This Privacy Notice describes how Asetrix (operated by Asetrix Property Systems (Pty) Ltd) collects, uses, stores and shares personal information when you use the Asetrix platform — the public marketplace, the agency portal, the mobile API, and our vendor magic-link surface. It is aligned with the Protection of Personal Information Act, 2013 ("POPIA") of the Republic of South Africa.
1. Who we are
Asetrix is operated by Asetrix Property Systems (Pty) Ltd, a company incorporated in the Republic of South Africa. Our Information Officer can be reached at info@asetrix.co.za.
2. What we collect
We collect personal information in two capacities — as an operator on behalf of agency tenants (their renters, applicants, landlords, leads, employees and vendors), and as a responsible party for our own account-holders (agency owners, principal agents and agents using the platform).
- Account & identity: name, email, phone, password (hashed), role.
- Agency identity: agency name, slug, FFC details, billing information.
- Renter / applicant data (operator capacity): RSA ID or passport number, banking details, employment information, credit-bureau consent records.
- Property data: addresses, photos, lease terms, ledger entries.
- Usage data: request logs, IP addresses (hashed for lead capture), audit events.
- Communications: emails sent through the platform, support correspondence.
3. Why we collect it
- To provide the Asetrix service to agencies that have engaged us.
- To authenticate users, enforce tenant isolation, and detect abuse.
- To send transactional emails (invoices, password resets, notifications).
- To meet legal obligations under FICA, POPIA, the Rental Housing Act, and the Property Practitioners Act.
- To improve the service through aggregated, de-identified analytics.
4. Lawful basis
We process personal information under the following lawful bases recognised by POPIA: consent (for marketing and credit- bureau checks), contract (to deliver our service), legal obligation (record-keeping under FICA / PPA), and legitimate interest (security, fraud detection).
5. Sharing
We do not sell personal information. We share data only with:
- Sub-processors needed to run the service — Microsoft Azure (hosting), Microsoft Graph (email), Stripe (billing), Cloudflare (CDN), Hangfire (job processing).
- Tenant Profile Network (TPN) when an applicant has consented to a credit check.
- South African regulators (PPRA, SAPS, SARS) where required by law.
- Any other party only with your explicit consent.
6. International transfers
Most of our processing occurs within South Africa. Where data is processed in other jurisdictions (e.g. Microsoft Azure regions, Stripe in the United States), we ensure equivalent protections through Microsoft's Data Processing Agreement and Stripe's Standard Contractual Clauses.
7. Retention
- Account data: for the lifetime of the account, plus 7 years (FICA).
- Audit logs: 7 years (FICA / financial-records requirement).
- Renter / applicant data: as instructed by the agency tenant, deleted on tenant request.
- Marketing email subscriptions: until you unsubscribe.
8. Your rights
Under POPIA you have the right to:
- Access the personal information we hold about you.
- Request correction or deletion of inaccurate information.
- Object to processing for direct marketing.
- Withdraw consent at any time (where consent is the lawful basis).
- Lodge a complaint with the Information Regulator of South Africa.
To exercise any of these rights, email info@asetrix.co.za. We respond within 30 days as required by POPIA.
9. Security
We apply industry-standard safeguards: TLS 1.2+ everywhere, per-tenant data isolation enforced at three layers (EF query filter, SaveChanges interceptor, SQL Row-Level Security), encrypted backups, least-privilege access, and continuous security monitoring. No method of transmission or storage is 100% secure; if a breach affects your data we will notify you and the Information Regulator within the timelines POPIA requires.
10. Cookies
Asetrix uses essential cookies for authentication and theme preference. We do not set non-essential tracking cookies on authenticated portal pages. Where the marketplace surfaces analytics, you'll be asked to consent before any non-essential cookies are dropped.
11. Changes
We update this notice when our practices change. Material changes are announced via email to account-holders at least 14 days before they take effect.
12. Contact
Asetrix Information Officer
Asetrix Property Systems (Pty) Ltd
info@asetrix.co.za