1. Introduction
VettedStay (Pty) Ltd ("we", "us", or "our") operates tenant screening services in South Africa. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our services.
2. Information We Collect
2.1 Information You Provide
When you use our tenant screening services, we collect:
- Full name and contact details (email, phone number)
- South African ID number
- Residential address
- Employment information
- Rental history
- Consent documentation
2.2 Information From Third Parties
To complete background checks, we obtain information from:
- Credit bureaus (TransUnion, Experian, CompuScan)
- Department of Home Affairs
- Court records databases
- Previous landlords and employers (with consent)
2.3 Automated Information
We collect technical information including:
- IP address and device information
- Browser type and version
- Usage data and analytics
3. How We Use Your Information
We use your personal information to:
- Process tenant screening requests
- Generate comprehensive background reports
- Verify identity and prevent fraud
- Comply with legal obligations
- Improve our services
- Communicate with you about your order
- Send important service updates
4. Legal Basis for Processing
Under POPIA, we process your personal information based on:
- Consent: You provide explicit consent for background screening
- Contractual necessity: Required to fulfill our service agreement
- Legal obligation: Compliance with South African laws
- Legitimate interests: Fraud prevention and service improvement
5. Consent Requirements
Your consent includes:
- Authorization to collect personal information
- Permission to access credit bureau records
- Consent to contact previous landlords and employers
- Agreement to share the report with the requesting landlord
6. Information Sharing and Disclosure
6.1 Who We Share With
We share personal information only with:
- Landlords: Who commissioned the screening (with your consent)
- Credit bureaus: For credit history verification
- Government agencies: For identity and records verification
- Service providers: IT infrastructure and payment processing (under strict confidentiality)
6.2 We Never Sell Your Data
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
7. Data Security
We implement industry-standard security measures:
- 256-bit SSL encryption for all data transmission
- Secure cloud storage with access controls
- Regular security audits and penetration testing
- Employee confidentiality agreements
- Multi-factor authentication for system access
- Encrypted backups
8. Data Retention
We retain personal information for:
- Screening reports: 5 years (legal requirement)
- Transaction records: 7 years (tax compliance)
- Consent documentation: Duration of retention + 1 year
- Marketing preferences: Until you unsubscribe
After retention periods expire, we securely delete or anonymize all personal information.
9. Your Rights Under POPIA
You have the right to:
- Access: Request copies of your personal information
- Correction: Request corrections to inaccurate data
- Deletion: Request deletion of your data (subject to legal obligations)
- Object: Object to processing for legitimate interests
- Restrict: Request restriction of processing
- Portability: Receive your data in a structured format
- Withdraw consent: Withdraw consent at any time
- Complain: Lodge a complaint with the Information Regulator
9.1 How to Exercise Your Rights
To exercise any of these rights, contact us at:
- Email: privacy@vettedstay.co.za
- Phone: +27 12 345 6789
- Post: VettedStay (Pty) Ltd, Privacy Officer, Cape Town, South Africa
We will respond to your request within 30 days.
10. Cookies and Tracking
Our website uses cookies to:
- Remember your preferences
- Analyze website usage
- Improve user experience
You can disable cookies in your browser settings, though some features may not function properly.
11. Third-Party Services
We use trusted third-party services:
- Google Analytics: Website analytics (anonymized)
- Payment gateways: Secure payment processing
- Email services: Communication delivery
These services have their own privacy policies and security measures.
12. Children's Privacy
Our services are not intended for individuals under 18 years old. We do not knowingly collect information from minors.
13. International Transfers
Your personal information is primarily stored and processed in South Africa. If we transfer data internationally, we ensure adequate protection through:
- Standard contractual clauses
- Adequacy decisions
- Binding corporate rules
14. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes via:
- Email notification
- Website banner
- Updated "Last Modified" date
Continued use of our services after changes constitutes acceptance of the updated policy.
15. Contact Information
For privacy-related questions or concerns:
- Email: info@vetstay.click
- Website: vetstay.click
- Phone: +27 72 215 7269
- Address: Lake Rd, Grassy Park, Cape Town, Western Cape, 7941
- Business Hours: Monday - Friday, 9:00 - 17:00 SAST
16. Information Regulator
If you have concerns about how we handle your personal information, you may contact the Information Regulator (South Africa):
- Website: inforegulator.org.za
- Email: inforegulator@justice.gov.za
- Phone: 012 406 4818
Last Updated: January 6, 2025
Effective Date: January 6, 2025
Version: 1.0