Protection of Personal Information Act, 4 of 2013
1. Our commitment
Glen Property Management (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information in line with the Protection of Personal Information Act (POPIA). This notice explains what personal information we collect, why we collect it, how we use and protect it, and what rights you have.
What Are Cookies?
Responsible party: Glen Property Management, Protea Glen, Soweto, South Africa
Information Officer: Harry Tutje
Email: info@glenpropertymanagement.co.za
Phone / WhatsApp: +27 63 882 5593
Website: glenpropertymanagement.co.za
2. Who we are
- Essential Cookies: These are necessary for the website to function properly and enable core features such as navigation and access to secure areas.
- Performance Cookies: These help us understand how visitors interact with our website by collecting information anonymously. This data allows us to improve the performance and functionality of our site.
- Marketing Cookies: These cookies track your online activity to help us deliver relevant advertising and measure the effectiveness of our marketing campaigns.
3. What personal information we collect
Depending on how you deal with us, we may collect:
- Landlords and property owners: name, contact details, property address, ownership details, banking details (for payments and rent collection where applicable), and property photos and descriptions.
- Prospective tenants and tenants: name, contact details, ID number or copy of ID, employment details, proof of income (such as payslips or bank statements), references, and rental history, for screening and lease preparation.
- Website visitors and enquirers: name, email, phone number, the contents of your message, and technical data such as IP address, browser type and pages visited (through cookies and similar tools).
- WhatsApp, social media and email communications you send to us.
4. Why we collect and use your information
We process personal information only for legitimate business purposes, including:
- Responding to enquiries and providing quotes
- Advertising and marketing rental properties
- Screening prospective tenants and preparing lease agreements
- Providing property management, maintenance, cleaning and related services
- Communicating with you about our services, viewings and appointments
- Keeping records and meeting legal, tax and regulatory obligations
- Improving our website and services
- Sending marketing communications, only where you have consented or the law allows (see section 8)
5. Consent and lawful basis
We collect your personal information directly from you wherever possible. We process it because you have given consent, because it is necessary to deliver a service or conclude a contract with you, because the law requires it, or because it is necessary for our legitimate interests (or yours). You may withdraw consent at any time by contacting us, though this will not affect processing already done, and may limit the services we can provide.
6. Who we share your information with
We do not sell your personal information. We may share it only where needed, with:
- Landlords or property owners (for example, tenant application details for screening decisions)
- Service providers who help us operate, such as website hosting, email and communication platforms, cleaning or maintenance contractors, and credit or reference-check providers
- Professional advisers, the authorities or courts, where required by law
Anyone we share information with is expected to keep it confidential and secure, and to use it only for the purpose we shared it for.
7. How we protect your information
We take reasonable technical and organisational steps to keep your information safe, including password-protected systems, restricted access, updated website software and secure storage of documents. If a security breach affecting your personal information occurs, we will notify the Information Regulator and affected individuals as required by law.
8. Direct marketing
We will only send you direct marketing (by email, SMS or WhatsApp) if you have opted in, or are an existing client and the law allows it. Every marketing message will include a simple way to opt out. To stop receiving marketing, reply “STOP” or contact us using the details above.
9. Cookies
Our website uses cookies to make it work properly and to understand how visitors use it. For more detail, please see our Cookie Policy. You can manage cookies in your browser settings.
0. How long we keep your information
We keep personal information only for as long as needed for the purpose it was collected, or as the law requires. [Example: tenant screening documents of unsuccessful applicants are deleted within 6 months; client records are kept for 3 years after our service ends.] When information is no longer needed, we delete or destroy it securely.
10. How long we keep your information
We keep personal information only for as long as needed for the purpose it was collected, or as the law requires. [Example: tenant screening documents of unsuccessful applicants are deleted within 6 months; client records are kept for 3 years after our service ends.] When information is no longer needed, we delete or destroy it securely.
11. Your rights
Under POPIA you have the right to:
- Ask whether we hold personal information about you, and request access to it
- Request correction or deletion of information that is inaccurate, outdated or unlawfully held
- Object to the processing of your personal information, including for direct marketing
- Withdraw your consent at any time
- Lodge a complaint with the Information Regulator
To exercise any of these rights, email our Information Officer at info@glenpropertymanagement.co.za. We will respond within a reasonable time.
12. Complaints
If you believe we have not handled your personal information properly, please contact us first so we can try to resolve it. You also have the right to complain to the Information Regulator (South Africa):
Website: inforegulator.org.za
Email: enquiries@inforegulator.org.za
13. Changes to this notice
We may update this notice from time to time. The latest version will always be available on this page, with the “last updated” date shown at the top.