POPIA & Tenant Vetting Governance

Tenant Privacy Policy & Real Estate POPIA Policy

Statutory privacy policy governing the collection, credit vetting, and protection of tenant identity records, lease agreements, and biometric access control logs under the Protection of Personal Information Act (POPIA Act 4 of 2013).

Licensor: TVB Network (Pty) Ltd POPIA Role: Section 21 Operator Effective Date: 1 January 2026 Location: Johannesburg, South Africa

TENANT DATA PROTECTION NOTICE PropManage SA processes tenant national identity documents, payslips, credit bureau profiles (TransUnion/Experian/TPN), banking details for debit orders, and gate intercom access logs. The Landlord or Managing Agency acts as the statutory Responsible Party, and TVB Network operates strictly as the Operator (Section 21 POPIA) executing instructions within encrypted BigQuery operational tables.

1. Categories of Tenant & Owner Data Collected

To administer residential and commercial leasing agreements, PropManage SA processes:

Tenant Personal Records: Full legal names, South African ID numbers or passport details, employment confirmation letters, salary slips, and emergency contact numbers.
Financial & Credit Vetting Records: 3-month bank statements, National Credit Act (NCA) credit bureau inquiry scores, rent payment histories, and security deposit ledgers.
Property Ownership Records: Title deed numbers, registered owner banking accounts for net rental payouts, Sectional Title Participation Quotas (PQ), and municipal utility accounts.
Premises Access Control Logs: Biometric facial/fingerprint timestamps and visitor registration numbers generated at estate guardhouses.

2. Credit Bureau Vetting & Express Consent

2.1. Mandatory Prior Written Consent: The Agency agrees that it shall never execute a credit bureau check (via TPN, TransUnion, or Experian) against a prospective tenant without obtaining verified written or digital consent pursuant to Section 18 of the National Credit Act (Act 34 of 2005) and Section 11 of POPIA.

2.2. Zero Commercial Reselling: TVB Network strictly prohibits extracting, sharing, or reselling tenant databases to marketing agencies, financial loan aggregators, or unauthorized third parties.

3. Statutory Archival Schedules

In compliance with the Rental Housing Act and the Property Practitioners Act:

Signed lease agreements, ingoing/outgoing inspection reports, and rental invoices must be retained for a mandatory minimum of five (5) years following lease termination.
Trust account payment receipts and deposit statements must be archived for five (5) years for annual PPRA audit submission.

4. Tenant Rights of Access & Correction (Sections 23 & 24)

Tenants have the right to request a statement of their rental account, view their lease documentation on the Tenant Portal, and request correction of inaccurate contact or biographical records by contacting their leasing agency.

5. Information Officer Contact

For inquiries regarding PropManage SA privacy architecture, cloud encryption, or POPIA compliance:

Information Officer — TVB Network (Pty) Ltd:
Email: privacy@tvbnet.co.za / popia@propmanage.co.za
Location: Sandton, Johannesburg, South Africa