Privacy Notice

Last updated: 2026

1. Who we are

PROPTRAC is the data controller for personal data processed through the PROPTRAC platform. We decide how and why your personal data is processed and are responsible for keeping it safe.

2. Personal data we collect and why

• Account data (name or username, email address, login credentials, platform branding you upload) — to create and secure your account and provide the Service. Legal basis: performance of our contract with you.
• Portfolio content (property details, bond and rental figures, contacts and documents you upload) — to deliver the portfolio features you use. Legal basis: contract.
• Support communications (messages you send us) — to answer your questions. Legal basis: contract and our legitimate interests.
• Usage and technical data (log events, device identifiers, IP address, browser type) — for security, fraud prevention, troubleshooting and product improvement. Legal basis: legitimate interests.
• Subscription status (plan, status and renewal dates received from Paddle) — to grant access to paid features and comply with our records obligations. Legal basis: contract and legal obligation.

We do not collect or store your card details. Payment data is collected directly by Paddle.

3. Who we share data with

• Service providers and subprocessors — hosting, database, storage, authentication and email providers that operate the platform on our behalf.
• Paddle.com, our Merchant of Record, for the sale of subscriptions, subscription management, payments, tax compliance and invoicing.
• Professional advisers — legal and accounting advisers where necessary.
• Authorities — where we are required to disclose data by law.

We do not sell your personal data.

4. International transfers

Some of our providers process data outside South Africa (including in the EU/EEA, UK and United States). Where data is transferred, we rely on appropriate safeguards such as standard contractual clauses or adequacy decisions.

5. Retention

We keep your account and portfolio data for as long as your account is active. After closure we retain it for up to 30 days to allow recovery or export, then delete or anonymise it, except where a longer period is required by law (for example tax and accounting records).

6. Your rights

Subject to applicable law (including POPIA and, where relevant, the GDPR), you may request access to your personal data, correction or erasure, restriction of or objection to processing, portability of data you provided, and withdrawal of consent where processing is based on consent. You also have the right to complain to the South African Information Regulator or your local supervisory authority. We aim to respond within one month.

7. Security

We use appropriate technical and organisational measures, including encryption in transit, row-level access controls that isolate each account's data, private document storage with signed time-limited access links, and least-privilege administrative access.

8. Cookies and similar technologies

We use essential cookies and local browser storage to keep you signed in and maintain your session; these are required for the Service to work. Paddle may set cookies necessary for checkout and fraud prevention. We do not use advertising cookies. You can clear or block cookies in your browser settings, but essential cookies are needed to sign in.

9. Contact

For privacy requests contact PROPTRAC through the support contact on our website. Billing-related privacy queries can also be directed to Paddle at paddle.net.