Privacy Policy

The responsible party for your personal information is Convey Clear (Pty) Ltd, Registration No. 2025/057574/07, of 9 Lauriston Place Street, Glen Lauriston, Centurion, 0185, South Africa.

Information Officer: [ name & email of the registered Information Officer ]. Under POPIA the Information Officer (by default the head of the organisation, unless delegated) is responsible for compliance and must be registered with the Information Regulator.

Depending on the service, we may collect and process:

• Identifying information — full name, South African ID number or passport number, date of birth.
• Contact details — email address, cellphone number, postal and physical address.
• Entity information (for businesses/trusts) — company/trust name, registration or IT number, directors'/trustees' details.
• Property information — erf/property description, municipality, deeds and transfer details.
• FICA verification material — certified copies of identity documents, proof of residence, and bank/financial confirmation. This is special and high-sensitivity personal information and is treated with heightened safeguards (see section 7).
• Documents you upload, signed Powers of Attorney, and correspondence with us.
• Limited technical/usage data needed to operate and secure the portal (e.g. authentication logs).

We process your personal information to:

• provide the conveyancing and property-related services you request (e.g. Change of Ownership, Property Rates Clearance, Compliance and related services);
• verify your identity and meet our obligations under the Financial Intelligence Centre Act (FICA/FIC Act) and other applicable law;
• prepare, lodge and manage documents with municipalities, the Deeds Office, conveyancing attorneys and other parties to your matter;
• communicate with you about your matter and provide quotes; and
• keep records, prevent fraud, and protect the security of the portal.

Our lawful bases under POPIA §11 are: your consent; that processing is necessary to perform or conclude our agreement with you; and that processing is required to comply with a legal obligation (such as FICA). You may withdraw consent where consent is the basis, but this may prevent us from delivering the service.

We share personal information only as needed to deliver your matter, and with operators (processors) that process it on our behalf under written agreement:

• conveyancing attorneys, municipalities, the Deeds Office, and banks involved in your transaction;
• our technology operators: Supabase (database & document storage), Vercel (application hosting), Google (document handling) and our workflow/automation host;
• professional advisors, and authorities where required by law.

We do not sell your personal information.

Our database and documents are hosted by Supabase in the European Union (Ireland, eu-west-1). This means your personal information is transferred outside South Africa. We rely on POPIA §72 on the basis that (a) the recipient is subject to laws providing an adequate and comparable level of protection — the EU's General Data Protection Regulation (GDPR); and (b) the transfer is necessary to perform the conveyancing service you requested, and/or is made with your consent. [ Confirm final wording and any operator/transfer agreements with legal. ]

• Documents are kept in private storage with no public access; each file is access-controlled at the row level (RLS) and reachable only through short-lived, server-issued signed links.
• Data is encrypted in transit (TLS, enforced) and at rest.
• Access is role-based and restricted to authorised staff; sensitive accounts use multi-factor authentication.
• We apply the principle of least privilege and keep authentication and activity records.

No system is perfectly secure, but we take reasonable, appropriate technical and organisational measures to protect your information as required by POPIA §19.

We keep personal information only for as long as necessary for the purposes above or as required by law. FICA verification records are generally retained for at least five (5) years after the end of our business relationship or the conclusion of the transaction, as required by the FIC Act. [ Confirm retention periods per record type and the secure deletion process with legal. ]

Subject to POPIA, you have the right to:

• request access to the personal information we hold about you (POPIA §23);
• request correction or deletion of information that is inaccurate, irrelevant, excessive or out of date (POPIA §24);
• object to processing on reasonable grounds, and withdraw consent where consent is the basis;
• not be subject to a decision based solely on automated processing; and
• lodge a complaint with the Information Regulator.

To exercise these rights, contact us at hello@conveyclear.co.za.

The portal uses only the cookies and local storage necessary to keep you securely signed in and to operate the service. [ Confirm whether any analytics or non-essential cookies are used, and add a consent mechanism if so. ]

The portal is intended for adults (18+) entering into property transactions. We do not knowingly collect the personal information of children except where it forms part of a matter and is provided by a competent person (e.g. a guardian).

We may update this policy from time to time. The “last updated” date above reflects the latest version, and material changes will be communicated through the portal.

Questions or requests: contact our Information Officer at hello@conveyclear.co.za or +27 (0)76 810 4790.

You may also complain to the Information Regulator (South Africa) — enquiries: enquiries@inforegulator.org.za; complaints (POPIA): POPIAComplaints@inforegulator.org.za.[ Verify current Regulator contact details before publishing. ]