Last Updated: December 2024

1. Introduction

Word of Mouth ("we", "us", "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property referral platform.

2. Information We Collect

2.1 Personal Information

We collect personal information that you voluntarily provide when registering or using our platform:

• Full name and contact details (email, phone number, physical address)
• Identity number or company registration number
• Banking details for payment processing
• Professional credentials (for Service Providers: FFC number, agency details)
• Profile information and preferences

2.2 Lead Information

When you submit property leads, we collect:

• Property details (address, type, price, description)
• Contact information of buyers, sellers, or landlords (with consent)
• Transaction details and status updates

2.3 Automatically Collected Information

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, features used)
• Cookies and similar tracking technologies
• Location data (if permitted)

3. How We Use Your Information

We use collected information for the following purposes:

3.1 Platform Operation

• Create and manage your account
• Process and track property referrals
• Match leads with appropriate Service Providers
• Calculate and process payments
• Provide customer support

3.2 Communication

• Send transaction notifications and updates
• Respond to inquiries and support requests
• Send marketing communications (with consent)
• Provide platform updates and announcements

3.3 Improvement and Analytics

• Analyze platform usage and performance
• Improve user experience and features
• Detect and prevent fraud or abuse
• Comply with legal obligations

4. Legal Basis for Processing (POPIA Compliance)

We process your personal information based on:

• Consent: You have given explicit consent for specific processing activities
• Contract Performance: Processing is necessary to fulfill our agreement with you
• Legal Obligation: Processing is required by South African law
• Legitimate Interest: Processing is necessary for our legitimate business interests

5. Information Sharing and Disclosure

5.1 With Other Users

• Lead information is shared with matched Service Providers
• Service Provider profiles are visible to Lead Generators
• Transaction status is shared between involved parties

5.2 With Service Providers

We may share information with third-party service providers who assist us:

• Payment processors (for transaction handling)
• Cloud hosting services (for data storage)
• Email service providers (for communications)
• Analytics providers (for platform improvement)

5.3 Legal Requirements

We may disclose information if required by law or in response to:

• Court orders or legal processes
• Government or regulatory requests
• Investigations of fraud or illegal activity
• Protection of our rights or safety of others

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption of sensitive data in transit and at rest
• Secure servers with access controls
• Regular security audits and updates
• Employee training on data protection
• Incident response procedures

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as necessary to:

• Fulfill the purposes outlined in this policy
• Comply with legal and regulatory requirements (minimum 5 years for financial records)
• Resolve disputes and enforce agreements

After the retention period, we securely delete or anonymize your information.

8. Your Rights (POPIA Rights)

Under POPIA, you have the following rights regarding your personal information:

• Right to Access: Request copies of your personal information
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Deletion: Request deletion of your personal information (subject to legal requirements)
• Right to Object: Object to processing of your personal information
• Right to Restrict Processing: Request restriction of processing in certain circumstances
• Right to Data Portability: Receive your information in a structured, machine-readable format
• Right to Withdraw Consent: Withdraw consent for processing at any time

To exercise these rights, contact us at services@wordofmouth.co.za. We will respond within 30 days.

9. Marketing Communications

With your consent, we may send marketing communications about:

• New features and services
• Special offers and promotions
• Industry news and updates

You can opt-out of marketing communications at any time by:

• Clicking the "unsubscribe" link in emails
• Updating your preferences in your account settings
• Contacting us directly

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember your preferences and settings
• Analyze platform usage and performance
• Provide personalized content and advertising
• Improve security and prevent fraud

You can manage cookie preferences through your browser settings. However, disabling cookies may affect platform functionality.

11. Third-Party Links

Our platform may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Children's Privacy

Our platform is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If we become aware of such collection, we will promptly delete the information.

13. International Data Transfers

Your information is primarily stored and processed in South Africa. If we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with POPIA.

14. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the updated policy on our platform
• Sending email notifications
• Displaying a prominent notice on the platform

Your continued use after changes constitutes acceptance of the updated policy.

15. Contact Us & Information Officer

For questions about this Privacy Policy or to exercise your POPIA rights, contact our Information Officer:

16. Complaints to Regulator

If you believe your privacy rights have been violated, you have the right to lodge a complaint with the Information Regulator of South Africa: