Privacy Policy

Last Updated: February 2026

PropErgy Management is committed to protecting your privacy and ensuring that your personal information is collected, processed, stored, and used lawfully and responsibly in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”), the Promotion of Access to Information Act 2 of 2000 (“PAIA”), and all other applicable data protection laws.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information.

1. Introduction and Definitions

For purposes of this Policy:

“Applicable Laws” means all laws, regulations, and codes of practice relating to data protection and privacy, including POPIA and PAIA.

“Client”, “you”, or “your” refers to any person or entity that:

  • Has engaged PropErgy Management for services;
  • Has previously transacted with us;
  • Has submitted an enquiry;
  • Has provided personal information to us; or
  • Has consented to our processing of their personal information.
 

“Personal Information” has the meaning assigned in POPIA and includes any information relating to an identifiable individual or juristic person.

“Special Personal Information” refers to sensitive information as defined in POPIA.

“PropErgy Management”, “we”, “us”, or “our” refers to PropErgy Management and its authorised representatives.

2. Our Commitment to Privacy

We recognise that everyone has the right to privacy. During the course of our business, we collect and process personal information relating to clients, trustees, managing agents, developers, contractors, suppliers, employees, and other stakeholders.

We are committed to:

  • Processing personal information lawfully and transparently;
  • Limiting collection to what is necessary;
  • Protecting information against unauthorised access;
  • Maintaining accurate records;
  • Respecting data subject rights.
 

We will not sell your personal information

3. Consent

By submitting personal information to us, you consent to the processing of your information in accordance with this Policy.

If you do not agree with this Policy, please do not submit personal information to us. In such circumstances, we may be unable to provide certain services.

4. How to Contact Us

For any questions, requests, or concerns regarding this Policy, please contact:

Email: info@propergymanagement.co.za
Subject Line: Privacy Enquiry – PropErgy Management

5. Amendment of This Policy

We may amend this Policy from time to time to:

  • Reflect legal or regulatory changes;
  • Introduce new services or systems;
  • Improve clarity;
  • Correct errors; or
  • Respond to operational requirements.
 

Updated versions will be published on our website and become effective upon publication.

We encourage you to review this Policy periodically.

6. Privacy and Limitation of Liability

We take reasonable technical and organisational measures to safeguard your personal information.

However, you are responsible for protecting your own access credentials and devices.

While we strive to prevent unauthorised access, we cannot be held liable for losses arising from unlawful third-party actions beyond our reasonable control.

We rely on you to provide complete and accurate information. We are not responsible for harm caused by inaccurate or outdated information supplied by you.

7. Information We May Collect

We may collect the following types of information:

7.1 Personal and Contact Information

  • Name and surname
  • Physical and postal address
  • Email address
  • Telephone number
  • Identity or registration numbers
  • Passport details (where applicable)
 

7.2 Financial and Business Information

  • Banking details
  • Levy and budget information
  • Financial statements
  • Audit-related data
  • Payment records
  • Tax-related information (where required)
 

7.3 Property and Operational Information

  • Building and scheme records
  • Maintenance plans
  • Project documentation
  • Governance records
  • Trustee resolutions
  • Contractual agreements

7.4 Communication Records

  • Emails
  • Messages
  • Enquiry forms
  • Telephone recordings (where applicable)
  • Meeting notes

7.5 Special Personal Information

Where necessary and lawful, we may process sensitive information such as biometric data, security footage, or access control records. 

8. How We Collect Information

We collect personal information in the following ways:

8.1 Direct Collection

When you:

  • Contact us;
  • Complete forms;
  • Engage our services;
  • Submit enquiries;
  • Enter into agreements.

 

8.2 Indirect Collection

From:

  • Public records;
  • Regulatory bodies;
  • Managing agents;
  • Trustees;
  • Professional advisors;
  • Lawful third-party sources.

We only collect indirect information where lawful, reasonable, and necessary.

9. Use of Personal Information

We may process your personal information for the following purposes:

  • Providing our professional services;
  • Managing client relationships;
  • Preparing budgets, audits, and reports;
  • Project and building management;
  • Governance support;
  • Dispute resolution;
  • Regulatory compliance;
  • Fraud prevention;
  • Risk management;
  • Record keeping;
  • Marketing (subject to consent);
  • Improving service quality.

We will only process information for legitimate business purposes.

10. Marketing Communications

We may contact you regarding our services if:

  • You have engaged with us previously; or
  • You have consented.

You may opt out at any time by contacting us or using provided unsubscribe mechanisms.

We respect your preferences.

11.Disclosure of Personal Information

We may share your information with:

  • Auditors and accountants;
  • Legal advisors;
  • Managing agents;
  • Contractors (where necessary);
  • Regulatory authorities;
  • Service providers;
  • Cloud storage providers.

Disclosure will only occur:

  • With your consent;
  • To fulfil contractual obligations;
  • To comply with legal requirements;
  • To protect legitimate interests;
  • For fraud and crime prevention.

All third parties are required to maintain appropriate confidentiality and security.

12. Cross-Border Transfers

Your personal information may be processed or stored outside South Africa, including via cloud services.

Where this occurs, we take reasonable steps to ensure equivalent data protection standards are applied.

13. Retention of Personal Information

We retain personal information only for as long as necessary to:

  • Fulfil the purpose of collection;
  • Comply with legal obligations;
  • Enforce rights;
  • Resolve disputes;
  • Maintain records.

Retention periods are determined in accordance with Applicable Laws and operational requirements.

14. Access, Correction, and Deletion

You have the right to:

  • Request confirmation of whether we hold your information;
  • Access your personal information;
  • Request correction of inaccurate data;
  • Request deletion where lawful;
  • Object to certain processing activities;
  • Request restriction of processing.

Requests must be submitted in writing.

PAIA-related requests will be handled in accordance with our PAIA Manual.

15. Objection to Processing

You may object, on reasonable grounds, to the processing of your personal information where such processing is based on legitimate interest.

We will assess and respond to objections in accordance with POPIA.

16. Complaints

If you believe we have infringed your privacy rights, please contact us first so we can attempt to resolve the matter.

If unresolved, you may lodge a complaint with the Information Regulator of South Africa:

Information Regulator (South Africa)
Tel: +27 12 406 4818
Email: inforeg@justice.gov.za
Website: www.justice.gov.za/inforeg

17. Governing Law

This Policy is governed by the laws of the Republic of South Africa.

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