Privacy Notice

Operated by: The Rent Shield (PTY) LTD

Effective Date: 17 June 2026

1. Transparency & Purpose

This Privacy Notice applies to the use of The Tenant Shield and The Tenant Shield Lite mobile applications. The Rent Shield (PTY) LTD is the Responsible Party. We process personal information to provide tenants with an immutable, timestamped record of property conditions. Our processing is rooted in the performance of the lease agreement and the legitimate interest of protecting the tenant’s financial assets against unfair withholding.

2. Advertising & Third-Party SDKs

To provide this service for free, our apps integrate third-party advertising services (e.g., Google AdMob).

Data Collected by Ad Networks: These third-party providers may automatically collect advertising identifiers (such as the Android Advertising ID), IP addresses, and device information to serve ads and measure ad performance.
Purpose: This data is used to provide non-personalized or personalized ads as permitted by your device settings and our ad partners' policies.
Control: You can reset your Advertising ID or opt out of personalized ads at any time through your device's system settings.

3. Granular Data Inventory & Justification

Tenant Identity
- Data: Full Name, Email, Unique User ID.
- Justification: Required for identity verification, report attribution, and secure account access.
Lease & Location
- Data: GPS coordinates, Physical Address, Unit Number.
- Justification: Necessary for linking the condition report to a specific legal premise and contract.
Visual Evidence
- Data: High-Res Photos/Videos of defects or fixtures.
- Justification: Serves as primary, timestamped proof of property condition (in accordance with Section 16 of POPIA).
Advertising Data
- Data: Advertising ID, IP Address, Device Specs.
- Justification: Required for the delivery and measurement of app content.

4. Data Infrastructure & Security

Information is stored in a centralized database (Firestore) hosted on Google Cloud Platform.

Security: We employ encryption at rest (AES-256) and in transit (TLS 1.3).
Operator Disclosure: Google acts as a Data Operator, processing information solely to provide app functionality and infrastructure. They do not own or utilize your data for their independent purposes.

5. Notice Regarding Counterparty Data

We process contact details of Landlords, Agents, or Property Managers provided by the Tenant to fulfill lease requirements.

Safeguards: This data is used exclusively for property documentation.
Rights: We ensure every communication sent to a Counterparty includes a link or method to request deletion of their contact information in compliance with POPIA.

6. Data Lifecycle & Preservation

Active Retention: Duration of your active subscription and lease.
Evidentiary Archive: Post-termination, data is retained for 3 years to align with the Prescription Act 68 of 1969.
Destruction: Records are purged via automated scripts upon expiry of the retention period.

7. User Rights & Data Subject Participation

Access & Export: You may request a complete export of your "Evidence Locker."
Rectification: You may correct erroneous descriptions or photos.
Erasure: You may request the permanent deletion of your account. Note: This will destroy your ability to defend against future deposit disputes.
Account Deletion: An automated account deletion process is available within the App Settings/Website portal.

8. Information Officer & Governance

As the Founder, I serve as the Information Officer. Direct all queries to: privacy@trsd.co.za.

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