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Rent in Stellenbosch

Privacy notice

Last updated 27 October 2026

This notice explains what personal information we collect when you use our website, our tenant portal or our WhatsApp line, why we need it, who we share it with and what your rights are under South Africa's Protection of Personal Information Act (POPIA).

Who we are

Propolis Vastgoed (Pty) Ltd, trading as Rent in Stellenbosch, manages the apartments on this website, including on behalf of their other owners. We are the responsible party for your personal information. Our Information Officer is Bruwer van Dyk, reachable at welcome@rentinstellenbosch.com or at Vergezicht, La Colline, Stellenbosch, 7600, South Africa.

What we collect

  • Enquiries and the waiting list: your name, email address, phone number, country, the unit you are interested in, your move-in dates and your message.
  • Applications: your details and those of anyone who will live with you, your ID or passport, proof of study or work, proof of affordability, a photo, and your flatmate profile (including age) if you apply for a room.
  • Tenants: your lease and renewals, signatures, deposit and payment records, inspection reports and photos, maintenance tickets and the photos you add, and the documents we share with you.
  • WhatsApp: your WhatsApp number and profile name, and the messages, photos and other content you send us.
  • Portal account: your email address, a scrambled form of your password, your contact preferences and a cookie that keeps you signed in.

Why we use it

  • To answer your questions and tell you about units that suit you.
  • To assess applications, match flatmates, and prepare and sign leases.
  • To run your tenancy: rent and deposits, maintenance, inspections and notices.
  • To keep the accounts our owners and auditors need, and to meet our legal obligations.

We rely on your consent, on what is needed to enter into and perform a lease with you, on our legal obligations, and on our legitimate interest in running the apartments safely and well. We do not sell your information or use it for advertising.

Our WhatsApp assistant

Messages to our WhatsApp line are first answered by an AI assistant, which tells you that it is one. It can answer common questions, take down enquiries and log maintenance tickets for tenants. A member of our team can read every chat, approves or reviews its replies, and takes over anything about money, deposits, complaints, legal matters or emergencies. The assistant never decides on applications. You can ask to speak to a person at any time.

Who we share it with

Only with those who need it, and only as much as they need:

  • The owner of the unit you rent or apply for, and our auditors.
  • Service providers who fix things in your unit (only the ticket, the unit and how to reach you).
  • The services we run on: Vercel (website and file storage), Neon (database), Meta (WhatsApp), Anthropic (the AI assistant), and our email provider. They process information on our behalf and may store it outside South Africa, including in the European Union and the United States. Where they do, we rely on their contractual and legal safeguards, as POPIA requires.
  • Authorities, when the law requires it.

How long we keep it

Enquiries and unsuccessful applications for up to 12 months; tenancy records, leases and financial records for as long as the law requires (usually 5 years after the lease ends); WhatsApp chats for as long as you are a lead or tenant and up to 12 months after. Then we delete or anonymise them.

How we protect it

Access is limited by role: tenants see only their own information, service providers only their jobs, auditors can read but not change. Identity documents, applications and tenant photos are stored privately under unguessable names, and are only shown after checking who is asking. Connections are encrypted.

Your rights

You may ask what information we hold about you, ask us to correct or delete it, object to how we use it, or withdraw consent, by emailing welcome@rentinstellenbosch.com. To stop WhatsApp messages, tell us in the chat or untick WhatsApp in your portal profile. If you are unhappy with how we handle your information, you may complain to the Information Regulator (South Africa) at inforegulator.org.za.

Changes

We will update this notice when how we use information changes, and show the date above.