POPIA & Data Retention
Devv PropOS is designed for estate agencies that process personal information as part of client, seller, buyer, and operational workflows.
Contact records include consent status so agencies can track privacy context alongside operational history.
Estate agency records may have lawful retention needs under the Estate Agency Affairs Act and POPIA. PropOS favours anonymizing direct identifiers where appropriate while preserving required operational history — rather than deleting records that may be needed for compliance, dispute resolution, or legal proceedings.
Personal information is only visible to authorized users inside the relevant organization and role context. Records are scoped by organization — no data crosses agency boundaries.
The following minimum retention periods apply to data processed in PropOS:
| Data type | Minimum retention | Basis |
|---|---|---|
| Contact records | 5 years post-engagement end | POPIA / estate agency compliance |
| Lead records | 3 years post-close or disqualification | Business records |
| Mandate records | 5 years post-mandate end | EAAB requirements |
| Offer / OTP records | 7 years post-transaction | CPA / Deeds Office |
| Viewing records | 3 years | Business records |
| Agent profile records | 5 years post-membership end | Employment records |
| Removed agent handover | 7 years | Legal employment record |
| Onboarding records | 5 years post-membership end | Compliance / EAAB |
| Organization-level data | 90 days post-cancellation minimum | Then deletion on request |
These periods reflect minimum legal obligations. Your agency may have longer internal retention requirements. Consult your own legal counsel for agency-specific obligations.
Under POPIA, data subjects have the right to request access to their personal information and to request correction or deletion where lawful retention is not required.
To submit a data access, correction, or deletion request, contact Devv PropOS support at:
Include your full name, email address, and the nature of your request. Requests will be processed within 30 days as required by POPIA. Records subject to lawful retention obligations cannot be deleted until the applicable retention period has elapsed.
Uploaded files may contain personal information or special categories of operational evidence. Agencies remain responsible for lawful collection, consent, purpose limitation, retention, disclosure, and data subject request handling under POPIA.
PropOS helps organize records and accountability trails, but each agency must maintain its own privacy notices, consent processes, operator controls, and internal compliance policies.
This page is a product-readiness summary and data retention reference. Agencies should seek their own legal guidance for POPIA compliance obligations and internal policies. Last reviewed: June 2026.