Privacy Policy

Who we are

FixrBuddy (“we”, “us”, “our”) operates the FixrBuddy property operations platform, including the web application at app.fixrbuddy.co.za and this marketing website at www.fixrbuddy.co.za.

For privacy enquiries, contact us at admin@fixrbuddy.co.za. For POPIA-related information, see our POPIA page. For contractual terms governing use of the Service, see our Terms & Conditions.

Scope of this policy

This policy applies to:

• Visitors to the FixrBuddy marketing website
• Individuals who submit enquiries, demo requests, or newsletter sign-ups to FixrBuddy
• Users authorised by a Customer organisation to access a FixrBuddy workspace
• Personal information processed by FixrBuddy as operator on behalf of a Customer, as described below

This policy does not govern third-party websites, apps, or services that may be linked from our site or integrated by a Customer outside our control. Those services have their own privacy practices.

Roles under POPIA

Under South Africa’s Protection of Personal Information Act (POPIA), different parties have different responsibilities depending on who decides why and how personal information is used.

Where a property operator (your employer, landlord, student housing provider, or managing agent) uses FixrBuddy for its portfolio:

• Your organisation is typically the responsible party for personal information about tenants, residents, visitors, contractors, and staff held in that workspace.
• FixrBuddy acts as an operator, processing personal information on instructions from the customer organisation to provide the platform.

If you contact us directly (for example via the website contact form or sales enquiry), FixrBuddy is generally the responsible party for that information. If you are unsure who holds your records, contact your property operator first; we can help route your request where appropriate.

Information we process in the platform

Depending on how your organisation configures FixrBuddy, which modules are enabled, and what your role allows you to see, we may process the following categories of personal information. Not every workspace uses every module, and not every user can access every data type.

Account and profile data

• Name, email address, phone number, role (admin, manager, staff, security, resident, or custom roles)
• Login credentials and session identifiers
• Profile settings, notification preferences, and workspace membership

Property, tenant, and user directory data

• Tenant and resident profiles, lease context, room allocations, and occupancy records
• Data imported in bulk (users, properties, rooms, assets) supplied by your organisation
• Operational timelines and history linked to profiles

Maintenance

• Ticket descriptions, building/unit/location, priority, status, assignments, and SLA-related fields
• Comments, @mentions, attachments, and photos submitted with tickets
• Activity logs and audit history (who changed what and when)
• Quotes, line items, VAT, and exportable PDFs linked to tickets

Inspections

• Inspection schedules, checklist scores, area/item notes, and move-in/move-out records
• Photos and evidence attached to inspection items
• Generated PDF inspection reports

Visitors

• Visitor names, host/tenant associations, check-in and check-out times
• Approval status, access windows, whitelist/blacklist policy outcomes
• Contact details used for SMS or email notifications to hosts or visitors

Leases and e-signing

• Lease template data, signature request status, reminders, and envelope history
• Signer identity fields and signing events (including public or authenticated signing paths)
• PDF outputs of lease documents

Accounting and billing

• Invoices, credit notes, recurring billing configuration, arrears records
• Supplier and transaction logs, rent-ledger style reporting, and finance exports
• Banking or payment reference fields your organisation chooses to store (we do not process card payments on this marketing site)

Documents and compliance

• Tenant files, compliance documents, folder structure, and sharing permissions

Messaging and notifications

• Direct and group message content, attachments, and polls
• In-app and web push notification delivery metadata
• SMS and email content where your organisation enables visitor or operational notifications

Calendar, assets, and analytics

• Scheduled operational events, property/asset register entries tied to identifiable users
• Aggregated or exportable reports that may include personal information

Technical and security data

• IP address, browser/device type, app version, timestamps, and diagnostic logs
• Permission checks, export actions, and security-relevant audit events

How we use personal information

We use personal information to:

• Provide, maintain, and help secure the FixrBuddy platform and enabled modules
• Authenticate users and enforce role-based permissions (view, edit, delete, export per module)
• Deliver operational workflows described above on behalf of your organisation
• Send service-related notifications (including SMS or email where your organisation has configured those channels)
• Support onboarding, migration, training, and customer support requests
• Help improve reliability, troubleshoot issues, prevent abuse, and address legal requirements where applicable

We do not sell personal information. We also do not use workspace tenant or resident data to build unrelated commercial profiles for third-party advertising.

Where we analyse usage patterns, we aim to do so in ways that support service quality (for example understanding error rates or feature adoption). Any portfolio analytics visible in the product are intended for the Customer’s own operational use unless otherwise described in a customer agreement.

Lawful grounds (South Africa)

We try to process personal information under POPIA only where a lawful ground may apply. Depending on the context, this could include processing linked to providing the Service under a contract with your organisation, processing we believe is required by law, processing reasonably related to operating and securing the Service, or processing based on consent where appropriate (for example optional marketing from FixrBuddy to business contacts).

