Compliance

1. INTRODUCTION

This document establishes the recommended legal, operational, privacy, security, compliance, and governance standards for websites, CRM systems, portals, applications, marketing systems, enquiry systems, listing platforms, automation services, integrations, and related digital environments developed, managed, hosted, maintained, integrated, or supported by Propverse on behalf of The Client.

The purpose of this document is to:

• Protect The Client and Propverse from avoidable operational and legal risk.
• Establish clear governance and operational expectations.
• Define privacy and data handling standards.
• Define acceptable website usage.
• Define user consent requirements.
• Define liability limitations.
• Establish security and operational best practices.
• Provide reusable legal wording and governance standards.
• Improve consistency across all Propverse-managed deployments.

2. PRIVACY POLICY

The Client respects the privacy of all users and is committed to protecting personal information in accordance with applicable privacy and data protection legislation.

Personal information may be collected through:

• Website forms
• Property enquiries
• WhatsApp communication
• CRM systems
• Landing pages
• Bond applications
• Viewing requests
• Newsletter registrations
• Marketing campaigns
• AI-assisted workflows
• Portal integrations

Information collected may include:

• Full names
• Email addresses
• Phone numbers
• Property preferences
• Budget or affordability information
• IP addresses
• Browser information
• Device information
• CRM interaction history
• Communication history
• Analytics information
• Listing interaction history

Information may be processed for:

• Responding to enquiries
• Property sales and rental operations
• CRM and lead management
• Customer support
• Reporting and analytics
• Marketing communication
• Operational administration
• AI-assisted workflows
• Automation and lead routing
• Fraud prevention
• Security monitoring
• Business optimisation

By using the website or submitting information, users consent to the processing of information in accordance with this policy.

Users may request:

• Access to information
• Correction of information
• Removal of information where legally permissible
• Withdrawal of consent
• Marketing opt-outs

Requests may require identity verification.

Reasonable technical and organisational safeguards are implemented including:

• SSL encryption
• Password protection
• Role-based access
• Backup procedures
• Firewall protection
• Monitoring and logging
• Secure hosting environments
• Malware protection

No online platform can guarantee absolute security or uninterrupted availability.

3. TERMS & CONDITIONS

By using this website, portal, CRM system, or related services, users agree to these Terms & Conditions.

Users may not:

• Attempt unauthorised access
• Interfere with platform functionality
• Upload malicious software
• Attempt data extraction or harvesting
• Circumvent security controls
• Use the platform unlawfully
• Submit fraudulent information
• Abuse automated systems

The website and related services may depend on:

• Third-party APIs
• Property portals
• CRM systems
• Hosting providers
• Email services
• WhatsApp providers
• Analytics platforms
• Mapping services
• AI systems
• External vendors

Neither The Client nor Propverse guarantees uninterrupted availability of services.

Neither The Client nor Propverse shall be liable for:

• Indirect damages
• Business interruption
• Data loss
• Revenue loss
• Third-party outages
• API failures
• Portal synchronisation delays
• Cybersecurity incidents beyond reasonable control
• Inaccurate user-submitted information
• Automated system errors
• Hosting provider failures

4. COOKIE POLICY

This website may use cookies and tracking technologies to improve user experience and operational performance.

Cookies may be used for:

• Session management
• Website functionality
• Analytics and reporting
• Marketing optimisation
• Retargeting campaigns
• Lead attribution
• Performance monitoring
• User behaviour analysis

Users may disable cookies through browser settings, although some website functionality may be impacted.

5. POPIA COMPLIANCE NOTICE

By submitting information through forms, portals, WhatsApp channels, or other communication systems, users acknowledge that:

• Personal information may be processed for operational purposes.
• Information may be securely stored within CRM systems.
• Information may be shared with operational partners where required.
• Communication may occur through email, SMS, phone, or WhatsApp.
• Information may be retained for reporting, compliance, backup, and operational purposes.

Please refer to the Contact Us page on this website for current information or data protection contact details.

