1. Scope and Application
This policy applies to all digital platforms operated by Coalition Trading 1103 CC trading as RSM Property Care & Refresh, including:
- Our website (rsmpropcare.com)
- Our client and operations portal (portal.rsmpropcare.com)
- Any associated tools, forms, applications, and communication channels (including WhatsApp and email)
By using any of these platforms, you agree to the terms outlined in this policy.
2. Purpose of This Privacy Policy
The purpose of this Privacy Policy is to:
- Ensure transparency in how personal and property-related information is processed across our platforms
- Define the purposes for which personal information is collected in relation to service delivery, estimates, and client interactions
- Inform users of their rights under the Protection of Personal Information Act (POPIA)
- Establish the lawful basis for processing personal information, including consent, contractual necessity, and legitimate business interests
- Outline how personal information is protected and managed
3. About Our Services
RSM Property Care & Refresh provides structured property maintenance, preventative care, and property presentation services to homeowners, landlords, and property managers. Our services include:
- Property assessments (virtual and in-person)
- Cleaning, maintenance, and property care solutions
- Property improvement and presentation services
- Online estimate tools and satellite-based measurement tools
- Vendor coordination and job allocation through our portal
- Invoice management and client communication via portal
4. Information We Collect
Personal Information
- Full name
- Phone number
- Email address
Property Information
- Property address
- Property size and layout details (including satellite-based measurements)
- Service requirements (cleaning, painting, maintenance, roofing, plumbing, electrical, construction, carpentry)
- Uploaded or submitted information via forms or tools
Portal and Transaction Information
- Job history, service records, and maintenance timelines
- Quote and invoice records
- Before and after photographs taken for quality control
- Vendor communications and job allocation records
- Digital acceptance and sign-off records
Technical Information
- IP address
- Browser type and device information
- Website usage data (via cookies or analytics tools)
5. How We Collect Information
We collect information when you:
- Complete forms on our website
- Use our estimate calculator or satellite map tools
- Book a property assessment
- Accept a quotation through our portal
- Contact us via WhatsApp, phone, or email
- Interact with our website, portal, or digital tools
6. Purpose of Data Collection
We collect and use your information to:
- Provide estimates and service recommendations
- Schedule and manage property assessments and services
- Allocate and coordinate vendor and contractor services
- Issue and manage quotes, invoices, and payment records
- Maintain internal records and CRM systems
- Record digital acceptance of quotes and terms
- Send relevant service-related updates (where applicable)
We do not sell your personal information.
7. Lawful Basis for Processing
We process personal information in accordance with POPIA based on:
- Your consent
- The necessity to perform services requested by you
- Legitimate business interests related to service delivery and improvement
- Compliance with legal obligations
8. CRM and Communication Systems
We use customer relationship management (CRM) systems and communication platforms to manage enquiries, service requests, and client interactions. This may include storing contact and property information, tracking service requests and job history, managing communication via WhatsApp, email, or phone, and recording quote acceptances and digital sign-offs.
By submitting your information, you consent to this processing for service delivery purposes.
9. Automated Tools and Estimates
Our website includes automated tools such as property estimate calculators and satellite-based map measurement tools (powered by Google Maps). These tools:
- Generate indicative, non-binding estimates
- Rely on user-provided or satellite-approximated data
- Do not constitute final quotations or professional advice
- May produce measurements that differ from physical on-site measurements
10. Sharing of Information
With Service Providers
- CRM platforms
- Communication tools (e.g., email systems)
- Website and hosting providers
With Vendor Partners
- Only where required to allocate and deliver a service
- Limited to relevant project and property information
- Vendors are required to process personal information in accordance with applicable data protection laws
We do not sell your personal information to any third party.
11. WhatsApp and Communication
By contacting us via WhatsApp or submitting your details, you consent to being contacted regarding your enquiry. Communication may include service updates, scheduling, and follow-ups. We do not send spam, and you may request to stop communication at any time.
12. Data Security
We take reasonable technical and organizational measures to protect your personal information, including secure servers and hosting environments, controlled access to systems and portal data, and use of trusted third-party platforms. However, no system is completely secure, and use of our platforms is at your own risk.
13. Data Retention
We retain your information only for as long as necessary to fulfill the purpose it was collected for, or to comply with legal or operational requirements. You may request deletion of your data by contacting our Information Officer.
14. Your Rights (POPIA)
Under POPIA, you have the right to:
- Access your personal information
- Request correction or deletion
- Object to processing of your data
- Withdraw consent at any time
To exercise your rights, please contact our Information Officer using the details below.