Privacy Notice

When you message our WhatsApp Business number, Meta and our messaging provider process delivery, and we process your message to answer your rental request. Free-form messages are processed by the same AI service used for Nexus. Never send passwords, PINs, ID numbers or bank details. Automated removal of sensitive text is best-effort, not a guarantee.

Conversation context is phone-scoped and separated by linked account. A new session begins after a 24-hour gap. Send RESET to clear conversational text, STOP to stop replies, or START to resume. Anonymous conversational text is eligible for deletion after 30 days, linked conversational text after 90 days; cleanup runs on subsequent bot activity, so quiet periods can delay deletion. Delivery/audit records and the original incoming-message inbox are separate; request deletion of those at info@rentguardsa.co.za.

Linking requires both secure account sign-in and a code sent from your phone. WhatsApp does not bypass email or device verification. Important actions still require review and confirmation on the secure website.

The responsible party under the Protection of Personal Information Act 4 of 2013 (POPIA) is:

• Legal name: The Devon Towers Group (Pty) Ltd, trading as RentGuard Nexus™
• Registration number: 2025/663915/07 (CIPC)
• Tax registration: 9137100294
• Email: info@rentguardsa.co.za
• Telephone: 050 203 3667
• Website: https://rentguardsa.co.za
• Information Officer: Tumelo Faith Khantsi

• Account details: name, email, phone number, password (stored securely by our sign-in provider, never readable by staff).
• Rental records you add: leases, payments, proof of payment, inspections, photos, videos, maintenance and dispute records.
• Verification details, only when you choose a feature that needs them and give consent: ID number (we keep only a protected reference and the last 4 digits), verification results.
• Nexus conversations and facts you ask Nexus to remember.
• Technical data needed to secure your account, such as device and sign-in information.

• To provide the services you sign up for, and to keep your account secure.
• To run checks you ask for, with your consent each time.
• To process payments through PayFast.
• To understand sign-up and payment completion using administrator-only aggregate counts from existing account and payment records. This does not add tracking cookies, visitor identifiers or a separate personal analytics record.
• To meet legal obligations. We do not sell your information or use it for third-party advertising.

Only service providers (operators) that help us run the platform, bound by written agreements: hosting and database, email delivery, payment processing (PayFast), identity and background check providers (only for checks you request), and an AI model provider that processes Nexus requests. Your Rental Passport and inspection reports are shared with a landlord or agent only when you choose to share them.

Some of our providers, including hosting and AI processing, may store or process information outside South Africa. We only use providers subject to data-protection laws or agreements offering protection comparable to POPIA, as required by section 72.

We keep information while your account is active and for as long as needed for the purpose it was collected, or as the law requires (for example, financial records for 5 years). You can delete Nexus conversations at any time. When information is no longer needed, it is deleted or de-identified.

• Access the personal information we hold about you.
• Correct or delete information that is inaccurate, out of date or no longer needed.
• Object to processing, and withdraw consent at any time (this does not affect processing already done).
• Not be subject to decisions based solely on automated processing — Nexus suggestions are never final decisions about you.
• Email info@rentguardsa.co.za with the subject "POPIA request". We respond within 30 days.
• You may complain to the Information Regulator: complaints.IR@inforegulator.org.za · www.inforegulator.org.za.

Data is encrypted in transit, access is restricted so each member can only see their own records, documents are stored privately, and sensitive actions require confirmation. If a security compromise affects you, we will notify you and the Information Regulator as POPIA requires.

We use only essential cookies and browser storage: to keep you signed in, remember your language and notice acknowledgements, and protect your account. We do not use advertising or tracking cookies. Blocking these will stop sign-in from working.

Under the Promotion of Access to Information Act 2 of 2000 (PAIA), you may request records we hold. Send your request to our Information Officer at info@rentguardsa.co.za with the subject "PAIA request", describing the records you need. Requests can be made on the prescribed form available from the Information Regulator.

Download our PAIA & POPIA Manual (PDF)