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Legal

Privacy Policy

Last updated: 3 May 2026  ·  Effective: 3 May 2026

Agent Loop (Pty) Ltd ("Agent Loop", "we", "us") operates the agentloop.co.za platform and associated mobile applications (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose and safeguard personal information in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) and, where applicable, the General Data Protection Regulation (GDPR).

By accessing or using the Service you confirm that you have read and understood this Policy. If you do not agree, please discontinue use immediately.

1. Who We Are

Agent Loop (Pty) Ltd is the Responsible Party (controller) under POPIA. Our Information Officer can be reached at admin@agentloop.digital.

2. Information We Collect

2.1 Information you provide

  • Account registration details (name, email address, phone number, password)
  • Professional credentials (PPRA/FFC number, FFC certificate, agency name and registration number)
  • Payment and billing information (processed by Stripe — we do not store card numbers)
  • Property listings you create or import
  • Client records you upload, including names, contact details and property requirements
  • Communications you connect to the platform (Gmail, Outlook, WhatsApp)

2.2 Information collected automatically

  • Log data: IP address, browser type, pages visited, timestamps
  • Device information: operating system, screen resolution
  • Usage analytics: features used, session duration, click events
  • Cookies and similar tracking technologies (see our Cookie Policy)

2.3 Information from third parties

  • Property portals (Property24, Private Property) — listing data you authorise us to import
  • CRM systems (PropControl, PropData, AgentBox, Entegral) — contact and listing data you sync
  • Social platforms (Facebook, LinkedIn, Instagram) — messages and lead data you connect
  • PPRA public register — for verification of your agent status

3. How We Use Your Information

We process personal information only where we have a lawful basis under POPIA:

  • Contract performance: Providing the Service, processing payments, sending transactional emails
  • Legitimate interest: Improving the platform, preventing fraud, security monitoring
  • Consent: Marketing communications (opt-in only), AI analysis of uploaded communications
  • Legal obligation: Tax records, FICA/FAIS compliance, responding to lawful government requests

Specifically, we use your information to:

  • Match your property listings to buyer/tenant requirements using AI
  • Verify your PPRA/FFC status with the relevant authority
  • Send notifications about new matches, platform updates and account activity
  • Generate anonymised cross-agent match alerts (no PII shared with other agents without mutual opt-in)
  • Provide customer support
  • Comply with applicable South African law

4. Client Data You Upload (Data Operator Provisions)

When you upload or import records about your own clients ("Client Data"), you remain the Responsible Party for that data. Agent Loop acts as your Operator (processor) under POPIA. You warrant that:

  • You have obtained valid POPIA-compliant consent from each client before uploading their information
  • You are entitled to share that information with Agent Loop for the purposes of the Service
  • You will respond promptly to any client requests to access, correct or delete their data

We will never sell, rent or share your Client Data with third parties for their own marketing purposes. See our Data Processing Agreement for full details.

5. AI Processing

Our AI matching engine analyses property listings, client requirements and (where connected) email/WhatsApp snippets to generate match scores and recommendations. AI processing is limited to the minimum data needed for matching and is never used to make fully automated decisions with legal or similarly significant effects without human review.

We use Anthropic's Claude API for AI features. Data sent to Claude is governed by Anthropic's Privacy Policy. We do not send full email bodies — only extracted snippets of up to 500 characters.

6. Sharing Your Information

We do not sell your personal information. We may share it with:

  • Service providers: Stripe (payments), AWS (hosting), Anthropic (AI), SendGrid (email) — all bound by data processing agreements
  • PPRA / authorities: To verify your professional credentials or comply with legal obligations
  • Other agents (anonymised only): Cross-agent match summaries contain no PII until both parties opt in
  • Business transfers: In the event of a merger or acquisition, with prior notice to users

7. International Data Transfers

Some of our service providers are located outside South Africa. When we transfer your personal information to recipients in other countries, we take steps to ensure an adequate level of protection is maintained in accordance with POPIA s72 and, where applicable, GDPR Chapter V.

The following transfers take place and the safeguards we rely on:

  • United States — Anthropic (Claude AI): Processes AI-matching prompts containing anonymised property and client data snippets (no full names or contact details). Protected by Anthropic's Data Processing Agreement and standard contractual clauses equivalent to GDPR SCCs.
  • United States — Stripe: Processes subscription payment data. Protected by Stripe's PCI-DSS Level 1 certification and Data Processing Agreement.
  • United States / EU — AWS / Cloudflare R2: Infrastructure hosting. Data is stored in AWS af-south-1 (Cape Town, South Africa) by default. Backups may be replicated to EU-West-1 (Ireland). Protected by AWS Data Processing Addendum.
  • United States — SendGrid / Twilio: Transactional email delivery (account alerts, match notifications). Only email address and message content are transferred. Protected by Twilio's Data Processing Addendum.

We do not transfer full client records (including SA ID numbers, financial details or property addresses) outside South Africa without your explicit consent. If you require further information about the safeguards in place for any specific transfer, contact privacy@agentloop.digital.

8. Data Retention

  • Active account data: retained for the duration of your subscription plus 5 years (FAIS record-keeping requirements)
  • Deleted account data: anonymised within 30 days of account closure, except where legal retention applies
  • Communication snippets: retained for 12 months from ingestion
  • Activity logs: retained for 24 months

9. Security

We implement industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest for sensitive credentials, bcrypt password hashing, access controls and regular security audits. However, no system is completely secure and we cannot guarantee absolute security.

10. Your Rights Under POPIA

As a data subject you have the right to:

  • Access — request a copy of the personal information we hold about you
  • Correction — request correction of inaccurate or incomplete information
  • Deletion — request deletion (subject to legal retention requirements)
  • Objection — object to processing based on legitimate interest
  • Withdraw consent — for processing based on consent, without affecting prior processing
  • Complaint — lodge a complaint with the Information Regulator of South Africa

To exercise any right, email admin@agentloop.digital with the subject line "POPIA Request" or use our online DSAR form. We will respond within 30 days.

11. Cookies

We use cookies and similar technologies. See our Cookie Policy for details.

12. Children's Privacy

The Service is intended for professional estate agents (18+). We do not knowingly collect personal information from persons under 18.

13. Changes to This Policy

We may update this Policy periodically. Material changes will be notified by email and/or in-app notification at least 30 days before taking effect. Continued use after the effective date constitutes acceptance.

14. Contact Us

Information Officer: Agent Loop (Pty) Ltd
Email: privacy@agentloop.digital
Address: South Africa
Information Regulator: inforegulator.org.za