Privacy Policy

1. Who We Are

PropertyAIgency (Pty) Ltd ("PropertyAIgency", "we", "us", "our") is the responsible party for the processing of your personal information. We operate the property platform at propertyaigency.co.za and propertyaigency.com. Our information officer can be contacted via our contact page.

2. Information We Collect

We collect the following categories of personal information:

• Identity information: full name
• Contact information: email address, phone number
• Professional information: agency name, EAAB registration number (agents only)
• Business information: business name, website, areas served, logo (suppliers only)
• Property information: listing details, photos, addresses provided by agents and sellers
• Search and preference data: property search queries, saved properties, viewing history
• Communication data: messages sent through the platform, AI Concierge conversations
• Transaction data: viewing bookings, quote requests, quote responses
• Technical data: device type, browser type, IP address, platform usage patterns
• Location data: approximate location used to show nearby properties (only with your permission)
• Business contact details of estate agents and agencies (such as an agency or branch email address and a contact name), which we may obtain from publicly available sources including property portals and agencies' own websites

3. How We Use Your Information

We process your personal information only for the following lawful purposes:

• To create and manage your account on the platform
• To match property searchers with relevant listings using AI
• To facilitate viewing bookings between buyers and agents
• To connect buyers and sellers with verified service providers at the right moment in their property journey
• To deliver platform notifications through the platform itself
• To send a single introduction email when a service quote is accepted — this is the only email we send and it goes to both the client and supplier simultaneously
• To build anonymised AI-assisted buyer profiles to improve property recommendations
• To process and track lead delivery to service providers
• To generate monthly invoices for agents and service providers
• To detect fraud, prevent duplicate registrations and enforce our terms
• To improve the platform and develop new features
• To introduce genuine buyer demand to relevant estate agents and agencies and invite them to list matching properties — we contact property professionals on the basis of our legitimate interest in operating a property marketplace, consistent with POPIA's direct-marketing provisions, and every message includes a clear opt-out
• To comply with South African law

4. AI and Data Processing

Our platform uses artificial intelligence in the following ways:

• AI Concierge conversations are processed to understand property preferences and build a search profile
• Buyer profiles are built passively from search and viewing behaviour to improve recommendations
• Agent dashboards show anonymised lead profiles — buyers are identified as "Buyer 1", "Buyer 2" etc with a match percentage only
• AI analyses listing performance and generates insights for agents
• AI generates business profile write-ups for service providers based on their website content

AI-generated content is for informational purposes only. We use Anthropic's Claude AI model to power our conversational features. Data shared with AI systems is subject to Anthropic's data processing terms.

5. Address Privacy & Supplier Data Sharing

We take address privacy seriously. The following rules apply to how client location data is shared with service providers:

• When a buyer requests a quote from a supplier, the supplier receives the suburb and general area only — not the full street address
• The full street address is only shared with a supplier after the buyer explicitly accepts that supplier's quote
• The full address is shared in the introduction email sent to both parties simultaneously at the point of acceptance
• Suppliers are contractually prohibited from using client addresses for any purpose other than fulfilling the agreed service

6. Data Sharing With Third Parties

We share personal information only in the following circumstances:

• With estate agents: when a buyer books a viewing, the agent receives the buyer's name only. No contact details are shared through the platform — all communication is handled by PropertyAIgency as intermediary
• With service providers: suburb/area only until a quote is accepted, then full address in the introduction email
• With technology service providers who help us operate the platform (Supabase for database hosting, Vercel for platform hosting, Anthropic for AI processing) — these providers process data only on our instruction
• When required by South African law, court order or regulatory authority
• With your explicit written consent

We do not sell, rent or trade your personal information to any third party for marketing purposes. Ever.

7. Email Communications

Most platform communications — notifications, messages, alerts and updates — are delivered within the platform itself, not by email. We send email only in these limited cases: (a) a single introduction email to a client and a service provider when a service quote is accepted, containing the information they need to proceed directly with each other; (b) monthly invoices to estate agents and agencies; and (c) outreach to estate agents and agencies about relevant buyer demand and the opportunity to list matching properties. Outreach emails to property professionals always identify us clearly and include a one-click unsubscribe; we honour opt-outs promptly and do not contact you again once you have opted out. We do not send marketing emails to buyers, renters or private sellers.

8. Estate Agents & Agencies

This section applies specifically to estate agents, agencies and their staff, whether or not they hold an account with us:

• What we collect: business contact details (agency or branch email address, contact name, agency name, branch location) and details of properties you have publicly listed for sale or rent
• Where it comes from: publicly available sources, including property portals and your agency's own website
• Why we process it: to introduce genuine, verified buyer demand from our platform to the agent best placed to act on it, and to invite you to list the matching property with us free of charge
• Legal basis: our legitimate interest in operating a property marketplace, consistent with section 69 of POPIA — we only contact you about an actual buyer whose brief matches your listing, never with generic marketing
• How we contact you: via your agency's own published channels (such as your branch email address) — never through another platform's internal messaging
• Your choices: every outreach email identifies us clearly and contains a one-click unsubscribe; once you opt out we suppress your address and will not contact you again
• Your rights: you may at any time request access to, correction of, or deletion of the business contact information we hold about you (see Your Rights Under POPIA below)

We never present another platform's listing to buyers as our own — external listings are used solely to identify which agent to introduce a buyer to. Nothing is published on PropertyAIgency until you create it and approve it yourself.

9. Data Security

We implement industry-standard security measures including encrypted data transmission (HTTPS/TLS), secure cloud database storage with row-level security, access controls limiting data access to authorised systems only, and regular security reviews. However, no system is completely secure and we cannot guarantee absolute security. If we become aware of a data breach that affects your personal information, we will notify you and the Information Regulator as required by POPIA.

10. Your Rights Under POPIA

As a data subject under POPIA, you have the right to:

• Be notified when we collect your personal information
• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information (subject to legal retention requirements)
• Object to the processing of your personal information
• Lodge a complaint with the Information Regulator of South Africa at inforeg.org.za

To exercise any of these rights, contact us via our contact page. We will respond within 30 days.

11. Cookies and Tracking

We use essential session cookies to keep you logged in and maintain your preferences. We do not use advertising cookies, tracking pixels or third-party analytics that share your data. We do not sell your browsing data to advertisers. You can control cookies through your browser settings, but disabling essential cookies may affect platform functionality.

12. Push Notifications

If you enable push notifications, we will send you alerts about viewing bookings, new property matches, quote updates and other platform activity relevant to your account. Push notifications are delivered directly to your device and do not involve email. You can disable push notifications at any time through your device settings or account preferences.

13. Data Retention

We retain your personal information for the following periods:

• Active account data: retained for as long as your account is active
• Financial records (invoices, payment history): 5 years as required by South African tax law
• AI conversation data: retained for 12 months then anonymised
• Deleted account data: removed within 30 days of account deletion, except where legal retention applies

14. Children

The Platform is not intended for use by persons under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately.

15. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be notified to you via the platform. The updated policy will show the new effective date at the top of this page. Continued use of the Platform after changes are posted constitutes acceptance.

16. Contact & Complaints

For privacy queries, to exercise your POPIA rights, or to raise a complaint about how we handle your data, contact us via our contact page or email admin@propertyaigency.co.za. If you are not satisfied with our response, you may escalate your complaint to the Information Regulator of South Africa at inforeg.org.za.