Privacy Policy

1. Information Officer

Rubyprop is a product of Rubynet (Pty) Ltd, a South African company committed to protecting the personal information of its users in accordance with the Protection of Personal Information Act, 2013 ("POPIA").

Information Officer: The Directors of Rubynet (Pty) Ltd
Email: [email protected]

2. Information We Collect

We collect and process the following categories of personal information:

• Full names, surnames, and identity/passport numbers
• Contact details: email addresses, phone numbers, physical and postal addresses
• Banking details: bank name, branch code, account number, account type
• Employment information: employer name, position, salary, HR contact details
• Property-related information: addresses, rental amounts, deposit amounts
• Signatures (digital) and document records
• FICA/KYC information as required by law
• Uploaded documents: identity documents, proof of residence, proof of income
• Account credentials (email and hashed password)
• Usage data and session information

3. Purpose of Processing

Personal information is processed for the following purposes:

• Managing rental applications, lease agreements, and mandates
• Generating and storing property management documents
• Facilitating digital signing of documents
• Processing FICA/KYC compliance checks
• Sending transactional emails and document notifications
• Processing subscription payments
• Providing customer support
• Improving our platform and services

4. Legal Basis for Processing

We process personal information on the following legal grounds:

• Contract: Processing necessary for the performance of a contract between you and the property practitioner using Rubyprop.
• Legal obligation: Processing required to comply with the Financial Intelligence Centre Act 38 of 2001 (FICA), the Rental Housing Act 50 of 1999, and the Estate Agency Affairs Act 112 of 1976.
• Legitimate interest: Processing necessary for our legitimate business interests, including platform improvement, fraud prevention, and security.
• Consent: Where required, we obtain your explicit consent before processing specific categories of information.

5. Retention of Information

We retain personal information as follows:

• FICA records: 5 years from the date of collection, as required by the Financial Intelligence Centre Act 38 of 2001.
• Lease and rental records: For the duration of the lease plus the applicable prescription period, as required by the Rental Housing Act 50 of 1999.
• Account data: For as long as the account remains active, plus 12 months after deletion request.
• Payment records: 5 years as required by the Tax Administration Act.

6. Third-Party Service Providers

We share personal information with the following third-party service providers who process data on our behalf:

• SMTP2GO: Email delivery service for transactional emails and document notifications.
• PayFast: Payment processing for subscription fees (South African payment gateway, ZAR transactions).

We do not sell, trade, or otherwise transfer your personal information to third parties for marketing purposes.

7. Security Measures

We implement appropriate technical and organisational measures to protect personal information, including:

• Encryption of data in transit (TLS/SSL)
• Secure password hashing (bcrypt)
• Role-based access controls
• Regular security reviews and updates
• Secure session management
• Input validation and sanitisation

8. Your Rights as a Data Subject

Under POPIA, you have the following rights regarding your personal information:

• Right of access: Request confirmation of whether we hold your personal information and request a copy.
• Right to rectification: Request correction or updating of inaccurate or incomplete information.
• Right to erasure: Request deletion of your personal information, subject to legal retention requirements.
• Right to object: Object to the processing of your personal information on reasonable grounds.
• Right to data portability: Request your personal information in a structured, commonly used format.
• Right to lodge a complaint: Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these rights, contact us at [email protected].

9. Cookies

Rubyprop uses session cookies solely for authentication and session management. We do not use tracking cookies, advertising cookies, or third-party analytics cookies. Session cookies are automatically deleted when you close your browser or when your session expires.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically. Continued use of Rubyprop after changes constitutes acceptance of the updated policy.

11. Contact

For questions, requests, or complaints regarding this privacy policy or the processing of your personal information:

Rubynet (Pty) Ltd
Registration Number: 2026/345895/07
Email: [email protected]
Website: rubyprop.co.za