Privacy Policy

EasyVisit takes privacy seriously. This policy explains how we collect, use, store and protect personal information when you use the EasyVisit platform — whether as a property manager, host, guard or visitor.

1. Who we are

EasyVisit is operated by TST Software (Pty) Ltd, a South African company based in Bedfordview. We are the responsible party for personal information we collect for our own onboarding, support, billing and website enquiries, and an operator for visitor, host and guard personal information processed on behalf of customer properties.

2. What we collect

From property managers, hosts and guards

• Name, email address, phone number, role and the property/properties you are assigned to.
• Authentication metadata (login timestamps, IP address, browser/device fingerprint for security purposes).
• Photographs you choose to upload to your profile (optional).

From visitors

• Name, mobile number, vehicle registration (optional), visit reason and host.
• Optional check-in photograph captured at the kiosk (only if the property enables photo capture).
• Entry and exit timestamps for the duration of the visit.

3. How we use it

We use personal information to:

• Authenticate users and operate the EasyVisit platform.
• Send SMS access codes and visitor arrival notifications.
• Generate visit history, audit trails and compliance exports for property managers.
• Detect and prevent fraud or watchlist matches at the gate.
• Provide product support and respond to your questions.

4. Sharing & third parties

We do not sell personal information. We share it only with:

• Your property's operators — the managers, hosts and guards at the property you visit. Visit data is scoped to that property.
• SMS gateway providers such as SMSPortal — to deliver access codes and notifications. Number and message body only.
• Hosting and storage providers used for database hosting, backups and optional photo/file storage, subject to appropriate contractual safeguards.
• Law enforcement — only when legally compelled by a valid SA court order or subpoena.

5. Retention

Visit records are retained for 12 months by default. Visitor photographs, if captured, are retained for 90 days. After the retention period, records are deleted or anonymised according to the EasyVisit retention process. See our Data Retention Policy for full details.

6. Your rights

Under POPIA, you have the right to:

• Access the personal information we hold about you.
• Request correction or deletion (subject to legal retention requirements).
• Object to processing for direct marketing purposes.
• Lodge a complaint with the Information Regulator of South Africa.

To exercise any of these, email privacy@easyvisit.app. We aim to respond within 30 days. Where the customer property is the responsible party for your data, we will help route the request to that property.

7. Security

EasyVisit uses HTTPS/TLS in transit, production database connection encryption, role-based access controls, secure OTP/access-code generation, rate limiting, protected cookies and restricted logging of sensitive content. We limit internal access to personal information on a need-to-know basis.

8. Contact

Information Officer: Thapelo Selowa
Email: privacy@easyvisit.app
Postal: TST Software (Pty) Ltd, Bedfordview, South Africa