Privacy policy

Agentiva is a software platform for estate agencies, provided by Maix (to be confirmed, registration number to be confirmed), in South Africa. Our full details are on the company details page.

We play two different roles, and this policy covers both:

• Responsible party for information about our own website visitors and customers, such as the name and email of an agency’s staff who use the platform.
• Operator for the information an agency puts into the platform about its landlords, tenants and applicants. The agency is the responsible party for that information and decides why and how it is used. We process it only on the agency’s instructions, under our terms of service.

On this website. The website has no forms, no advertising and no analytics or tracking tools. Our hosting provider records standard technical information about requests (such as IP address, browser type and the page asked for) to deliver the site and keep it secure. If you email or phone us, we receive what you choose to send.

In the platform, about agency staff. Name, email address, role, agency, your password (stored only in a scrambled, irreversible form by our authentication provider), sign-in codes, devices you ask us to remember, and a record of important actions you take.

In the platform, on behalf of agencies. The information needed to run a rental, which the agency or the landlord or tenant enters. Depending on the agency’s own forms this can include names, identity or passport numbers, contact details, addresses, marital status, banking details, employment and income information, supporting documents, photographs of the property, and signatures.

We do not ask for more than a rental needs, and we do not sell personal information.

• To provide the platform to agencies that have a contract with us (POPIA section 11(1)(b)).
• To keep accounts secure, for example with sign-in codes and activity records (our legitimate interest, section 11(1)(f)).
• To reply when you contact us, and to bill and support our customers.
• To meet legal obligations, such as keeping financial records (section 11(1)(c)).
• For agency data: only to deliver the service the agency asked for, on its instructions.

We use the service providers below to run Agentiva. Each acts as an operator for us and only for this purpose. Some are outside South Africa, so information is transferred across borders as POPIA section 72 allows, to countries or under agreements that provide adequate protection.

Vercel

Hosting of the website and platform. Servers in Frankfurt, Germany, with a global delivery network.

Supabase

Database, sign-in and file storage. Servers in Frankfurt, Germany.

Resend

Sending emails such as sign-in codes, invitations and form links. Sending region in Ireland.

Anthropic

Only when an agency uses the document-reading features: the relevant document is sent to Anthropic’s API to be read. Anthropic’s commercial terms say it does not train its models on data sent through its API. Processing may take place in the United States.

We may also disclose information where the law requires it. Landlords and tenants only ever see their own form.

Account information is kept while the agency’s subscription is active. When a subscription ends, we delete or return the agency’s data on request, and delete it in any event within a reasonable period, except where the law requires us to keep records for longer. Technical logs are kept only as long as our providers need them for security.

• All connections use HTTPS encryption.
• Sign-in needs a password and a code sent to the person’s own email (a device the person chooses to remember skips the code for 30 days).
• Each agency’s data is kept separate, and staff only see what their role allows.
• Links sent to landlords and tenants are private, close once the form is sent back, and expire within five days.
• Our database and file storage are private: they refuse public access and are reached only through our application.

No system is perfectly secure. If we become aware of a security compromise affecting personal information, we will notify the affected agencies and, where POPIA section 22 requires, the Information Regulator and the people affected.

Under POPIA you may:

• ask whether we hold your personal information and for a copy of it;
• ask us to correct or delete it;
• object to its processing on reasonable grounds;
• object to direct marketing (we do not send any without asking first);
• complain to the Information Regulator.

If your information was entered by an estate agency (for example as a landlord or tenant), please contact that agency first, as it controls that information. We will help it respond.

To exercise a right, email ai@miax.co.za. We may need to confirm your identity first. You can also make a request under the Promotion of Access to Information Act (PAIA).

The Information Regulator (South Africa): inforegulator.org.za, enquiries@inforegulator.org.za.

The website sets no cookies. The platform uses only the cookies it needs to keep you signed in. See the cookie policy.

Agentiva is a business tool and is not meant for anyone under 18.

We will update this page when our practices change and show the date at the top. Questions go to our Information Officer, to be confirmed, at ai@miax.co.za or 060 883 7690.