Privacy Policy

This Privacy Policy explains how DOMI VERA, trading as Domi Vera (“Domi Vera”, “we”, “us” or “our”), collects, uses, stores, shares and protects personal information when people visit our website, request a demonstration, contact support, sign up for our service, or use the Domi Vera property-management platform.

Domi Vera is a South African private company with registration number 2026/151747/07, at 98 Oldenland Street, Shady Glen, Cape Town, 7130.

Read this policy with our Terms of Service and, where relevant, the agreement between Domi Vera and the property-management business that gave you access to the platform. This policy does not reduce any right or remedy you have under the Protection of Personal Information Act 4 of 2013 (“POPIA”) or other law.

1 Our role under POPIA

Domi Vera processes personal information in two different roles:

1. As a responsible party. We decide why and how personal information is processed when we run our public website, receive demo requests, manage customer accounts and subscriptions, provide support, secure our service, run our business and comply with the law.
2. As an operator for a customer. A property-management business (our “customer”) decides why and how owner, tenant, guarantor, vendor, property, lease, billing and related records are processed. That customer is the responsible party, and Domi Vera processes the information on its instructions to provide the platform, under our Data Processing Agreement.

If your landlord or managing agent uses Domi Vera, questions about the information they hold about you should normally go to them first. We will help them as the law and our agreement require.

2 The personal information we process

Depending on the relationship and the features used, we may process:

• identity and account information, including names, email addresses, roles, account status, password hashes, email-verification records and login identifiers;
• contact and preference information, including telephone numbers, physical and postal addresses and preferred contact method;
• identification and background information entered by a customer, including date of birth, nationality, ID or passport details, employer or income references, next-of-kin details and signatory information;
• entity and property information, including company or trust details, registration numbers, property and unit addresses, municipal account details, meter numbers and access notes;
• lease and financial-administration information, including rent, deposits, charges, meter readings, consumption, invoices, statements, payment references, payment records, owner payout records, bank-account details and reconciliation information;
• documents and content uploaded to the platform, including lease agreements, identity or income documents, receipts, notes, logos and invoice branding;
• support and enquiry information, including demo requests, messages and related email correspondence;
• technical and security information, including IP addresses, timestamps, sign-in events, audit records, browser information sent with ordinary web requests, and actions performed by users or by Domi Vera support staff; and
• customer business information, including the business details captured at sign-up (such as registration and VAT numbers, contact details and portfolio size), the invoices Domi Vera issues to the customer and their payment status.

The service is not intended for information unrelated to property management. It is not intended for children’s information or for special personal information about religious or philosophical beliefs, race or ethnic origin, trade union membership, political persuasion, health or sex life, biometric information or criminal behaviour, and customers must not upload such information unless the law requires or permits it and Domi Vera has agreed to the use.

3 How we obtain personal information

We receive information directly from people who sign up, request a demo, contact support or edit their profile; from customers and their authorised managers; from documents and bank statements uploaded by customers; from actions performed in the platform; and automatically when our service receives web requests.

Where a customer supplies another person’s information, the customer is responsible for having a lawful basis for it and for giving that person the notice POPIA requires.

Fields marked as required at sign-up or elsewhere are needed to open and secure the account or provide the feature. If they are not provided, we may be unable to open the account, sign the person in, respond to the request or provide that feature. Optional fields can be left empty.

4 Why we process personal information

We process personal information to:

• create, authenticate, secure and administer accounts;
• provide the manager, owner and tenant portals;
• manage properties, units, owners, tenants, guarantors, vendors and leases;
• calculate and produce invoices, statements, charges, interest, reconciliations and payout records from the information customers configure;
• record utility meter readings and consumption;
• send account emails, links, invoices and statements;
• provide support, answer enquiries and arrange demonstrations;
• prevent abuse, investigate problems, keep an audit trail and protect users and the service;
• invoice customers for their Domi Vera subscriptions;
• meet our contractual, accounting, tax and other legal duties; and
• maintain and improve the platform using limited operational information.

Depending on the activity, processing is necessary to conclude or perform a contract, to comply with a legal obligation, or to protect a legitimate interest of Domi Vera, a customer or the person concerned, or takes place with consent where POPIA requires consent.

