POPIA Privacy Policy

Notice to data subjects in terms of section 18 of the Protection of Personal Information Act 4 of 2013 (“POPIA”)

Updated 14 September 2026

This Privacy Notice explains what personal information the RAWSON RESIDENTIAL FRANCHISES (PTY) LTD (“we”, “us”, or “the Company”) collects about you, why we collect it, how we use and protect it, and what rights you have. This Notice applies to clients, prospective clients, website visitors, tenants, landlords, purchasers, sellers, and any other individual whose personal information we process in the course of our business.

  1. Who we are
    Responsible Party RAWSON RESIDENTIAL FRANCHISES (PTY) LTD
    Physical / Postal Address 222 MAIN ROAD, RONDEBOSCH, 7700
    Telephone 021 658 7100
    Website www.rawson.co.za
    Information Officer Jeanne-Mare Oosthuizen
    compliance@rawsonproperties.com
    021 658 7100

    If you have any questions about this Notice or how we handle your personal information, please contact our Information Officer using the details above.

  2. What personal information we collect

    The personal information we collect depends on the nature of our relationship with you. It may include:

    • Identity information: full name, identity number or passport number, date of birth, marital status.
    • Contact information: physical address, postal address, email address, telephone and cell number.
    • Financial information: banking details, proof of income, credit history, and creditworthiness reports (for example, where we assist with tenant vetting or bond applications).
    • Property and transaction information: details of the property being bought, sold, let, or managed; mandate and offer-to-purchase documentation; municipal account and rates information.
    • FICA / regulatory verification information: certified copies of identity documents, proof of residence, and other documents required to comply with the Financial Intelligence Centre Act 38 of 2001 and the Property Practitioners Act 22 of 2019.
    • Website and marketing information: information you submit through our website (for example, enquiry forms), and, where you have consented, your preferences for receiving newsletters or property alerts.

    We do not intentionally collect Special Personal Information (as defined in section 26 of POPIA — for example, information about health, religious beliefs, race, or biometric information) or the personal information of children, except where this is unavoidable and strictly necessary for a transaction (for example, a minor's details appearing on a title deed), in which case we will process it only in accordance with sections 26 to 34 of POPIA.

  3. How we collect your personal information

    We collect the majority of your personal information directly from you — for example, when you submit an enquiry, sign a mandate, apply for bond finance or provide FICA documentation. We may also collect personal information from other sources where necessary, including:

    • A co-purchaser, co-seller, landlord, tenant, or other party to the same transaction;
    • Your appointed attorney, bond originator, or financial adviser;
    • Publicly available sources, such as the Deeds Office; and
    • Credit bureaus, where relevant to a tenant application or affordability assessment (with your consent or as otherwise permitted by law).
  4. Why we process your personal information

    We process your personal information for the following purposes, on the lawful bases indicated (POPIA section 11):

    Purpose Lawful Basis
    Concluding and performing a mandate, sale agreement, rental agreement, bond origination or property management agreement Necessary for the performance of a contract to which you are a party
    FICA identity and source-of-funds verification Necessary to comply with a legal obligation
    Assessing a tenant application, and or bond application (including pre-qualification certificate) or affordability (including credit checks) Your consent, or necessary for the performance of a contract
    Complying with the Property Practitioners Act, tax legislation, and other regulatory requirements Necessary to comply with a legal obligation
    Sending you property alerts, newsletters, or marketing communications Your consent (see section 9 below); you may withdraw this at any time
    Operating and improving our website Necessary for our legitimate interests in operating our business
    Resolving disputes or defending a legal claim Necessary for our legitimate interests, or a legal obligation
  5. Who we share your personal information with

    We do not sell your personal information. We may share it, only as necessary for the purposes described above, with:

    • Conveyancing attorneys, bond originators, banks, and financial institutions involved in your transaction;
    • The Deeds Office, municipal authorities, and the South African Revenue Service, where required by law;
    • Credit bureaus, for tenant vetting or affordability purposes;
    • Our appointed operators — third-party service providers who process personal information on our behalf under a written agreement that requires them to keep it confidential and secure (for example, our IT and CRM providers); and

    Rawson Residential Franchises (Pty) Ltd processes personal information on behalf of its Franchises as an operator in connection with certain IT systems, governed by an Operators Agreement.

    Where any of these recipients are located outside South Africa (including where our systems store information on servers located abroad), we will only transfer your personal information where the safeguards required by section 72 of POPIA are in place — for example, where the recipient is bound by a law or agreement providing a level of protection substantially similar to POPIA, where you have consented, or where the transfer is necessary to perform our contract with you.

  6. How long we keep your personal information

    We retain your personal information only for as long as necessary for the purpose for which it was collected, or as required by law. In particular:

    • FICA-related documents must be retained for a minimum of five years from the end of our business relationship with you, in terms of the Financial Intelligence Centre Act 38 of 2001.
    • Transaction records are generally retained in accordance with the Property Practitioners Act, the Consumer Protection Act, and applicable tax legislation.
    • Marketing information is retained until you withdraw your consent or object to further processing.

    Once the applicable retention period has expired and we are no longer required to keep your information, we will securely destroy, delete, or de-identify it.

  7. How we protect your personal information

    We have implemented appropriate technical and organisational security measures to protect your personal information against loss, damage, and unauthorised access, including access controls, password protection, encryption where appropriate, and confidentiality obligations on our staff and service providers. If we become aware that your personal information has been accessed or acquired by an unauthorised person, we will notify you and the Information Regulator as soon as reasonably possible, as required by section 22 of POPIA.

  8. Your rights

    Under POPIA, you have the right to:

    • Confirmation and Access: ask us to confirm, free of charge, whether we hold personal information about you, and to request a copy of it (a fee may apply to the copy itself, in accordance with the Promotion of Access to Information Act 2 of 2000).
    • Correction or Deletion: ask us to correct or delete personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or unlawfully obtained.
    • Object: object, on reasonable grounds, to our processing of your personal information.
    • Withdraw Consent: withdraw any consent you have given us at any time (this will not affect the lawfulness of processing carried out before you withdrew consent).
    • Object to Automated Decision-Making: not be subject to a decision based solely on automated processing (including profiling) that significantly affects you, unless an exception in POPIA applies.
    • Complain: lodge a complaint with the Information Regulator if you believe we have not complied with POPIA.

    To exercise any of these rights, please contact our Information Officer using the details in section 1. We will respond to your request within a reasonable time.

  9. Direct marketing

    We will only send you direct marketing by email if you have consented, or if you are an existing client and the marketing relates to similar products or services (in which case you were given the opportunity to object when we first collected your information), in accordance with section 69 of POPIA. Every marketing communication we send will identify us and provide a simple way for you to opt out of receiving further communications.

  10. Cookies and website usage

    Our website may use cookies and similar technologies to improve your browsing experience, understand how visitors use our site, and, where you have consented, to personalise marketing content. You can control or disable cookies through your browser settings; please note that some website features may not function correctly if you do so.

  11. Changes to this notice

    We may update this Privacy Notice from time to time to reflect changes in our practices or in applicable law. The current version will always be available on our website and/or on request from our Information Officer. This Notice was last updated on 14 September 2026.