Privacy policy

Last updated: 1 October 2026. PropDeck is a product of Binary Base (Pty) Ltd (registration number 2026/397946/07, 9 Tom van Aardt, Tzaneen, Limpopo 0850, South Africa). This policy explains how we process personal information under South Africa's Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who is responsible for what

Estate agencies that use PropDeck decide why and how they use the personal information of the people they contact (property owners, buyers, tenants and other enquirers). They are the responsible party for that information. Binary Base processes it on their behalf, as their operator, and only on their instructions.
Binary Base is the responsible party for the personal information of the people who hold PropDeck accounts (agents and administrators) and for visitors to this website.

2. What we process

Whose	What
Account holders (agents, administrators)	Name, work email, mobile number, password (stored as a salted hash), profile photo and card details you choose to add, PPRA / Fidelity Fund Certificate details if you add them, activity records needed for security and the audit trail.
Agencies	Agency name, registration and compliance details the agency enters, branding, billing contact details.
People an agency deals with	Whatever the agency records about them: contact details, consent and opt-out records, notes, enquiries and the messages they send. If an agent connects a WhatsApp Business number, the messages and contact details of people who message that number are shown in the agent's inbox.
Website visitors	Basic technical data (for example IP address and browser type) needed to serve and protect the site.

3. Why we process it, and on what basis

To provide, secure and support the service (performance of our contract with the agency and the account holder).
To keep records, meet legal obligations and respond to requests under POPIA.
To invoice the agency (contract; legal obligation).
Where the law requires consent, the agency records and honours it. PropDeck is built so that an agent can contact an owner only when the consent rules allow it.

We do not sell personal information, do not use it for advertising, and do not use it to train AI models.

4. Who else receives it

Hosting and infrastructure providers that run PropDeck for us. Our live service is hosted in South Africa.
Email delivery for password resets and notices. We will name the provider here once chosen.
Meta Platforms, only when an agent chooses to connect a WhatsApp Business number: messages travel through WhatsApp's own systems, some of which are outside South Africa.
Authorities, where the law requires it.

Where personal information is processed outside South Africa we rely on the protections in section 72 of POPIA (for example a contract or binding rules giving substantially similar protection).

5. Security

We use access controls by role and by agency, encryption of the most sensitive fields (for example identity numbers) and of backups, an audit log of who viewed or changed records, and agency-level separation so one agency can never see another's information. No system is perfectly secure; if a breach affects your information we will notify the responsible party and the Information Regulator as POPIA requires.

6. How long we keep it

Agencies set retention for the people they deal with. By default, owners who have not responded are anonymised after 24 months. Account information is kept while the account is active and for a limited period afterwards for legal and audit reasons. Backups are overwritten on a rolling schedule.

7. Your rights

You may ask us whether we hold your information, ask for a copy, ask us to correct it, ask us to delete it, or object to its processing. If your information is held by an estate agency using PropDeck, we will pass your request to that agency (the responsible party) and help it respond.

8. How to ask for access, correction or deletion of your data

Email privacy@propdeck.co.za with your name, the email address or number involved, and what you want. We may ask you to prove who you are. We reply within 30 days. To stop an agent contacting you, you can also reply STOP to any message you receive.

9. Complaints

If you are not happy with how we handled your request you may complain to the Information Regulator of South Africa: inforegulator.org.za.

10. Contact

Information Officer of Binary Base (Pty) Ltd: Sipho Mahayi, registered with the Information Regulator (registration number 2026-033883) · privacy@propdeck.co.za
Binary Base (Pty) Ltd, 9 Tom van Aardt, Tzaneen, Limpopo 0850, South Africa · +27 78 842 6522

11. Changes

We may update this policy and will change the date above when we do.