PRIVACY POLICY

1. Introduction

WeLet Property Managers (Pty) Ltd ("WeLet", "we", "us", or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.

By using our services or website, you consent to the data practices described in this policy. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Fill out a contact form or enquiry form
• Apply for accommodation or property services
• Subscribe to our newsletter
• Register for our services (WePay, WeFix, WeSource)
• Communicate with us via email, phone, or other channels

This information may include:

• Name and surname
• Email address
• Phone number
• Physical address
• Identity number (for tenant applications)
• Financial information (for payment processing)
• Employment information
• Educational institution details (for student accommodation)

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device.

2.3 Location Data

When you use certain features of our mobile property management app, we may access and collect location data from your device:

• When we collect it: Only when you use clock-in/clock-out (attendance) or set or track asset/property locations. We do not track your location in the background or when you are not using these features.
• What we collect: Precise location (GPS coordinates, e.g. latitude and longitude) and, when available, a reverse-geocoded address (e.g. street, locality, country) derived from those coordinates.
• How we use it: To record and verify your work attendance location for clock-in/clock-out, and to set and track the physical locations of assets or properties. This data may be visible to property managers and administrators for the buildings you are associated with.
• Where we store it: Location data is stored securely in our systems (e.g. in association with attendance and asset records) for as long as needed for those purposes and in line with our Data Retention section below.
• Your choice: You can decline location access. The app will still work, but we will not be able to record location for clock-in/clock-out or for asset/property locations.

3. How We Use Your Information

We use the information we collect in various ways, including to:

• Provide, operate, and maintain our services
• Process your applications for accommodation
• Process payments and manage your account
• Respond to your enquiries and provide customer support
• Send you updates about your tenancy or services
• Coordinate maintenance requests through WeFix
• Manage utility payments through WePay
• Source equipment and supplies through WeSource
• Improve our website and services
• Comply with legal obligations

4. Disclosure of Your Information

We may share your information in the following situations:

• Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us
• Business Partners: We may share your information with our business partners, including NSFAS and educational institutions for student accommodation purposes
• Legal Requirements: We may disclose your information where required to do so by law or in response to valid requests by public authorities
• Business Transfers: We may share or transfer your information in connection with a merger, sale, or acquisition

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements.

• Tenant records: Retained for the duration of your tenancy plus 5 years thereafter
• Application data: Retained for 2 years for unsuccessful applications
• Location data: Retained for as long as the associated attendance or asset records are needed, typically for the duration of employment or property management relationship plus any legally required retention period
• Payment records: Retained for 7 years as required by tax legislation
• Enquiry correspondence: Retained for 2 years

6. Data Security

We implement appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, please note that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

7. Your Rights Under POPIA

Under the Protection of Personal Information Act (POPIA), you have the right to:

• Access your personal information that we hold
• Request correction of your personal information
• Request deletion of your personal information
• Object to the processing of your personal information
• Lodge a complaint with the Information Regulator
• Withdraw consent at any time (where processing is based on consent)

8. Cookies

We use cookies and similar tracking technologies to track activity on our website and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

9. Third-Party Links

Our website may contain links to third-party websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

10. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us.

11. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: