These Terms of Service (Terms) govern access to and use of PropOS. They form an agreement between you and Property Operating Systems (Pty) Ltd, trading as The PropertyOS Company (PropOS, we, us, or our).
By creating an account, accepting these Terms, or using PropOS, you agree to these Terms. If you use PropOS for a company, trust, partnership, property owner, agency, or other organisation, you confirm that you are authorised to bind that person or organisation.
You must be at least 18 years old and legally able to enter into this agreement.
Definitions
In these Terms:
Applicant means a natural person or juristic person applying to rent a Property through PropOS. An Applicant may act through authorised participants.
Application means the information, documents, checks, declarations, signatures, payment status, and other material submitted for a Property through PropOS.
Owner means the person or organisation entitled to let a Property or to appoint a Property Professional to do so.
Platform means the PropOS websites, applications, APIs, and related services that we make available.
Pricing page means the current public pricing page at propos.rent/pricing.
Property means immovable property in South Africa offered for residential or commercial letting.
Property Professional means a person or organisation that uses PropOS to collect or review Applications for an Owner. Depending on the activity performed, applicable law may require that person or organisation to be registered with the Property Practitioners Regulatory Authority (PPRA) and to hold a valid Fidelity Fund Certificate (FFC).
Renter means an individual who uses PropOS in connection with an Application, whether as the primary applicant, a joint applicant, or another participating natural person.
Services means the rental application, verification, review, payment, record keeping, communication, and related functions available through the Platform.
What PropOS Does
PropOS provides a platform for collecting, completing, checking, reviewing, sharing, and recording rental Applications.
Depending on the Application and available providers, the Services may include:
- property setup and application links, QR codes, or direct invitations;
- individual, joint, and company Applications;
- participant requirements, documents, declarations, signatures, and payment status;
- identity, passport, company, director, professional registration, document, bank statement, and credit screening checks;
- affordability measures, references, fraud checks, and risk signals;
- a Property Professional recommendation, Owner review, and a recorded decision; and
- application history, notices, and supporting records.
The availability and result of a check depend on the information supplied, the person or entity involved, provider coverage, and applicable law. A check or status is not a guarantee that information is complete, current, authentic, or free from risk.
PropOS supports a decision. It does not choose an Applicant, guarantee approval, guarantee performance under a lease, or remove the need for human judgement. The Property Professional and Owner remain responsible for the final decision and for the lease.
PropOS does not negotiate lease terms, act as an estate agent for an Owner or Applicant, receive deposits or rent, operate a trust account, or become a party to a lease merely by providing the Platform.
Accounts and Access
You must provide accurate, current, and complete account information. You must keep your sign in credentials secure and promptly tell us about suspected unauthorised access.
You are responsible for activity performed through your account unless it results from a failure for which PropOS is legally responsible.
We may refuse, restrict, suspend, or terminate access where reasonably necessary to:
- protect users, the Platform, or personal information;
- investigate suspected fraud, misuse, or unlawful activity;
- enforce these Terms or applicable law;
- respond to a provider, payment, security, or operational failure; or
- comply with a lawful instruction.
We will act reasonably and, where appropriate, explain the restriction or provide a way to resolve it.
Applicant Responsibilities
An Applicant and each participating Renter must:
- provide information that is accurate and not misleading;
- upload only documents they are entitled to use and share;
- complete the requirements assigned to them;
- keep profile information current before using it in a new Application;
- obtain any authority needed to act for a company, trust, or other person; and
- use the Platform lawfully and fairly.
Company Applications may require information and participation from the company, active directors, authorised signatories, trustees, or other authorised representatives. Each natural person remains responsible for their own declarations and consents.
Profile information may be reusable, but each submitted Application is a separate record. Updating a profile does not alter information already submitted unless the Platform expressly allows the change.
An Applicant must review the Application before submission. PropOS may prevent submission while required applicant information, documents, signatures, or payment remain outstanding. Some provider checks may continue after submission and before review can proceed.
Property Professional and Owner Responsibilities
A Property Professional must:
- provide accurate practitioner, FFC, firm, and company information where applicable;
- maintain any registration, authority, mandate, or consent required for their activities;
- create or manage a Property only with the Owner's authority;
- use Application information only for the relevant rental process and other lawful purposes;
- apply fair, lawful, and non-discriminatory review criteria;
- protect information received through PropOS; and
- accurately record the recommendation, Owner response, and lease execution information required by the Platform.
