Privacy Policy

Effective Date: 01 February 2025

At OTO~Let ("we," "us," "our," or the "Company"), we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal information in compliance with the Protection of Personal Information Act (POPIA) and other applicable South African laws.

By using our website, https://otolet.africa (the "Site"), and our tenant screening services (the "Services"), you agree to the terms of this Privacy Policy. If you do not agree with this policy, please do not use our Services.

1. Scope of This Policy

This Privacy Policy applies to:

• Landlords, property managers, and other users who access or use our Services.

• Tenants and rental applicants whose personal information is submitted for screening purposes.

2. Information We Collect

We collect the following types of information:

2.1. Personal Information

• From Landlords/Property Managers: Name, email address, phone number, business address, payment information, and other details necessary to provide our Services.

• From Tenants/Applicants: Name, ID number, contact details, rental history, employment information, income details, credit information, and criminal record checks (where legally permissible).

2.2. Technical Information

• IP address, browser type, device information, operating system, and usage data collected through cookies and similar technologies.

2.3. Bank Statement Processing

• By providing your bank statements to OTO~Let, you explicitly consent to the collection, analysis, and processing of your financial data. This information is utilised solely for tenant screening and rental application evaluations. We ensure the confidentiality and security of your financial data in compliance with applicable laws, including the Protection of Personal Information Act (POPIA).

2.4. Third-Party Information

• We may receive information from third-party sources, such as credit bureaus, employers, and government agencies, to verify the information provided by tenants/applicants.

• We may share your personal data with trusted third-party service providers who assist us in delivering our services, such as identity verification, bank statement analysis, and analytics providers. These third parties are contractually obligated to protect your data and use it only for the specified purposes in accordance with POPIA.

3. How We Use Your Information

We use your personal information for the following purposes:

• To provide and improve our Services, including tenant screening and verification.

• To communicate with you about your account, transactions, and updates to our Services.

• To comply with legal and regulatory requirements, including POPIA.

• To protect the rights, property, and safety of OTO~Let, our users, and the public.

• For internal business purposes, such as data analysis, audits, and developing new features.

• We may use automated systems to analyse your financial data and assist in evaluating rental applications. These systems are designed to ensure fair and objective assessments. If you would like a manual review of any decision made about you, please contact us.

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: Where you have provided explicit consent for specific processing activities.

• Contractual Necessity: To fulfil our obligations under a contract with you (e.g., providing tenant screening services).

• Legal Obligations: To comply with applicable laws and regulations.

• Legitimate Interests: To operate our business and provide our Services, provided such interests do not override your rights and freedoms.

5. Sharing Your Information

We may share your personal information with the following parties:

• Landlords/Property Managers: To provide tenant screening results.

• Third-Party Service Providers: Such as credit bureaus, verification agencies, and IT service providers, who assist us in delivering our Services.

• Legal and Regulatory Authorities: When required by law or to protect our legal rights.

• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new owner.

We do not sell or rent your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. These measures include:

• Encryption of sensitive data.

• Regular security audits and vulnerability assessments.

• Access controls and authentication mechanisms.

• Employee training on data protection best practices.

7. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Retention periods may vary depending on the type of information and the purpose for which it was collected.

We retain your personal and financial data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy or as required by law. Once the data is no longer needed, we ensure its secure deletion or destruction using industry best practices.

8. Your Rights Under POPIA

As a data subject, you have the following rights under POPIA:

• Access: Request a copy of the personal information we hold about you.

• Correction: Request that we correct or update inaccurate or incomplete information.

• Deletion: Request that we delete your personal information, subject to legal limitations.

• Objection: Object to the processing of your personal information for specific purposes.

• Restriction: Request that we restrict the processing of your personal information under certain circumstances.

• Data Portability: Request a copy of your personal information in a structured, commonly used format.

To exercise these rights, please contact us using the details provided in Section 12.

9. International Data Transfers

If we transfer your personal information outside South Africa, we will ensure that adequate safeguards are in place to protect your information, in compliance with POPIA and other applicable laws.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience on our Site. You can manage your cookie preferences through your browser settings. For more information, please refer to our Cookie Policy.

11. Children’s Privacy

Our Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected such information, we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our Site or through other communication channels. Your continued use of our Services after such changes constitutes your acceptance of the updated policy.

13. Your Rights

As a data subject under the Protection of Personal Information Act (POPIA), you have the right to:

• Access the personal data we hold about you

• Request correction or deletion of your data

• Object to or restrict our data processing

• Withdraw your consent at any time (where processing is based on consent)

To exercise these rights, please email our Information Officer at support@otolet.africa.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

• Email: support@otolet.africa