RentDesk – Powered by Kuba Technologies (Pty) Ltd
Effective Date: 21 June 2026
Last Updated: 21 June 2026
1. Introduction
RentDesk is a property and rental management software platform developed and operated by Kuba Technologies (Pty) Ltd (“Kuba Technologies”, “RentDesk”, “we”, “our”, or “us”).
We are committed to protecting the privacy, confidentiality, integrity, and security of personal information entrusted to us by rental agencies, landlords, tenants, service providers, referral partners, and website visitors.
This Privacy Policy explains how we collect, use, store, process, disclose, and protect personal information when you access or use:
- RentDesk Website (www.rentdesk.co.za)
- RentDesk Application (app.rentdesk.co.za)
- RentDesk mobile and web services
- Related support, onboarding, communication, and referral services
This Privacy Policy is designed to align with:
- Protection of Personal Information Act, 2013 (POPIA) – South Africa
- Electronic Communications and Transactions Act (ECTA)
- General Data Protection Regulation (GDPR) principles where applicable
- Industry best practices adopted by enterprise software providers
2. About Kuba Technologies
RentDesk is owned and operated by:
Kuba Technologies (Pty) Ltd
Registered Office:
9 Portswood Road
V&A Waterfront
Cape Town
South Africa
Office: 087 153 7882
Email: info@rentdesk.co.za
3. Information We Collect
We may collect the following categories of information.
3.1 Account Information
When an agency registers for RentDesk, we may collect:
- Full name
- Agency name
- Business registration details
- Email address
- Mobile number
- Physical address
- Subscription details
- Billing information
3.2 Tenant Information
Rental agencies using RentDesk may upload and manage tenant information including:
- Full names
- South African ID numbers
- Passport numbers
- Contact details
- Employment information
- Residential information
- Lease agreements
- FICA documentation
- Supporting verification documents
The agency remains responsible for ensuring that all tenant information is collected lawfully and in compliance with POPIA.
3.3 Landlord Information
We may process:
- Full names
- Contact information
- Property ownership details
- Banking details
- Property management information
3.4 Property Information
We may collect:
- Property addresses
- Unit numbers
- Inspection reports
- Maintenance records
- Occupancy records
- Lease information
3.5 Financial Information
Depending on services used:
- Subscription payments
- Billing records
- Transaction references
- Rent payment records
- Payment status information
RentDesk does not store full credit card information.
Payments are processed through approved third-party payment providers.
3.6 Website Information
When visiting our websites, we may collect:
- Browser type
- Device information
- IP address
- Pages visited
- Referral source
- Session activity
- Cookies and analytics data
4. How We Use Information
We use personal information to:
- Provide RentDesk services
- Create and manage accounts
- Facilitate tenant onboarding
- Support FICA and compliance workflows
- Manage property and lease records
- Process subscription payments
- Provide customer support
- Improve platform performance
- Prevent fraud and abuse
- Communicate important service updates
- Comply with legal obligations
We only process personal information for lawful and legitimate business purposes.
5. Legal Basis for Processing
We process information based on:
- User consent
- Contractual obligations
- Legal compliance requirements
- Legitimate business interests
- Protection of user rights and security
6. POPIA Compliance
RentDesk is designed to support compliance with the Protection of Personal Information Act (POPIA).
Agencies using RentDesk are responsible for:
- Obtaining necessary consent
- Issuing privacy notices where required
- Maintaining lawful grounds for processing
- Ensuring information uploaded to RentDesk is accurate and lawful
RentDesk acts as a technology service provider supporting agencies in meeting these obligations.
7. FICA Documentation
RentDesk enables agencies to collect and store FICA-related documentation.
These documents may include:
- South African ID copies
- Passport copies
- Proof of address
- Supporting compliance documentation
Such information is treated as highly confidential and protected using appropriate security measures.
8. Data Security
We implement industry-standard safeguards including:
- Encrypted connections (SSL/TLS)
- Role-based access controls
- Secure cloud infrastructure
- Multi-level authentication controls
- Activity monitoring
- Access logging
- Regular software updates
- Data backup procedures
No system can guarantee 100% security; however, we continuously work to protect customer information.
9. User Access Controls
RentDesk provides role-based permissions including:
- Principal Agent
- Agency Staff
- Landlords
- Tenants
- Kuba Technologies Administrators
Users only access information relevant to their role and permissions.
10. Data Retention
We retain information only for as long as:
- Required to provide services
- Required by law
- Necessary for legitimate business purposes
- Needed to resolve disputes
- Needed for audit and compliance purposes
Upon account termination, information may be retained for regulatory, legal, backup, or audit requirements.
11. Sharing Information
We do not sell personal information.
Information may be shared with:
- Approved payment providers
- Cloud infrastructure providers
- Technology service providers
- Compliance service providers
- Government authorities when legally required
- Law enforcement agencies when legally compelled
All third parties are expected to maintain appropriate privacy and security standards.
12. International Data Transfers
Some services used by RentDesk may involve infrastructure located outside South Africa.
Where cross-border transfers occur, we take reasonable steps to ensure that personal information receives an adequate level of protection.
13. Cookies and Analytics
RentDesk uses cookies and similar technologies to:
- Improve user experience
- Maintain sessions
- Understand website performance
- Analyse platform usage
- Improve product functionality
Users may control cookie settings through their browser preferences.
14. Marketing Communications
We may send:
- Product updates
- Service announcements
- Security notices
- Marketing communications
- Industry insights
Users may unsubscribe from marketing communications at any time.
Service-related communications may still be sent when necessary.
15. Your Rights
Subject to applicable law, you may request:
- Access to your information
- Correction of inaccurate information
- Deletion of information where permitted
- Restriction of processing
- Withdrawal of consent
- Objection to certain processing activities
Requests may be submitted using the contact details below.
16. Children’s Privacy
RentDesk is intended for use by businesses and individuals over the age of 18.
We do not knowingly collect personal information from children without lawful authorization.
17. Referral Programme Privacy
Participants in the RentDesk Referral Programme may provide:
- Name
- Contact information
- Banking details (where applicable)
- Referral activity information
This information is used solely for administration, communication, verification, and commission payments.
18. Changes to This Privacy Policy
We may update this Privacy Policy periodically.
Updated versions will be published on the RentDesk website and application.
Continued use of RentDesk constitutes acceptance of the revised Privacy Policy.
19. Contact Us
For privacy, compliance, or data protection enquiries:
RentDesk Privacy Office
RentDesk – Powered by Kuba Technologies (Pty) Ltd
Office: 087 153 7882
Email: privacy@rentdesk.co.za
General Enquiries: info@rentdesk.co.za
Website: www.rentdesk.co.za
Address:
9 Portswood Road
V&A Waterfront
Cape Town
South Africa
20. Data Protection Commitment
At RentDesk, we recognize that rental agencies, landlords, and tenants trust us with sensitive information every day.
We are committed to maintaining the highest practical standards of privacy, security, transparency, and responsible data management to help our customers operate confidently in an increasingly digital world.
RentDesk — Rental Agency Management Software Powered by Kuba Technologies.