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 a South African company headquartered in Cape Town. We are the responsible party for personal information collected from property managers and hosts, and the operator for personal information processed on behalf of our customer properties (including visitor data).

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 (Twilio, Clickatell) — to deliver access codes and notifications. Number and message body only.
• Cloud infrastructure providers (AWS, hosted in af-south-1 Cape Town and eu-west-1 Ireland for backups).
• 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, after which they are automatically anonymised. Property managers can configure retention windows from 30 days to 5 years from their dashboard. 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 respond within 5 business days.

7. Security

All data is encrypted in transit (TLS 1.3) and at rest (AES-256). Access codes are cryptographically generated and never reused. We run regular security reviews, automated vulnerability scanning, and limit internal access to personal information on a strict need-to-know basis.

8. Contact

Information Officer: Pieter du Plessis
Email: privacy@easyvisit.app
Postal: EasyVisit (Pty) Ltd, Cape Town, South Africa