Privacy Policy / POPIA Notice

1. Overview

Re-Lease is designed around POPIA-aware data handling. We process personal information on behalf of agencies (as an operator) and for our own platform operation, such as account management (as a responsible party).

2. Personal information we process

Depending on how the platform is used, we may process:

• Agency user details (name, email, role)
• Landlord details and nominated representatives
• Tenant details and primary contacts
• Lease details (rental, deposit, dates, proposed terms)
• Property addresses
• Contact details for notifications and responses
• Electronic signatures and signing metadata
• Audit logs of key actions and decisions
• Notifications sent through the platform
• Uploaded documents, including original signed leases

3. Purposes of processing

We process personal information to:

• Operate the lease-renewal workflow
• Send reminders, notices and responses
• Generate renewal and notice documents
• Maintain audit trails for accountability
• Provide support to agencies
• Protect the security of the platform and prevent fraud
• Improve and maintain the platform

4. Lawful basis / justification

In plain English, our justifications for processing include:

• Performance and administration of the agency's mandate or contract
• The legitimate interests of the agency and of Re-Lease in running the renewal process
• Consent or acknowledgement, where this is required
• Compliance with legal obligations, where applicable

5. Operator / service provider role

Where Re-Lease processes personal information on behalf of an agency, the agency is the responsible party and Re-Lease acts as an operator, processing on the agency's documented instructions and applying appropriate safeguards.

6. Third-party providers

We use a limited set of service providers to run the platform, which may include hosting and infrastructure, email delivery and authentication. Providers are used only as needed to operate the service.

[Placeholder] Any cross-border processing and the specific providers used will be confirmed and disclosed before public launch.

7. Storage, security and access

Data is held in agency-scoped workspaces with role-based access and private document storage. See our Security & Data Retention Notice for more detail.

8. Retention

Personal information is retained for as long as it is needed for the renewal lifecycle and for applicable legal and record-keeping requirements. A retention summary is provided in the Security & Data Retention Notice.

9. Your rights

Subject to applicable law, data subjects may request to:

• Access the personal information we hold
• Correct inaccurate or incomplete information
• Delete or restrict processing, where applicable
• Object to certain processing, where applicable

Requests are handled via the Information Officer (see the Contact / Information Officer page).

10. POPIA in short

POPIA is South Africa's personal information protection framework, built around accountability, lawful and minimal processing, purpose specification, retention limits, openness and security safeguards. A short summary is available on our POPIA Notice page.

11. Information Officer

[Placeholder] Information Officer contact details to be finalised before public launch. See the Contact / Information Officer page.