Tenant passport consent policy

1. Purpose-specific requests

A landlord may request access only for a genuine rental opportunity connected to a specific application, listing, viewing or proposed lease. Requests made to build a blacklist, investigate a person for an unrelated purpose, market to tenants, or search tenants generally are prohibited.

2. Voluntary and informed approval

The tenant must be shown who is requesting access, the related listing or application, the categories of information to be shared, and the expiry or withdrawal controls. Approval must be a clear affirmative action. Silence, inactivity or a preselected option is not approval.

3. Information an approval may reveal

• Identity and account-readiness indicators needed for the application.
• Profile and verification status.
• Application context and relevant lease-history summaries.
• Published structured tenancy assessments and their dispute status.
• Information the tenant has specifically chosen to provide for that application.

Approval does not authorise disclosure of full government identification numbers, passwords, private moderation notes, unrelated addresses, unrelated applications, hidden assessments, or documents outside the approved scope.

4. Access limits and expiry

Access is personal to the approved landlord account and may not be transferred. It is limited to the genuine rental purpose and should expire when the request expires, is rejected or revoked, the application ends, or the information is no longer reasonably needed. Audit records may remain for security, disputes and legal compliance.

5. Withdrawal and consequences

A tenant may reject or revoke consent. Withdrawal does not undo processing that was lawful before withdrawal and does not require deletion of records that RentSignal must retain for a dispute, security incident or legal obligation. A landlord may decide they cannot complete an application where genuinely necessary information is unavailable, but may not punish, harass or publicly expose a tenant for exercising privacy rights.

6. Landlord duties after access

• Use the information only for the identified rental decision.
• Keep it confidential and restrict access to authorised decision-makers.
• Do not download, screenshot, scrape or republish it except where reasonably necessary and lawful.
• Consider context, recency, disputes and information supplied by the tenant.
• Do not make decisions based on unlawful discrimination or solely on an automated score.
• Delete or securely restrict copied information when the rental purpose ends, unless law requires retention.

7. Correction and disputes

Tenants may correct their own profile details and dispute structured assessments. A disputed signal must be presented with its status where displayed. RentSignal may restrict access while investigating accuracy, fairness, retaliation or misuse.

8. Complaints

Suspected misuse may be reported to privacy@rentsignal.co.za. See the Privacy policy, