Privacy Policy

Last updated: 1 April 2026

This Privacy Policy explains how personal information is collected, used, and protected when you use the EasyVisit Portal as a visitor or host. It is provided in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Responsible Party and Operator

The property owner or client (the organisation that operates the property you are visiting or managing) is the Responsible Party under POPIA. They determine the purpose and means of processing visitor information at their properties.

TST Software (Pty) Ltd (trading as EasyVisit) processes personal information as the Operator on behalf of each property client, solely on their instructions and under a written Data Processing Agreement.

• Company: TST Software (Pty) Ltd, trading as EasyVisit
• Address: Bedford Gardens, Bedfordview, 2007, Gauteng, South Africa
• Information Officer: Thapelo Selowa
• Contact: privacy@easyvisit.app

2. What We Collect

When you use this Portal, we may collect the following personal information:

• Full name — to identify the visitor in the security register
• Contact number — to send your access code via SMS and for identification
• Gender (optional) — collected for demographic purposes
• Visitor photograph (optional, biometric) — captured at the kiosk with your explicit consent for identity verification
• Vehicle registration number (optional) — for property access control and security
• Visit date and time — recorded as part of the access log
• Property visited — to associate the visit with the correct property record

3. Why We Collect It

• Visitor access management — to allow or deny entry to the property
• Maintaining a security register as required for property safety
• Audit trail for property administrators in the event of a security incident
• Sending your access code and notifications via SMS

4. How Long We Keep It

• Visit records: Retained for 12 months from the date of the visit
• Visitor photographs: Retained for 90 days, then permanently deleted
• Access logs: Retained for 30 days on a rolling basis

After these periods, your information is automatically deleted from our systems unless a longer retention period is required by law or by agreement with the property client.

5. Who Your Information Is Shared With

• Property administrator — has access to visit records for their property only
• EasyVisit (TST Software (Pty) Ltd) — as the system operator, for service delivery only
• SMS providers (SMSPortal, Twilio) — to deliver your access code and notifications
• Cloud storage provider (Dropbox) — to store visitor photographs securely
• Law enforcement — only where required by South African law

We do not sell or share personal information for marketing purposes.

6. Your Rights Under POPIA

As a data subject, you have the following rights:

• Right to access — request a copy of the personal information we hold about you
• Right to correct — request correction of inaccurate or incomplete information
• Right to delete — request deletion of your personal information (subject to legal retention requirements)
• Right to object — object to processing of your personal information
• Right to complain — lodge a complaint with the Information Regulator of South Africa at inforegulator.org.za

To exercise any of these rights, email privacy@easyvisit.app or submit a request via our Data Subject Request form.