The terms that govern PropBoard — in two parts: one for the property companies that subscribe to it, and one for the people who use it under their branding.
PropBoard is a white-label rental management platform built and operated by DropIT Solutions ("we", "us"), Johannesburg, South Africa. Because PropBoard runs under each property company's own branding, these terms come in two parts:
By subscribing to, or using, PropBoard you accept the part of these terms that applies to you. Our Privacy Policy explains how personal information is handled and forms part of these terms.
These terms apply to the agency or landlord that subscribes to PropBoard, alongside any written agreement between us.
PropBoard gives your company a complete rental system: online applications, document collection and vetting, digital leases and debit order mandates, tenant management, support tickets and notices, move-in and move-out inspections, and charges and deposit records — through an office web dashboard, a tenant mobile app and an inspector mobile app.
We host, maintain and update the platform. We may improve or change features over time; we will not materially reduce the core service you subscribed to without reasonable notice.
PropBoard runs under your name, logo and colours. You warrant that you own or are licensed to use the branding you give us, and you grant us a licence to display it within your instance of the platform for the duration of your subscription. We remain the owner of the PropBoard software itself.
For the personal information of your applicants, tenants, occupants and staff, you are the responsible party (data controller) under POPIA, and we act as your operator. You agree to:
We will process personal information on your instructions only, keep it in your own isolated database, secure it as described in our Privacy Policy, and notify you without undue delay if we become aware of a breach affecting your data.
You and your staff must not use PropBoard to break the law, to discriminate unlawfully against applicants, to store or distribute unlawful content, to attempt to access another company's data, or to probe, disrupt or overload the platform. We may suspend access that puts the platform or other customers at risk, and will tell you why.
Fees, billing frequency and any setup or onboarding charges are as set out in your agreement or order with us. Fees are payable in advance unless agreed otherwise. We may adjust fees on renewal with reasonable prior notice. If fees remain unpaid after notice, we may suspend the service until the account is settled.
We aim to keep PropBoard available around the clock and to schedule maintenance outside busy hours where we can. The service is, however, provided on a best-efforts basis: we do not guarantee uninterrupted or error-free operation, and we are not responsible for outages caused by your connectivity, your devices, or third-party services beyond our control.
To the maximum extent the law allows: PropBoard is provided "as is"; we are not liable for indirect or consequential loss (including loss of profits, business or data); and our total liability to you in any 12-month period is limited to the fees you paid us for the service in that period. Nothing in these terms excludes liability that cannot lawfully be excluded. Decisions about applicants and tenants — approvals, rejections, charges, deposit outcomes — are yours; PropBoard is the tool, not the decision-maker.
Either of us may terminate as set out in your agreement, and we may terminate for material breach that is not remedied after notice. On exit:
These terms apply to you if you use the portal or mobile apps as an applicant, tenant, occupant, or member of a property company's staff.
You sign in with your email address or phone number and a one-time PIN (OTP) — there is no password to remember. The OTPs sent to you are for you alone: do not share them, and keep control of the email account and phone number linked to your account. Tell your property company promptly if you think someone else has accessed your account.
The information and documents you submit — in an application, on your lease, or in a support ticket — must be true, accurate and yours to provide. Submitting false or misleading information may lead to an application being declined, a lease being cancelled, or your access being suspended, and may have legal consequences under your lease or the law.
Use the platform for its purpose: applying for and managing your rental. Do not upload unlawful, abusive or deliberately misleading content; do not harass staff or other users through tickets or messages; do not attempt to access accounts or data that are not yours; and do not interfere with the operation of the platform.
This one matters. Your lease, your rent, your deposit and every decision about your application or tenancy sit between you and your property company — not DropIT Solutions. We provide the software your property company uses; we are not your landlord, we do not receive your rent, and we cannot approve, decline or reverse decisions about your tenancy. Disputes about your lease or payments should be raised with your property company through the channels in your lease.
You keep ownership of the photos and documents you upload. By uploading them you give us and your property company permission to store, display and process them for the purpose you provided them — for example a payslip to assess your application, or a photo attached to a maintenance ticket. Only upload content you have the right to share.
You can ask for your account and personal data to be deleted at any time — on our account deletion page or from inside the tenant app. Verified deletions are completed within 30 days. Records the law requires to be kept, such as signed leases and financial records, are retained only for the legally required period, as described in our Privacy Policy.
These terms are governed by the laws of the Republic of South Africa, and the South African courts have jurisdiction over any dispute arising from them.
We may update these terms from time to time. If a change meaningfully affects you, we will update the effective date at the top of this page and, for significant changes, give notice through the platform. Continuing to use PropBoard after a change takes effect means you accept the updated terms.
Questions about these terms: privacy@propboard.tech — DropIT Solutions, Johannesburg, South Africa.