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Privacy Policy

Last updated: 1 March 2026

DominionDesk (Pty) Ltd (“we”, “us”, “our”) is committed to protecting your personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA). This Privacy Policy explains what information we collect, how we use it, and your rights.

1. Who This Applies To

This policy applies to:

  • Landlords and property managers who use DominionDesk (“Users”)
  • Tenants who access the Tenant Portal
  • Visitors to dominiondesk.com

2. Information We Collect

From Users (Landlords):

  • Name, email address, and password (hashed)
  • Company name and contact details
  • Banking details (stored encrypted, used for invoice generation only)
  • Property information, lease data, expense records

From Tenants (via the Tenant Portal):

  • Name, email address, phone number
  • South African ID number (optional, stored for FICA compliance)
  • Employment information (optional, for lease applications)
  • Proof of payment documents uploaded

Automatically collected:

  • Browser type, IP address, and usage logs (for security and performance)
  • Session data via secure cookies

3. How We Use Your Information

We use personal information to:

  • Provide and operate the DominionDesk service
  • Send automated rent reminders and invoices on your behalf
  • Generate financial reports and tax summaries
  • Send service-related notifications (e.g. payment received, maintenance updates)
  • Provide customer support
  • Improve the platform based on usage patterns

We do NOT:

  • Sell your data to any third party
  • Use your data for advertising
  • Share tenant data with any party other than the account-holding landlord

4. Data Storage & Security

  • All data is stored on encrypted, cloud-hosted servers
  • Passwords are hashed using industry-standard algorithms and never stored in plain text
  • Access to data is role-based — only you and team members you authorise can see your data
  • File uploads (documents, proof of payment) are stored via UploadThing on secure cloud storage
  • We use HTTPS for all data transmission

5. Data Retention

  • Your data is retained for as long as your account is active
  • If you cancel, your data is retained for 30 days to allow export, then securely deleted
  • Audit logs may be retained for up to 12 months for security purposes

6. Your Rights Under POPIA

As a data subject, you have the right to:

  • Access — Request a copy of the personal information we hold about you
  • Correction — Request correction of inaccurate information
  • Deletion — Request deletion of your personal information (subject to legal retention requirements)
  • Objection — Object to the processing of your personal information
  • Export — Export all your data from the platform at any time

To exercise these rights, contact us at privacy@dominiondesk.com.

7. Tenant Data — Landlord Responsibility

When you use DominionDesk to store your tenants' personal information, you are the responsible party under POPIA. You must:

  • Have a lawful basis for collecting tenant information
  • Inform tenants that their information is stored on DominionDesk
  • Ensure you do not collect more information than is necessary
  • Respond to any tenant requests regarding their personal information

8. Cookies

We use essential cookies for session management and authentication. We do not use advertising or tracking cookies. You can disable cookies in your browser settings, but this may affect your ability to log in.

9. Third-Party Services

We use the following third-party services to operate the platform:

  • Vercel — Hosting and deployment
  • Railway — Database hosting
  • UploadThing — File storage
  • Resend — Transactional email delivery
  • PayFast — Payment processing (subscription billing)

Each of these providers has their own privacy policies and data processing agreements.

10. Children's Privacy

DominionDesk is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from minors.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you by email when material changes are made. The “Last updated” date at the top of this page will always reflect the most recent version.

12. Contact Us

For any privacy-related questions or to exercise your rights:

Email: privacy@dominiondesk.com
Information Officer: DominionDesk (Pty) Ltd
Website: dominiondesk.com

To lodge a complaint about how we handle your personal information, you may also contact the Information Regulator of South Africa at inforeg.org.za.