5 Who may receive personal information

Information is made available only as needed to:

• authorised users of the relevant customer, according to their role;
• the owner, tenant or other portal user to whom a record or shared document relates;
• Domi Vera staff who need access for support, security, administration or legal purposes;
• the service providers listed in section 6;
• professional advisers, auditors, insurers, regulators, law-enforcement authorities or courts, where the law permits or requires it; and
• a successor in a lawful restructuring, merger or sale, under appropriate confidentiality and data-protection safeguards.

Domi Vera does not sell personal information, and does not use customer information to train artificial-intelligence models.

6 Service providers and where information is stored

Provider	What it does for us	Where
Amazon Web Services (AWS)	Hosts the application, database, generated PDFs, logs and backups	Cape Town, South Africa (af-south-1)
Amazon Simple Email Service	Sends account emails, invoices and statements	Cape Town, South Africa (af-south-1)
Amazon CloudFront	Delivers the website’s pages and files quickly	Global edge locations
ImprovMX	Receives email sent to @domivera.co.za addresses and forwards it	Outside South Africa
Google (Gmail)	Stores the email Domi Vera receives and sends from its mailbox	Outside South Africa

The platform’s data, including all customer records, is stored in South Africa. Email you send to a Domi Vera address, and our replies, pass through ImprovMX and are stored by Google outside South Africa. We use these providers because they are bound by agreements and data-protection laws that give protection substantially similar to POPIA, as section 72 of POPIA requires. If you would rather not email us, you can write to the address above.

7 Security

We protect personal information with measures including encrypted (HTTPS) connections, a private database that is not reachable from the internet, encryption of stored data, password hashing, expiring sign-in and email links, role-based access, separation of each customer’s data at the database level, restricted document sharing, daily backups and audit records. Domi Vera support staff can view a customer’s account to help them; that access is logged.

No service can guarantee absolute security. If we have reason to believe personal information has been accessed by an unauthorised person, we will act as POPIA requires, including notifying the customer or the people affected and the Information Regulator where we are the responsible party.

8 How long we keep information

We keep personal information only for as long as needed for the purpose it was collected for, to provide the service, resolve disputes and meet legal duties.

• Customer records on the platform are kept while the customer’s account is active. When an account ends, the customer can ask for its records for 90 days. After that we delete them from the platform within 30 days, and from backups when those expire, 7 days later.
• Domi Vera’s own business records, such as the invoices we issue to customers, payments received and records of who accepted these terms and when, are kept for five years after the end of the relationship, as tax and company law require.
• Server and security logs are kept for up to 90 days.
• Support and demo emails are kept in our mailbox for as long as needed to deal with the matter and for our business records, and for no longer than five years.
• Rate-limit records for the demo and support forms are deleted after 24 hours.

We may keep information for longer where the law requires it or where it is needed for a legal claim.

9 Cookies and browser storage

We do not use advertising cookies, analytics trackers or tracking pixels. The platform stores your sign-in token and a few preferences (such as light or dark mode, and which notices you have closed) in your browser’s local storage, so that you stay signed in and the app works. Signing out removes the sign-in token.

If we ever add analytics or similar technology, we will update this policy and ask for consent where the law requires it before switching it on.

10 Marketing emails

Emails we must send to run an account, such as sign-in links, invoices and notices about these policies, are not marketing. We send product news only to managers who have chosen to receive it, and they can stop it at any time in Settings or by replying to the email. Choosing not to receive product news never affects access to the service.

We send electronic direct marketing only as section 69 of POPIA allows, and record and respect every refusal or withdrawal of consent.

11 Your rights

Under POPIA you may ask whether we hold personal information about you, ask for a copy of it, ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained, object to certain processing, withdraw consent where processing relies on consent, and complain to the Information Regulator.

We may need to confirm your identity and authority before we disclose or change information. If the information belongs to a customer’s records, we may refer your request to that customer, because it is the responsible party. Some information may lawfully be kept despite a deletion request.

Send requests to our Information Officer:

Information Officer: Cornel Coetzee
Email: privacy@domivera.co.za
Address: 98 Oldenland Street, Shady Glen, Cape Town, 7130

12 Complaints to the Information Regulator

You may complain to the Information Regulator of South Africa:

Website: inforegulator.org.za
Online complaints: eservices.inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za
General enquiries: enquiries@inforegulator.org.za
Telephone: 010 023 5200
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

We would appreciate the chance to deal with your concern first, at privacy@domivera.co.za.

13 Changes to this policy

We may update this policy when our services, providers or legal duties change. This page shows the current version and its effective date. We will tell customers about material changes in advance, by email or in the platform.