013.

5.2 Informed consent is obtained where a data subject is provided with clear and understandable information regarding:

5.2.1 the nature of the personal information being collected;
5.2.2 the purpose for which the information is collected and processed;
5.2.3 the recipients or categories of recipients of such information; and
5.2.4 the rights available to the data subject in terms of POPIA.

5.3 Consent may be obtained through written, electronic, or recorded means, including but not limited to:

5.3.1 service agreements and mandates;
5.3.2 onboarding forms and portals;
5.3.3 electronic communications and confirmations; and
5.3.4 continued engagement with PPSP after disclosure of this Privacy Policy.

5.4 Where personal information is processed on the basis of contractual obligation, legal obligation, or legitimate interest, consent is not required and withdrawal of consent shall not affect the lawfulness of such processing.

5.5 Data subjects may withdraw consent for processing that is based solely on consent at any time, subject to reasonable notice and provided that such withdrawal does not conflict with PPSP's legal or contractual obligations.

6

Disclosure of Personal Information

6.1 PPSP may disclose personal information to third parties where necessary, including:

6.1.1 Trustees and managing agents
6.1.2 Auditors, attorneys, and registered debt collectors
6.1.3 Contractors and service providers
6.1.4 Regulatory bodies, courts, or authorities where required by law
6.1.5 IT, hosting, and system service providers

6.2 All third parties are required to implement appropriate security safeguards and to process personal information only in accordance with PPSP's instructions and applicable law.

7

Transborder Information Flows

7.1 Where personal information is processed or stored outside the Republic of South Africa (for example, through cloud-based systems), PPSP ensures that such transfers are subject to adequate protection in accordance with POPIA.

8

Data Security

8.1 PPSP implements reasonable technical and organisational measures to protect personal information against loss, unauthorised access, misuse, or disclosure.

8.2 While PPSP takes all reasonable steps to safeguard personal information, no system can be guaranteed to be completely secure.

9

Data Retention

9.1 Personal information is retained only for as long as necessary to fulfil the purposes for which it was collected, or as required by law.

9.2 Once no longer required, personal information is securely deleted or anonymised.

10

Data Subject Rights

10.1 Data subjects have the right to:

10.1.1 Request access to their personal information
10.1.2 Request correction or updating of inaccurate information
10.1.3 Object to the processing of personal information in certain circumstances
10.1.4 Withdraw consent where processing is based on consent
10.1.5 Lodge a complaint with the Information Regulator

10.2 Requests may be submitted to PPSP using the contact details below.

11

Direct Marketing

11.1 PPSP may process personal information for direct marketing relating to its services.

11.2 Data subjects may opt out of direct marketing communications at any time by contacting PPSP or by following the opt-out instructions provided in such communications.

12

Data Breach Notification

12.1 Where there are reasonable grounds to believe that personal information has been accessed or acquired by an unauthorised person, PPSP will notify affected data subjects and the Information Regulator in accordance with section 22 of POPIA.

13

Changes to This Privacy Policy

13.1 PPSP reserves the right to update this Privacy Policy from time to time.

13.2 The most recent version will be made available upon request or published on PPSP's official platforms.