Draft for review: this policy has not yet been approved by OfficePlace or its legal advisers. Remove this note once it is approved.
Last updated: [[date of approval]]
1. Who we are
This website (officeplace.co.za) is operated on behalf of the OfficePlace group of commercial property practices:
- OfficePlace Johannesburg (Pty) Ltd, registration number 2014/269405/07
- OfficePlace Tshwane (Pty) Ltd, registration number 2017/210959/07
- OfficePlace Durban (Pty) Ltd, registration number 2024/322498/07
- OfficePlace Cape Town (Pty) Ltd, registration number 2017/210894/07
In this policy “OfficePlace”, “we”, “us” and “our” mean the OfficePlace company that deals with you (usually the branch for the area of the property you ask about). Each company is a “responsible party” under the Protection of Personal Information Act 4 of 2013 (“POPIA”) for the personal information it processes.
Information Officer: [[name]], [[email, e.g. privacy@officeplace.co.za]], [[phone]]. [[Add Deputy Information Officers per company if appointed.]]
Postal / physical address: [[address]]
2. What this policy covers
This policy explains how we collect, use, share and protect personal information when you use this website, enquire about a property, list a property with us, sign up for property alerts or our newsletter, apply for a job, or otherwise deal with us. It applies to information about individuals and, where POPIA applies, about juristic persons (companies).
3. The personal information we collect
- Details you give us: your name, email address, phone number, company name, the space you need (area, size, budget, timing) and any message you send through our enquiry, valuation, listing, request-information, careers or alert forms, by email, phone, WhatsApp or the chat assistant.
- Property owners and landlords: property details, ownership and contact details, and information needed tmarket, let or sell the property.
- Job applicants: your CV and the information in it, references and qualifications (including PPRA registration where relevant).
- Information collected automatically: your IP address, browser and device type, pages visited, and the listings you save or compare (stored in your own browser), collected through cookies and similar technologies (see section 10).
- From third parties: listing information from our property-data provider and, where relevant, information from landlords, sellers, other practitioners or public registers.
We do not intentionally collect special personal information (for example health, religion or biometric information) or information about children through this website. Please do not send it to us.
4. Why we use it (purpose and legal basis)
| Purpose | Legal basis under POPIA (section 11) |
|---|---|
| Replying to your enquiry and passing it to the broker for the listing or area | Steps you asked for before a contract; our legitimate interest in responding |
| Arranging viewings, negotiating and concluding leases or sales | Performance of a contract or steps towards one |
| Marketing properties for owners and landlords | Contract with the owner or landlord |
| Property alerts and newsletters | Your consent, which you can withdraw at any time |
| Compliance with the Property Practitioners Act 22 of 2019, FICA and tax and other laws | Legal obligation |
| Considering job applications | Steps you asked for; legitimate interest |
| Running, securing and improving the website (including the chat assistant) | Legitimate interest and, for non-essential cookies, your consent |
5. Who we share it with
We do not sell your personal information. We share it only as far as needed:
- within the OfficePlace group, with the branch and broker best placed to help you;
- with landlords, sellers or their appointed agents when you ask about their property (for example, to arrange a viewing or submit an offer to lease);
- with service providers (“operators”) who process information for us under written agreements, including: website hosting [[hosting provider]]; our property-listing and data provider (Propdata / Syte); email delivery [[email provider]]; the website chat assistant (Zipchat); map tiles (OpenStreetMap); and content-delivery networks for images (for example Amazon CloudFront);
- with regulators, courts or law enforcement where the law requires it.
6. Transfers outside South Africa
Some of our operators store or process information outside South Africa (for example cloud hosting, email and chat services). When this happens we take the steps required by section 72 of POPIA, such as using providers that are bound by laws, binding corporate rules or agreements that give an adequate level of protection. [[Confirm the countries and safeguards for each provider.]]
7. How long we keep it
We keep personal information only for as long as we need it for the purpose it was collected, or as long as the law requires. As a guide: enquiries that do not lead to a transaction, [[24 months]]; transaction and trust-account records, at least five years as required by the Property Practitioners Act and FICA; job applications, [[12 months]] unless you agree otherwise; alert and newsletter subscriptions, until you unsubscribe. We then delete, destroy or de-identify it.
8. How we protect it
We use reasonable technical and organisational measures to protect personal information against loss, damage, unauthorised access and unlawful processing, including encrypted (HTTPS) connections, access controls, and agreements with our operators. If we have reason to believe your information has been accessed by an unauthorised person, we will notify you and the Information Regulator as required by section 22 of POPIA.
9. Direct marketing
We send property alerts, newsletters and other marketing only if you have asked for them or, where you are an existing client, about similar services, and every message includes a simple way to opt out. You can also opt out at any time by emailing [[privacy email]].
10. Cookies and similar technologies
We use:
- Essential storage to run the site, remember your cookie choice and keep your shortlist and comparison list (stored in your own browser; we do not receive it unless you send an enquiry);
- Optional technologies for the chat assistant and to understand how the site is used, only if you click “Accept” on the cookie notice.
You can change your choice at any time with the “Cookie settings” link at the bottom of every page, or by clearing cookies in your browser. [[List any analytics or advertising tools if they are added later.]]
11. Your rights
Under POPIA you may:
- ask whether we hold personal information about you and request a copy of it;
- ask us to correct, update or delete information that is inaccurate, out of date, incomplete, excessive or unlawfully obtained;
- object to processing based on our legitimate interests, and object to direct marketing at any time;
- withdraw consent you have given (this does not affect processing that already took place);
- lodge a complaint with the Information Regulator.
To make a request, email [[privacy email]]. We may need to confirm your identity first. Requests for access to records are dealt with under our PAIA manual: [[link to PAIA manual]].
12. The Information Regulator
If you are not satisfied with how we handle your personal information, you may contact the Information Regulator (South Africa): inforegulator.org.za; general enquiries: enquiries@inforegulator.org.za; POPIA complaints: POPIAComplaints@inforegulator.org.za. [[Confirm the current address and contact details on the Regulator’s website before publishing.]]
13. Changes to this policy
We may update this policy from time to time. The latest version is always on this page, with the date it was last updated. If the changes are significant, we will show the cookie notice again.
14. Contact us
Questions about this policy or your personal information: [[Information Officer name]], [[privacy email]], [[phone]]. General enquiries: info@officeplace.co.za, 011 234 1144.