Your organisation, as responsible party for workspace data, is responsible for ensuring it has an appropriate lawful basis for the personal information it collects and uploads about tenants, visitors, and staff.

Sharing and subprocessors

We may share personal information with:

• Your organisation’s authorised users, according to role permissions configured in the workspace
• Infrastructure and hosting providers that store or transmit data on our behalf
• Email, SMS, and push notification providers when your organisation enables those channels
• E-signing or document services integrated into lease workflows where used
• Professional advisers or authorities when required by law or to protect rights and safety

Enterprise white-label customers may receive deployments with dedicated branding and support. Processing purposes generally remain aligned with this policy unless a separate written agreement between FixrBuddy and the Customer states otherwise.

Where we use service providers that handle personal information on our behalf, our arrangements with them will generally limit use to providing services to us, subject to the terms we agree with each provider. We do not control third-party providers’ independent practices.

International transfers

Our services are primarily oriented to South African property operators. Some infrastructure or support tools used in running a modern cloud service may process or store information in other countries.

Where personal information may be transferred outside South Africa, we may take such steps as we consider appropriate under applicable law, which could include contractual terms with providers. Customers may contact us for general information; specifics may be covered in a customer agreement.

Retention

We try to retain personal information only for as long as reasonably needed to provide the Service, support the purposes described in this policy, and address legal, accounting, or dispute-related needs where applicable.

For workspace data, retention is usually tied to the Customer’s subscription and configuration. After termination, data may be deleted or returned according to the Customer agreement, with possible retention in backups for a limited period as described on our POPIA page.

Your organisation may be able to export certain records before access ends, depending on permissions and product features. Export availability can vary by module and role.

Security

The Service may include technical and organisational features intended to help protect information (such as access controls, permission settings, activity logs on certain modules, and HTTPS in normal operation). The nature and availability of these features can vary by deployment and configuration.

No online service can be completely secure. Users and Customers also play an important role: strong passwords, prompt removal of leavers, and careful role configuration may help reduce risk. If you believe there is unauthorised access or a security concern relating to FixrBuddy, contact admin@fixrbuddy.co.za.

Your rights

Under POPIA, you may have rights to request access, correction, deletion, restriction, objection, or information about processing, subject to lawful exceptions and practical limitations (for example where records must be kept for legal reasons or where we do not directly control the data).

Residents, tenants, and visitors should normally contact their property operator first, because that organisation is usually the responsible party for workspace data. Where FixrBuddy acts as operator, we will try to assist the responsible party with valid requests directed to us, without accepting responsibility for the Customer’s decisions or notices.

Direct requests relating to information FixrBuddy may control (such as website enquiries): admin@fixrbuddy.co.za. We will try to respond within a reasonable timeframe where we are the appropriate contact. You may also lodge a complaint with the Information Regulator (South Africa) — see our POPIA page.

Cookies and similar technologies

Our website and web application may use cookies, local storage, or similar technologies to keep you signed in, remember preferences, and understand how the Service is used. Some of these are necessary for core functionality; others may support analytics or performance monitoring where enabled.

You can adjust browser settings to limit cookies, but some features may not work correctly if essential cookies are disabled. Where required by law, we will seek consent for non-essential cookies or provide appropriate notices.

Automated decision-making

FixrBuddy is an operational tool: decisions about maintenance, billing, access, or enforcement of property rules are made by authorised people at your organisation, not solely by automated systems. We do not intend the Service to replace professional, legal, or financial advice.

Student housing and minors

FixrBuddy is used in student housing and similar residential contexts. Personal information about minors should be processed by the responsible property operator only where there is an appropriate lawful basis (for example institutional authority, contract, or parental consent, as applicable).

We encourage Customers to collect only information that is reasonably necessary for operations, accommodation, safety, or compliance, and to configure roles so that access is limited to what each team member needs.

Website contact and newsletter

When you submit the marketing site contact form, we collect the fields you provide (such as name, email, company, and message) to respond to your enquiry and maintain ordinary business records.

If you sign up for updates, we may send product news or offers to the contact details you provided. You can ask to opt out of marketing communications at any time by replying to an email or contacting admin@fixrbuddy.co.za. Operational messages about an existing customer relationship may still be sent where permitted.

Accuracy and your responsibilities

Users with appropriate permissions can update certain profile and operational records within the workspace. Customers are responsible for the accuracy of bulk imports and for correcting outdated tenant, visitor, or billing information.

If you believe information about you in a workspace is incorrect, contact your property operator in the first instance. They can usually correct records faster because they manage day-to-day operations.

Changes to this policy

We may update this policy from time to time to reflect changes in our practices, the Service, or applicable law. The “Last updated” date at the top will change when we publish a revision.

Where changes are material, we may provide additional notice on the website or to account holders where appropriate. Continued use of the Service after an update may constitute acceptance of the revised policy where permitted by law and your agreement with us or your organisation.