Ikonic Real Estate

POPIA

Privacy Notice

This Privacy Notice explains how Ikonic Real Estate collects, uses, shares and protects personal information when you use this website and our property services. It is written with reference to the Protection of Personal Information Act 4 of 2013 (POPIA).

1. Who we are (the responsible party)

Ikonic Real Estate. Telephone: +27 83 452 5599. Email: martin@ikonic.co.za.

2. Information Officer

For any privacy question or request, contact us at martin@ikonic.co.za or +27 83 452 5599. Your request will be routed to our Information Officer.

3. Personal information we collect

  • Identity and contact details: name, email address, mobile number.
  • Property enquiries and viewing requests: the property you ask about, preferred dates and times, and your message.
  • Valuation and seller requests: your property address, suburb, property type and details you share. Seller addresses are kept confidential and are never published.
  • Buyer profiles and property briefs: budget, preferred areas, property types, must-haves and timeframe.
  • Private Collection access requests: budget, preferred areas, purchase timeframe, finance status (only if you choose to disclose it) and your message.
  • Portal account information: name, email, mobile number, account type (buyer or seller) and a securely stored password.
  • Newsletter subscriptions: name, email address and a record of your consent.
  • AI Property Concierge and assistant: the questions you type or speak, and your saved brief if you choose to save it.
  • Technical information needed to run the website securely, such as sign-in session data.

We collect this information directly from you. Property listings may come from our own listing systems; listing data does not include the personal information of website visitors.

4. Why we process it and our lawful basis

  • To respond to your enquiry and provide the property service you requested (viewings, valuations, buying, selling and letting) — necessary to take steps at your request or perform a service agreement.
  • To run your portal account and saved buyer brief — necessary to provide the service you signed up for.
  • To review Private Collection applications and protect confidential listings — our legitimate interest, and the interest of the sellers we represent, in controlled disclosure.
  • To send property updates and other property marketing — only with your separate, optional consent, or where POPIA otherwise allows it for existing clients, always with an opt-out.
  • To meet legal and regulatory obligations, including property practitioner and anti-money-laundering obligations where they apply.
  • To keep the website secure and prevent misuse — our legitimate interest.

5. Voluntary or mandatory

Providing personal information is voluntary. Fields marked with an asterisk (*) are needed to deal with your request. If you do not supply them, we may not be able to respond, arrange a viewing, prepare a consultation or open an account.

6. Who we share it with

Your information is used by the Ikonic team handling your request. We use these service providers (operators) to run the website:

  • Lovable Cloud — website hosting, database, file storage and sign-in.
  • Lovable AI Gateway — processes AI Concierge, assistant and voice-search requests, using third-party AI model providers.
  • Google Maps Platform — calculates travel times when you use the distance calculator. We send the destination you choose; a property's private address is never shown to you.
  • Meta (Facebook) — used to advertise listings. We do not send visitors’ personal information to Meta, and this website does not use the Meta Pixel.

We do not sell personal information. We may also disclose information where the law requires it.

7. Cross-border processing

Some of these service providers may store or process information on servers outside South Africa. Where this happens, we rely on providers that are bound by data-protection laws or agreements offering adequate protection, as section 72 of POPIA requires.

8. Security

We use encrypted (HTTPS) connections, secure authentication, role-based access controls and database access rules so that staff see only what they need. Confidential listing addresses and Private Collection details are restricted to authorised staff and approved clients.

9. How long we keep it

We keep personal information only for as long as we need it for the purpose it was collected, for any related follow-up you have agreed to, or for as long as the law requires. It is then deleted, destroyed or de-identified. Marketing consent records are kept for as long as needed to show that consent was given or withdrawn.

10. AI Property Concierge

When you use the AI Concierge, the property assistant or voice search, your question is sent through the Lovable AI Gateway to generate an answer. The AI answers only from verified public listing information. It does not reveal street addresses, seller or tenant details, other clients’ information, internal notes or confidential Private Collection information.

Conversations are not anonymous. Voice recordings are transcribed and not stored. Conversations in the signed-in portal assistant are saved to your account so that you can continue them. If you choose to save a brief from the Concierge, your details and brief are stored as an enquiry so that a practitioner can follow up. Please do not share sensitive personal information with the AI.

11. Direct marketing

We send promotional emails only if you have given separate, optional consent (for example, by ticking the marketing box), or where POPIA otherwise allows it. Sending an enquiry, requesting a viewing or valuation, creating a buyer profile or applying for Private Collection access does not subscribe you. Every marketing email includes an unsubscribe link, and you can opt out at any time through our data request page.

12. Cookies and similar technologies

This website uses only essential browser storage, such as your sign-in session. It does not use analytics or advertising trackers. See our Cookie Notice.

13. Your rights

  • Ask whether we hold your personal information and request access to it.
  • Ask us to correct, update or delete information that is inaccurate, out of date, excessive or unlawfully obtained, where the law allows.
  • Object to processing on reasonable grounds, and object to direct marketing at any time.
  • Withdraw consent where we rely on consent. This does not affect processing that happened before you withdrew it.
  • Lodge a complaint with the Information Regulator.

To exercise these rights, visit POPIA / Data Subject Requests. Access requests may also be made under our PAIA Manual.

14. Complaints to the Information Regulator

If you are unhappy with how we have handled your personal information, please contact us first. You may also lodge a complaint with the Information Regulator (South Africa): inforegulator.org.za, complaints email POPIAComplaints@inforegulator.org.za.

15. Changes

We may update this notice. The current version is always published on this page.