Privacy Policy

1. Who We Are (Information Officer)

RoomNearMe is a room-to-rent marketplace operated in the Republic of South Africa. The information below must be treated as placeholders to be updated before launch:

• Registered entity: RoomNearMe (Pty) Ltd (placeholder — to be confirmed)
• Registration number: 2024/XXXXXX/07 (placeholder — to be confirmed)
• VAT number: 4XXXXXXXXX (placeholder — to be confirmed)
• Physical address: 1 Main Road, Johannesburg, 2000 (placeholder — to be confirmed)
• Information Officer: Bianca Mkhize (placeholder — to be confirmed)
• Email: Roomnearmesa@gmail.com
• Phone: +27 11 000 0000 (placeholder — to be confirmed)

All queries regarding the processing of your personal information should be directed to our Information Officer at Roomnearmesa@gmail.com. The same address handles problems using the Platform, such as logging in or verifying your account.

2. Information We Collect

We only collect personal information that is necessary for the operation of the Platform. We collect the following:

• Account information: full name, email address, and (optionally) phone number and profile photo.
• Listing information: property details, photographs, location data, and pricing submitted by landlords.
• Application information: full name, phone, email, employment status, employer, intended move-in date, number of occupants and notes provided when applying for a room. You will be asked for separate consent before these details are collected.
• Verification information (optional Blue Tick): if you choose to apply for the optional Blue Tick verification service, we collect your full name and an uploaded copy of your identity document. This information is collected only to verify your identity, and only after you have first given your specific consent. We do not collect identity documents for any other purpose.
• Seller verification information (Marketplace Verified Seller): if you apply for the Verified Seller service on the Marketplace, we collect your full name and an uploaded copy of your identity document, together with your Marketplace selling history (the number of successful sales you have completed at the time of application). This information is collected only to verify your identity and selling history, and only after you have first given your specific consent. Your consent and the time and date of consent are recorded. We do not collect identity documents for any other purpose.
• Communication data: messages exchanged between tenants and landlords through the Platform.
• Payment data: transaction references, amounts, and payment status. Card details are not collected or stored by RoomNearMe.
• Geolocation data: with your consent, your approximate location (via your browser and/or IP address) to show rooms near you. Precise location is only used when you explicitly choose “Use my location” and grant browser permission.
• Usage data: pages visited, listings viewed, and search criteria. This is used only to operate and improve the Platform.

3. Lawful Basis for Processing

We process your personal information on the following lawful grounds as defined in section 11 of POPIA:

• Consent: you have given us explicit consent to process your information for the purposes described in this policy, including, where applicable, for the optional Blue Tick identity verification service, for which separate consent is obtained before any identity document is collected.
• Contractual necessity: processing is necessary to perform our obligations under the Terms of Service.
• Legal obligation: processing is required to comply with South African law (e.g., tax records under the Tax Administration Act).
• Legitimate interest: processing is necessary for our legitimate interests in operating and improving the Platform, provided such interests are not overridden by your rights.

4. How We Use Your Information

We use your personal information only to:

• Provide, operate, and maintain the Platform.
• Facilitate communication between tenants and landlords.
• Enable room-to-room matching based on location that you consent to provide.
• Process payments through our payment service provider.
• Verify your identity when you apply for the optional Blue Tick service, using authorised staff only.
• Verify your identity and selling history when you apply for the Marketplace Verified Seller service, using authorised staff only.
• Send important platform updates, service notices, and security alerts.
• Transmit your rental application details to the relevant landlord, including by preparing a WhatsApp message when the landlord has enabled WhatsApp on their profile.
• Advertise landlord listings on Facebook and Instagram (Meta), but only where the landlord has given their specific, separate consent.
• Detect, prevent, and address fraud, abuse, and technical issues.
• Comply with legal obligations and respond to lawful requests from authorities.

We do not sell your personal information, and we do not use it for advertising or marketing without your separate consent. Identity documents collected for Blue Tick or Verified Seller verification are never used for advertising or any purpose other than identity verification.

5. Payment Processing

Payments are made by electronic funds transfer (EFT) directly to our bank account. We do not process card payments online. Please use the payment reference provided when making your transfer. We retain transaction references, amounts, types, and payment status for record-keeping purposes.

6. Image Storage

Room photos and videos are stored on our own servers. Listing media is publicly accessible via URL to display room advertisements. Images are not sold or shared with third parties beyond what is necessary for listing display.

7. Information Sharing

We share your personal information only in the following circumstances:

• When you initiate contact with a landlord or tenant through the Platform.
• When you apply for a room and the landlord has enabled WhatsApp on their profile, a message containing your application details (name, phone, email, employment, employer, move-in date, occupants and notes) is prepared for delivery to the landlord via WhatsApp. WhatsApp is operated by Meta Platforms, Inc., and those details will be processed by WhatsApp in accordance with WhatsApp's own privacy policy. Only the information needed for the application is ever included — never your identity document.
• Where a landlord has opted in, listing details (title, description, rent, location, photos and room type) are shared with Meta Platforms, Inc. solely to advertise that listing on Facebook and Instagram. This advertising data comes only from the listing the landlord published.
• With service providers who assist in operating the Platform (hosting, payments, image storage, email), subject to binding contractual obligations to protect your information.
• With geographic lookup services (IP-API.com for IP-based location and OpenStreetMap Nominatim for address coordinates) solely to provide location-based features. These services receive only the minimum data required for the request and do not receive your name, email, or account details.
• When required by law, court order, or regulatory authority.
• In connection with a merger, acquisition, or sale of assets, subject to applicable law.

