Privacy, Legal & Compliance

1. INTRODUCTION

This document establishes the recommended legal, operational, privacy, security, compliance, and governance standards for websites, CRM systems, portals, applications, marketing systems, enquiry systems, listing platforms, automation services, integrations, and related digital environments developed, managed, hosted, maintained, integrated, or supported by Propverse on behalf of The Client.

The purpose of this document is to:

Protect The Client and Propverse from avoidable operational and legal risk.
Establish clear governance and operational expectations.
Define privacy and data handling standards.
Define acceptable website usage.
Define user consent requirements.
Define liability limitations.
Establish security and operational best practices.
Provide reusable legal wording and governance standards.
Improve consistency across all Propverse-managed deployments.

2. PRIVACY POLICY

The Client respects the privacy of all users and is committed to protecting personal information in accordance with applicable privacy and data protection legislation.

Personal information may be collected through:

Website forms
Property enquiries
WhatsApp communication
CRM systems
Landing pages
Bond applications
Viewing requests
Newsletter registrations
Marketing campaigns
AI-assisted workflows
Portal integrations

Information collected may include:

Full names
Email addresses
Phone numbers
Property preferences
Budget or affordability information
IP addresses
Browser information
Device information
CRM interaction history
Communication history
Analytics information
Listing interaction history

Information may be processed for:

Responding to enquiries
Property sales and rental operations
CRM and lead management
Customer support
Reporting and analytics
Marketing communication
Operational administration
AI-assisted workflows
Automation and lead routing
Fraud prevention
Security monitoring
Business optimisation

By using the website or submitting information, users consent to the processing of information in accordance with this policy.

Users may request:

Access to information
Correction of information
Removal of information where legally permissible
Withdrawal of consent
Marketing opt-outs

Requests may require identity verification.

Reasonable technical and organisational safeguards are implemented including:

SSL encryption
Password protection
Role-based access
Backup procedures
Firewall protection
Monitoring and logging
Secure hosting environments
Malware protection

No online platform can guarantee absolute security or uninterrupted availability.

3. TERMS & CONDITIONS

By using this website, portal, CRM system, or related services, users agree to these Terms & Conditions.

Users may not:

Attempt unauthorised access
Interfere with platform functionality
Upload malicious software
Attempt data extraction or harvesting
Circumvent security controls
Use the platform unlawfully
Submit fraudulent information
Abuse automated systems

The website and related services may depend on:

Third-party APIs
Property portals
CRM systems
Hosting providers
Email services
WhatsApp providers
Analytics platforms
Mapping services
AI systems
External vendors

Neither The Client nor Propverse guarantees uninterrupted availability of services.

Neither The Client nor Propverse shall be liable for:

Indirect damages
Business interruption
Data loss
Revenue loss
Third-party outages
API failures
Portal synchronisation delays
Cybersecurity incidents beyond reasonable control
Inaccurate user-submitted information
Automated system errors
Hosting provider failures

4. COOKIE POLICY

This website may use cookies and tracking technologies to improve user experience and operational performance.

Cookies may be used for:

Session management
Website functionality
Analytics and reporting
Marketing optimisation
Retargeting campaigns
Lead attribution
Performance monitoring
User behaviour analysis

Users may disable cookies through browser settings, although some website functionality may be impacted.

5. POPIA COMPLIANCE NOTICE

By submitting information through forms, portals, WhatsApp channels, or other communication systems, users acknowledge that:

Personal information may be processed for operational purposes.
Information may be securely stored within CRM systems.
Information may be shared with operational partners where required.
Communication may occur through email, SMS, phone, or WhatsApp.
Information may be retained for reporting, compliance, backup, and operational purposes.

Please refer to the Contact Us page on this website for current information or data protection contact details.

6. THIRD-PARTY INTEGRATION DISCLAIMER

This website and related systems may integrate with:

Property portals
CRM systems
WhatsApp services
Email platforms
Accounting systems
ERP platforms
AI services
Automation platforms
Payment gateways
Cloud services
Mapping services
Analytics providers

Third-party systems may experience:

Outages
Delays
API changes
Synchronisation failures
Data inconsistencies
Pricing changes
Functional limitations

Neither The Client nor Propverse shall be liable for failures or disruptions caused by external vendors or platforms.

7. AI & AUTOMATION DISCLOSURE

Certain workflows, responses, communications, reporting systems, recommendations, or operational functions may involve automation or AI-assisted systems.

Automated outputs may:

Contain inaccuracies
Be incomplete
Require human verification
Change over time

Users should independently verify important information before relying on automated outputs.

Neither The Client nor Propverse guarantees the accuracy of AI-generated outputs.

8. PROPERTY & FINANCIAL DISCLAIMER

Property information, pricing, availability, specifications, rental values, investment figures, affordability calculations, and bond estimates displayed on this website are illustrative only and may change without notice.

Users should independently verify:

Property availability
Measurements
Pricing
Investment assumptions
Financial calculations
Bond affordability

Finance approval remains subject to financial institution criteria.

Nothing on this website constitutes financial, legal, or investment advice.

9. WHATSAPP & COMMUNICATION CONSENT

By supplying a mobile number or communicating through messaging platforms, users consent to communication through:

WhatsApp
SMS
Email
Automated communication systems

Communication history may be stored within operational systems for support, reporting, and operational purposes.

Message and data rates may apply.

10. DATA RETENTION

Information may be retained:

For operational purposes
For legal compliance
For reporting and analytics
For backup and disaster recovery
For dispute resolution
For CRM and customer relationship purposes

Retention periods may vary depending on legal, operational, and business requirements.

11. SECURITY STANDARDS

Recommended security standards include:

SSL certificates
Secure hosting environments
Firewall protection
Malware scanning
Secure backups
Password-protected administration
Role-based access controls
Access logging
MFA for administrative accounts
Monitoring and alerting
CAPTCHA and spam protection
Secure form processing

12. BACKUP & DISASTER RECOVERY

Recommended backup governance includes:

Daily automated backups
Weekly backup validation
Secure offsite storage
Recovery testing
Disaster recovery planning
Backup retention policies
Monitoring and alerting

While reasonable backup procedures may be implemented, neither The Client nor Propverse guarantees prevention of all potential data loss.

13. ROLE-BASED ACCESS GOVERNANCE

Administrative and operational access should follow role-based governance principles.

Recommended controls include:

Unique user accounts
Restricted administrator access
Password policies
MFA enforcement
Periodic access reviews
Activity logging
Permission separation
Access revocation procedures

14. CONSENT CHECKBOX WORDING

Recommended privacy consent wording:

"I consent to my information being processed in accordance with the Privacy Policy."

Recommended marketing consent wording:

"I agree to receive communication via email, SMS, or WhatsApp regarding services, listings, or marketing communication."

Recommended WhatsApp consent wording:

"I consent to communication via WhatsApp or similar messaging platforms."

15. FOOTER LEGAL LINKS

Every Propverse-managed website should contain footer links to:

Privacy Policy
Terms & Conditions
Cookie Policy
POPIA Compliance

Example:

Privacy Policy | Terms & Conditions | Cookie Policy | POPIA Compliance

16. OPERATIONAL GOVERNANCE

Propverse should maintain:

Standardised legal templates
Deployment governance standards
Vendor management procedures
Security standards
Backup standards
Access control procedures
Incident response processes
Client onboarding checklists
Integration governance
AI usage disclosures
Operational audit processes

This improves:

Scalability
Operational consistency
Governance maturity
Risk reduction
Client protection
Platform reliability