Privacy Policy
Last updated: 26 October 2026
In short: we only collect what Rentrexa needs to manage rentals, we never sell personal information, and you can ask us at any time to see, correct or delete what we hold about you.
1. Who we are
Rentrexa is a rental management platform for landlords and tenants, made by DevSeen Technologies (Pty) Ltd (registration number 2026/588292/07), based in Gauteng, South Africa. In this policy, "we", "us" and "Rentrexa" mean DevSeen Technologies.
We follow the Protection of Personal Information Act, 2013 (POPIA). How we handle your information depends on who you are:
- Website visitors and landlords: we decide how your information is used, so we are the responsible party.
- Tenants and rental applicants: your landlord decides what to record about your tenancy or application, so your landlord is the responsible party and we process that information on their behalf as their operator. We are the responsible party for your own Rentrexa account and for the tenant rental record described in section 2.
2. What we collect
When you visit our website
- If you use the contact form: your name, email address, and optionally your mobile number and number of units, plus your message. We also note your IP address to stop spam.
- We don't use analytics, advertising or tracking cookies on our website. Our pages load their font from Google Fonts, which means Google receives your IP address and browser details.
If you are a landlord
- Your name, email address, mobile number and password. We only keep a secure, scrambled version of your password, which nobody can read.
- Your properties and units: names, addresses and rents.
- The bank details you add for receiving rent. Your tenants see these so they can pay you.
- Your plan, billing cycle and subscription history. Card and debit-order details are entered on our payment provider's secure page and never reach our servers.
If you are a tenant
- Your name, email address, mobile number and SA ID or passport number, as added by your landlord.
- Your lease: unit, dates, rent, deposit and due date.
- Rent charges, payments and Proofs of Payment, including any proof of payment from your bank that you upload when you tell your landlord you've paid.
- Maintenance requests, with any photos and comments.
- Messages with your landlord, and in your building's residents' room, including any files you share.
- Your signed lease agreement and move-in and move-out inspections, including photos, your typed name, your drawn signature, and the date, time and IP address of signing, kept as proof that you signed.
If you apply to rent
- Your name, contact details and SA ID or passport number.
- Your current address, planned move-in date, number of occupants, employment details, employer, gross monthly income, current landlord's contact details, reason for moving and any pets.
- Your consent choices, with the date, time and IP address you gave them.
- If you consent to a credit check: the result from the credit bureau.
Tenant rental record (coming soon)
When this feature is introduced, landlords will be able to rate tenancies they managed on Rentrexa, and report serious issues such as unpaid rent or damage. Every report is reviewed by Rentrexa before other landlords can see it. You will be able to see everything recorded about you and add your own response. We will update this policy, and tell users, before the feature goes live.
Information we record automatically
- A sign-in cookie that keeps you signed in. It is essential for the app to work, and we don't use it to track you.
- IP addresses and email addresses used in sign-in attempts, kept briefly to protect accounts from password guessing.
- If you turn on phone notifications: a device address from your phone's notification service. Notifications sent this way carry no personal details.
3. Why we use it
| Purpose | Lawful basis under POPIA |
|---|---|
| Providing your account and the Rentrexa service: rent tracking, payments, Proofs of Payment, maintenance, messages, leases and inspections | Performing our contract with you or your landlord |
| Sending account emails, such as invites, password resets and confirmations | Performing the contract |
| Sending rent reminders, Proofs of Payment and updates on WhatsApp | Your consent. You can switch this off at any time in your profile. |
| Credit checks on rental applicants | Your explicit consent, given on the application form |
| Answering contact-form enquiries | Your request, and our legitimate interest in responding |
| Keeping accounts secure and preventing fraud and spam | Our legitimate interest, and the duty to protect personal information |
| Keeping financial and lease records | Legal obligations, such as tax record-keeping |
We don't send marketing messages without your permission, and we never sell or rent out personal information.
4. Who we share it with
- Between landlords and tenants: your landlord sees the records of your tenancy, and you see the records your landlord keeps about you. Messages in a residents' room are visible to everyone in that building's room.
- Service providers who help us run Rentrexa, under agreements that require them to keep your information secure:
- Hosting: Xneelo and domains.co.za (South Africa)
- Email: our own mail server, hosted by domains.co.za (South Africa)
- WhatsApp messages: Meta Platforms, only if you opted in
- Payments: PayFast (South Africa)
- Credit checks: TPN Credit Bureau, only with the applicant's consent
- The authorities, when the law requires it.
5. Information sent outside South Africa
Some of our service providers (WhatsApp, and Google Fonts on our website) process information outside South Africa. We only use providers that are bound by data-protection laws or agreements offering protection similar to POPIA, as section 72 of POPIA requires.
6. How we protect it
- All connections to Rentrexa are encrypted (HTTPS).
- Passwords are stored in a scrambled form that can't be reversed. Sign-in and reset links work only once and expire.
- Each person can only see the information their role allows. For example, tenants only see their own lease, payments and requests.
- Repeated sign-in attempts are blocked, and changing your sign-in email needs your password and confirmation from the new address.
If a security breach puts your personal information at risk, we will tell you and the Information Regulator as soon as reasonably possible.
7. How long we keep it
We keep personal information only as long as we need it for the purposes above, or as the law requires:
- Lease, payment and Proof of Payment records: 5 years after the lease ends, to meet record-keeping duties.
- Applications that don't result in a lease, including ID numbers and income details: 5 years after the landlord's decision.
- Contact-form messages: 5 years.
- Your account: until you or your landlord close it, then as above.
After that, we delete the information or make it anonymous.
8. Your rights
Under POPIA you may:
- ask whether we hold personal information about you, and ask for a copy
- ask us to correct information that is wrong, or delete information we're no longer allowed to keep
- object to us using your information, and withdraw any consent you've given (for example, to WhatsApp messages)
- complain to the Information Regulator
You can update your name, mobile number and email address yourself in your Rentrexa profile. For anything else, email hello@rentrexa.co.za. If the request is about records your landlord keeps, we'll help you and involve your landlord where needed. We may ask you to confirm your identity first.
You can contact the Information Regulator (South Africa) through inforegulator.org.za.
9. Children
Rentrexa is for adults. We don't knowingly collect information about anyone under 18, apart from the number of occupants on a rental application.
10. Changes to this policy
We'll update this page when the way we handle personal information changes, and change the date at the top. If a change is significant, we'll tell you in the app or by email.
11. Contact us
Information Officer: Keitumetse Kgatlhanye
DevSeen Technologies (Pty) Ltd, 714 Mzolo Street, Mohlakeng, Randfontein, Gauteng, 1766, South Africa
Email: hello@rentrexa.co.za · Phone: 083 741 4248