Identity documents uploaded for the optional Blue Tick verification are never shared with landlords, other tenants, the public, Meta/WhatsApp, or any other third party, and are not publicly accessible. They are accessible only to authorised RoomNearMe staff who need them to perform the verification. Identity documents uploaded for the Marketplace Verified Seller service are likewise never shared with buyers, other users, the public, Meta/WhatsApp, or any other third party, and are not publicly accessible; they are accessible only to authorised RoomNearMe staff who need them to perform the seller verification.

8. Cross-Border Transfer

Your personal information may be transferred to and processed in countries outside the Republic of South Africa where our service providers operate (e.g., IP-API.com and OpenStreetMap). Where you apply for a room and the landlord uses WhatsApp, your application details are transmitted through WhatsApp, which is operated by Meta Platforms, Inc. and processes data on infrastructure outside South Africa. Similarly, where a landlord has opted in to advertising, listing details are transferred to Meta Platforms for advertising. We ensure that such transfers comply with section 72 of POPIA and that adequate safeguards are in place to protect your information to a standard not less than the protection afforded under POPIA.

9. Data Retention

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, and delete or anonymise it once that purpose has been fulfilled:

• Account data: retained for the duration of your account and deleted when you delete your account, subject only to records we are required by law to retain.
• Transaction records: retained for as long as needed for the relevant transaction and, to the extent South African law requires certain records to be kept (e.g., the Tax Administration Act), only for the period and extent legally required. Deleting your account removes the transaction records associated with it.
• Communication data: retained for 12 months after the last message exchanged.
• Application information: retained only for as long as needed to process and respond to your rental application, and deleted when you delete your account.
• Verification documents: an identity document uploaded for Blue Tick verification is retained only for as long as it is needed to review the application, and is permanently and securely deleted as soon as a decision is made and in any event within 90 days. After verification we keep only the outcome, the date and the reference, not the document itself. An identity document uploaded for Marketplace Verified Seller verification is retained only until a decision is made on the application and is permanently and securely deleted once the review is complete (and in any event within 90 days); after the decision we keep only the outcome, the date, the reference and the sales count recorded at the time of application, not the document itself.
• Usage data: retained for 12 months in anonymised form.

10. Your Rights Under POPIA

You have the following rights under the Protection of Personal Information Act:

• Right of access (section 23): you may request confirmation of whether we hold personal information about you and request access to that information.
• Right to correction (section 24): you may request the correction or deletion of inaccurate, irrelevant, excessive, out-of-date, incomplete, misleading, or unlawfully obtained information.
• Right to deletion (section 24): you may request the deletion of your personal information where it is no longer necessary for the purpose it was collected.
• Right to object (section 11(3)): you may object to the processing of your personal information on reasonable grounds relating to your particular situation.
• Right to object to direct marketing (section 11(3)): you may object to the use of your personal information for direct marketing purposes. We do not currently send direct marketing without prior consent.
• Right to complain (section 99): you may lodge a complaint with the Information Regulator if you believe your rights under POPIA have been infringed.

To exercise any of these rights, contact our Information Officer at Roomnearmesa@gmail.com. We will respond to your request within a reasonable period, and in any event within 30 days as required by POPIA.

11. Direct Marketing

We may send you platform-related communications (e.g., service updates, security alerts) based on our legitimate interest. We will not use your personal information for unsolicited direct marketing without your prior consent, in accordance with section 69 of POPIA and the Electronic Communications and Transactions Act. You may opt out of marketing communications at any time.

12. Tracking and Third-Party Advertising

RoomNearMe does not use third-party advertising or tracking networks (such as advertising cookies, pixels, or behavioural analytics) on the Platform. No advertising or analytics data is shared with third parties. Landlords may optionally consent to their listing being advertised on Facebook and Instagram; that participation shares only the listing details described in section 7 and does not involve tracking your browsing. If you click a RoomNearMe advertisement on Facebook, Meta may record that click under its own advertising policies. Cookies used on the Platform are described in section 15 below.

13. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include encryption, secure authentication, access controls, and regular security assessments. Identity documents uploaded for Blue Tick or Verified Seller verification are stored on private storage that is not publicly accessible; access to them is restricted to authorised staff who need the document to perform the verification, and access is logged. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

14. Data Breach Notification

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Regulator and you as soon as reasonably possible in accordance with section 22 of POPIA. We will provide sufficient information to enable you to take protective measures.

15. Cookies

We use a small number of cookies and similar technologies. When you first visit the Platform, you are shown a cookie notice and may choose to accept or decline cookies. The following describes what we use:

• Session cookie ("token"): required to keep you signed in. This is a strictly necessary cookie and is always set when you log in.
• View-tracking cookie: set when you view a room listing to prevent duplicate view counts. This is set only after you browse a listing.
• Local storage: used to remember your location preference for up to 30 minutes so the Platform can sort rooms by distance, and to store your cookie preference. This data stays on your device.

We do not use cookies to analyse your browsing for advertising, profiling, or to share your behaviour with third parties. You can clear cookies and local storage at any time through your browser.

16. Geodata and Location

Location features are optional. The “Near me” feature uses your browser's location, which requires your explicit browser permission. Where you do not grant permission, we may use your IP address to obtain an approximate city-level location solely to show nearby rooms. You can disable location features at any time. Your precise coordinates are never publicly displayed.

17. Children's Information

The Platform is not intended for persons under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

18. Refunds and Cancellations

Fees paid through the Platform are subject to our Refund and Cancellation Policy, which forms part of the Terms of Service.

19. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you (for example, by email or an in-app notice) and, where required, obtain your fresh consent. The updated policy will be posted on this page with an updated date.

20. Contact Us

For any privacy-related queries, data access requests, or complaints:

• Information Officer and customer support email: Roomnearmesa@gmail.com
• Information Regulator: complaints.IR@justice.gov.za | www.justice.gov.za/ir