Privacy Policy (POPIA-aligned)

1. Responsible Party (Who We Are)

2. Who This Policy Applies To

This policy applies to users of UnityProp, including:

• Owners/landlords
• Building/complex administrators and managing agents
• Residents/tenants and other authorised occupants
• Visitors to our websites and support channels

3. Personal Information We Collect

We may collect and process the following categories of personal information (depending on which features you use):

4. Why We Process Personal Information (Purposes)

We process personal information for purposes such as:

• Creating and managing user accounts and role-based access
• Linking users to the correct building/unit and enabling property administration
• Providing core functionality (announcements, issue reporting, resident management, communications)
• Responding to support requests and communicating with you about service matters
• Improving the Services, troubleshooting, and maintaining quality
• Securing our systems, preventing fraud/abuse, and maintaining audit logs
• Complying with legal obligations and enforcing our terms

5. Lawful Grounds for Processing

We process personal information only where permitted under applicable law. Depending on the context, this may include:

• Processing necessary to provide the Services you request
• Processing required to comply with legal obligations
• Legitimate interests (e.g., security, fraud prevention, service improvement), balanced against your rights
• Your consent (where required, for example for certain optional processing or direct marketing)

Where consent is used, you may withdraw consent at any time (subject to lawful limits).

6. How We Use Communications and Notifications

UnityProp may send service-related communications (e.g., account verification, security alerts, building notices you are entitled to receive).

Where we send marketing communications, we will provide appropriate opt-in/opt-out choices and you may unsubscribe at any time.

7. Sharing Personal Information

We may share personal information in the following circumstances:

8. Cross-Border Transfers

Your personal information may be processed or stored outside South Africa (for example, where cloud infrastructure or support tools are hosted internationally). Where cross-border transfers occur, we take steps intended to ensure your information receives appropriate protection consistent with POPIA.

9. Security Safeguards

We implement reasonable technical and organisational measures to protect personal information against loss, unauthorised access, unlawful processing, and damage. These measures may include access controls, least-privilege permissions, encryption in transit, monitoring/logging, and secure development practices.

No method of transmission or storage is completely secure; however, we continuously work to maintain and improve safeguards.

10. Retention (How Long We Keep Information)

We retain personal information only as long as necessary for the purposes described in this policy, unless a longer retention period is required or permitted by law.

Retention depends on factors such as:

• Account status and ongoing service needs
• Legal/compliance requirements
• Dispute resolution and security/audit needs

When information is no longer needed, we will delete, de-identify/anonymise, or securely archive it.

11. Your Rights (Data Subject Rights)

Subject to POPIA and other applicable laws, you may request to:

• Access the personal information we hold about you
• Correct or update inaccurate information
• Request deletion of information (where lawful and applicable)
• Object to certain processing (where applicable)
• Withdraw consent (where processing is based on consent)

To exercise these rights, contact the Information Officer using the details in Section 1. We may request proof of identity before fulfilling requests to prevent unauthorised access.

12. Complaints

If you believe your personal information has been processed unlawfully or your rights have been infringed, you may:

• Contact our Information Officer first so we can try to resolve the issue, and/or
• Lodge a complaint with the Information Regulator (South Africa)

13. Children

The Services are not intended for children unless explicitly required for building/community administration and permitted by law. If we learn that personal information of a child has been collected unlawfully, we will take steps to delete it.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted in the Services or on our website, and the "Last updated" date will be revised.

15. Contact Details