An Owner or Owner review recipient must use shared Application information only to assess the relevant Application, protect it from unauthorised use, and make their own decision.
PropOS may review practitioner PPRA results and returned FFC details before approving a Property Professional account. Where an agency is involved, review may also include firm results and company registration checks. A Platform approval records the account review at that time. It is not a guarantee of continuing registration, authority, or conduct.
Application Information and Sharing
When an Application is submitted, PropOS creates a record of the information and documents included at that time. The Application may be made available to the Property Professional responsible for the Property and to authorised PropOS staff who operate or review the Services.
The Property Professional may prepare a recommendation and share a review with the Owner. The Owner receives the material made available in the Owner review experience, which may include an Application summary, relevant check statuses, affordability measures, references, the recommendation, and supporting context. Detailed internal reviewer information, raw provider reports, and raw bank statement analysis are not shared with an Owner unless the Platform expressly provides for it and the sharing is lawful.
Other Property Professionals cannot see the Properties to which an Applicant has applied merely because they use PropOS.
Application information is handled as described in the Privacy Policy.
Verification and Credit Screening
Identity, passport, company, director, professional registration, document, bank statement, and similar checks are carried out under the Privacy Policy and the lawful basis that applies to the particular check. They are not bundled into a general credit check consent.
Where a credit bureau check requires instruction or consent, PropOS asks for it separately in the relevant Application flow. The prescribed provider purposes may include:
- Consumer/Entity instruction or consent for rental application assessment;
- Consumer Enquiry where applicable;
- Business/Juristic enquiry where applicable; and
- Fraud Prevention.
Using the Platform does not by itself constitute consent for a credit bureau check. A credit check is specific to the relevant Application and the consent record presented in that flow.
PropOS may use registered credit bureaus and screening providers to obtain or process credit information. PropOS does not provide credit, act as a credit provider or credit bureau, calculate creditworthiness for consumer credit, or make credit granting or final tenant selection decisions.
Credit and other screening outputs are decision support. A Property Professional receives the information and status made available for authorised review, but not a raw credit bureau report unless expressly authorised. PropOS does not sell, resell, or independently commercialise raw credit bureau reports.
Fees and Payment
Applicant Access Fees
The fees, access period, chargeable participants, and payment methods that apply to an Applicant are shown at checkout and on the Pricing page. The checkout amount you accept is the amount payable for that transaction.
Payment activates the access or participation described at checkout. It does not guarantee a completed check, a favourable review, approval, a Property, or a lease.
Access does not renew automatically unless the checkout expressly says otherwise and you agree to that arrangement.
Property Professional Platform Fee
There is no upfront Property Professional platform fee for setting up Properties, inviting Applicants, or reviewing Applications.
The Property Professional platform fee becomes due only after a lease is executed for an Application started through PropOS. The fee is the greater of the minimum amount or the displayed percentage of one month's rent shown on the Pricing page when the lease execution is recorded, unless a different amount has been expressly agreed in writing.
For a residential lease, one month's rent means the recurring monthly rent stated in the executed lease, excluding the deposit, utilities, and other ancillary charges.
For a commercial lease, one month's rent means the first month's recurring base rent stated in the executed lease, excluding VAT, the deposit, operating costs, utilities, parking, rates, levies, and other ancillary charges.
The Property Professional must provide accurate lease execution and rent information. An invoice is payable by the due date shown on it.
Payment Processing
Payments are processed by the payment provider shown at checkout. PropOS does not store full payment card details. You authorise the provider and PropOS to process the payment and related transaction information.
Amounts are charged in South African rand unless checkout expressly states otherwise. VAT treatment and any provider charge are shown where applicable.
Refunds
Except where applicable law requires otherwise or PropOS confirms a refund in writing, an Applicant fee is not refundable after the related access or participant entitlement has been activated. A Property Professional platform fee is not refundable after it has validly become due and been paid.
If you believe a payment was duplicated, made in error, or not matched to the promised access, contact support@propos.rent. Any approved refund is returned through the original payment method where reasonably possible.