6. THIRD-PARTY INTEGRATION DISCLAIMER

This website and related systems may integrate with:

• Property portals
• CRM systems
• WhatsApp services
• Email platforms
• Accounting systems
• ERP platforms
• AI services
• Automation platforms
• Payment gateways
• Cloud services
• Mapping services
• Analytics providers

Third-party systems may experience:

• Outages
• Delays
• API changes
• Synchronisation failures
• Data inconsistencies
• Pricing changes
• Functional limitations

Neither The Client nor Propverse shall be liable for failures or disruptions caused by external vendors or platforms.

7. AI & AUTOMATION DISCLOSURE

Certain workflows, responses, communications, reporting systems, recommendations, or operational functions may involve automation or AI-assisted systems.

Automated outputs may:

• Contain inaccuracies
• Be incomplete
• Require human verification
• Change over time

Users should independently verify important information before relying on automated outputs.

Neither The Client nor Propverse guarantees the accuracy of AI-generated outputs.

8. PROPERTY & FINANCIAL DISCLAIMER

Property information, pricing, availability, specifications, rental values, investment figures, affordability calculations, and bond estimates displayed on this website are illustrative only and may change without notice.

Users should independently verify:

• Property availability
• Measurements
• Pricing
• Investment assumptions
• Financial calculations
• Bond affordability

Finance approval remains subject to financial institution criteria.

Nothing on this website constitutes financial, legal, or investment advice.

9. WHATSAPP & COMMUNICATION CONSENT

By supplying a mobile number or communicating through messaging platforms, users consent to communication through:

• WhatsApp
• SMS
• Email
• Automated communication systems

Communication history may be stored within operational systems for support, reporting, and operational purposes.

Message and data rates may apply.

10. DATA RETENTION

Information may be retained:

• For operational purposes
• For legal compliance
• For reporting and analytics
• For backup and disaster recovery
• For dispute resolution
• For CRM and customer relationship purposes

Retention periods may vary depending on legal, operational, and business requirements.

11. SECURITY STANDARDS

Recommended security standards include:

• SSL certificates
• Secure hosting environments
• Firewall protection
• Malware scanning
• Secure backups
• Password-protected administration
• Role-based access controls
• Access logging
• MFA for administrative accounts
• Monitoring and alerting
• CAPTCHA and spam protection
• Secure form processing

12. BACKUP & DISASTER RECOVERY

Recommended backup governance includes:

• Daily automated backups
• Weekly backup validation
• Secure offsite storage
• Recovery testing
• Disaster recovery planning
• Backup retention policies
• Monitoring and alerting

While reasonable backup procedures may be implemented, neither The Client nor Propverse guarantees prevention of all potential data loss.

13. ROLE-BASED ACCESS GOVERNANCE

Administrative and operational access should follow role-based governance principles.

Recommended controls include:

• Unique user accounts
• Restricted administrator access
• Password policies
• MFA enforcement
• Periodic access reviews
• Activity logging
• Permission separation
• Access revocation procedures

14. CONSENT CHECKBOX WORDING

Recommended privacy consent wording:

"I consent to my information being processed in accordance with the Privacy Policy."

Recommended marketing consent wording:

"I agree to receive communication via email, SMS, or WhatsApp regarding services, listings, or marketing communication."

Recommended WhatsApp consent wording:

"I consent to communication via WhatsApp or similar messaging platforms."

15. FOOTER LEGAL LINKS

Every Propverse-managed website should contain footer links to:

• Privacy Policy
• Terms & Conditions
• Cookie Policy
• POPIA Compliance

Example:

Privacy Policy | Terms & Conditions | Cookie Policy | POPIA Compliance

© 2026 The Client. All Rights Reserved.
Built & Powered by Propverse.

16. OPERATIONAL GOVERNANCE

Propverse should maintain:

• Standardised legal templates
• Deployment governance standards
• Vendor management procedures
• Security standards
• Backup standards
• Access control procedures
• Incident response processes
• Client onboarding checklists
• Integration governance
• AI usage disclosures
• Operational audit processes

This improves:

• Scalability
• Operational consistency
• Governance maturity
• Risk reduction
• Client protection
• Platform reliability