1. Introduction

PropSign is committed to processing personal information lawfully, transparently, and securely. This Privacy Policy explains how we handle personal information when you access our website, use our digital signing platform, or interact with related services.

Depending on the context, PropSign may act as a Responsible Party for our own business records and account-management information, or as an Operator when processing documents and signatures on behalf of real estate agencies.

2. Information We Collect

We collect information needed to operate the service, including:

• Account details: names, email addresses, contact numbers, and subscription-related records.
• Agency information: business identity details, branding information, office details, and workspace settings provided by agencies.
• Document and signing information: document fields, acknowledgements, signatures, initials, timestamps, and supported workflow activity captured by the platform.
• Technical and usage information: browser and device details, IP address information, page usage, and other operational telemetry used to deliver and secure the service.
• Support information: information shared when you ask for help, raise a billing query, or request document or account support.

3. How We Use Personal Information

We process personal information to:

• deliver document-signing and account-management workflows;
• route transactional emails and service notices;
• operate subscription billing and payment recovery processes;
• support POPIA-aware workflow steps inside the platform;
• monitor for abuse, unauthorized access, and service issues; and
• provide customer support and improve the product.

4. POPIA and Lawful Processing

We process personal information based on contractual necessity, legal obligations, legitimate interests, and consent where required.

Agencies using PropSign remain responsible for deciding the lawful basis for the client information they collect through their own property workflows.

5. Sharing and Sub-Processors

We do not sell personal information. We share it only where necessary with:

• the relevant agency and intended signers in a document workflow;
• service providers that support hosting, identity, email, and payments;
• professional advisers where reasonably necessary; and
• regulators or law-enforcement bodies where required by law.

Our current sub-processor list is published at /legal/sub-processors.

6. Cross-Border Transfers

Some service providers used by PropSign operate infrastructure outside South Africa. Where personal information is transferred internationally, we rely on appropriate contractual or operational safeguards and the protections required by POPIA.

7. Retention

Signed records handled through the current PropSign signing workflow remain available in the platform for up to 72 hours after signing. Agencies should export any records they must retain in their own approved archive.

Other account, support, and billing records may be retained for longer where reasonably required to operate the service, manage security, or comply with legal obligations.

8. Your Rights

Subject to applicable law, you may ask to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• request deletion where there is no lawful reason to retain it; or
• object to processing in the circumstances allowed by POPIA.

If you believe your information has been handled unlawfully, you may also lodge a complaint with the Information Regulator of South Africa.

9. Security

PropSign uses technical and organizational measures intended to protect personal information from unauthorized access, loss, or misuse. These include encrypted transport, access controls, authentication tooling, and operational safeguards provided through configured infrastructure and identity vendors.

10. Contact

If you have questions about this Privacy Policy or want to exercise your privacy rights, contact PropSign at [email protected].

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the product, our providers, or regulatory requirements. Material updates will be published on this page and, where appropriate, communicated to account holders.