Acceptable Use
You must not:
- use PropOS for an unlawful, discriminatory, deceptive, or abusive purpose;
- submit false, altered, stolen, or misleading information or documents;
- access another person's account or information without authority;
- scrape, copy, probe, disrupt, reverse engineer, or overload the Platform except where the law does not allow that restriction;
- bypass a security, payment, permission, or workflow control;
- introduce malicious code or use the Platform to harm another person; or
- use Application information for marketing, unrelated screening, or any purpose not reasonably connected to the relevant rental process or otherwise authorised by law.
We may investigate suspected misuse, preserve relevant records, and report conduct to an affected person, provider, regulator, or law enforcement authority where lawful and appropriate.
Intellectual Property
PropOS and its licensors own the Platform, its software, design, branding, and documentation. These Terms give you a limited and revocable right to use the Platform for its intended purpose while your account is active. The right is not exclusive to you and you may not transfer it.
You retain ownership of information and documents that you lawfully provide. You grant PropOS the rights reasonably necessary to host, process, reproduce, transmit, and present that material to provide the Services, comply with law, and enforce these Terms.
Feedback may be used to improve PropOS without payment or attribution, provided that we do not identify you publicly without permission.
Availability and Changes
We aim to keep the Platform available, but do not promise uninterrupted operation or operation without errors. Maintenance, provider failures, internet conditions, security events, and events beyond our reasonable control may affect availability or a check.
We may change, add, or remove Platform functions. Where a change materially affects your rights or an active paid entitlement, we will give reasonable notice where practicable and comply with applicable law.
Current fee amounts and access terms are shown at checkout and on the Pricing page. Changes apply prospectively and do not alter a completed checkout transaction.
Disclaimers and Liability
PropOS provides application administration and decision support. We do not warrant that:
- information supplied by a user or provider is complete, current, or accurate;
- a check will identify every inconsistency or risk;
- an Applicant will be approved or perform under a lease;
- a Property is available, suitable, lawful, or accurately described; or
- a lease will be concluded or enforced.
Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited. Subject to that rule, PropOS is not liable for indirect, incidental, special, or consequential loss, loss of profit, loss of opportunity, or loss arising from a decision made by an Applicant, Property Professional, Owner, or third party.
To the extent permitted by law, PropOS's total liability arising from the Services or these Terms is limited to the fees you paid to PropOS for the Services giving rise to the claim during the 12 months before the event that caused the claim.
You are responsible for loss caused by your unlawful use of the Platform, your material breach of these Terms, or information or documents you supplied without authority. This does not make you responsible for loss caused by PropOS or another person.
Ending Access
You may stop using PropOS and request account deletion through the available privacy controls, subject to records that we must or may lawfully retain.
We may suspend or end access for a material or repeated breach, unlawful conduct, failure to pay, a serious security risk, or where we must do so by law. Where appropriate, we will give notice and a reasonable opportunity to remedy the issue.
Clauses that are intended to continue after access ends, including payment, privacy, intellectual property, liability, dispute, and record keeping provisions, remain in effect.
Changes to These Terms
We may update these Terms to reflect changes to the Services, law, providers, or business practices. The version and publication date are recorded through the Platform's legal document system.
Where a change materially affects existing users, PropOS may notify you and require acceptance of the new version before you continue using protected parts of the Platform. Continuing to use the Platform does not replace a separate acceptance step where one is required by law or by the Platform.
Governing Law and Disputes
South African law governs these Terms.
Before starting formal proceedings, please send the details of a dispute to compliance@propertyos.company so that the parties can try to resolve it. This does not prevent either party from seeking urgent relief or using a regulator, tribunal, ombud, or court process available under applicable law.
Any court with jurisdiction in South Africa may hear a dispute arising from these Terms.
General
If a provision is unlawful or unenforceable, it will be limited or removed only to the extent necessary, and the remaining provisions continue to apply.
A failure or delay in enforcing a right is not a waiver of that right.
You may not transfer your rights or obligations under these Terms without our written consent. PropOS may transfer this agreement as part of a lawful restructuring, financing, or transfer of the Platform, subject to the Privacy Policy and applicable law.
These Terms, the Privacy Policy, the checkout terms you accept, and any separate written agreement between you and PropOS form the agreement about the Services they cover.
Contact
Company: Property Operating Systems (Pty) Ltd, trading as The PropertyOS Company
Registration number: 2025/826918/07
Address: Dock Road Junction, Corner Stanley & Dock Road, V&A Waterfront, Cape Town, South Africa, 8001
Legal and company enquiries: compliance@propertyos.company
Product support: support@propos.rent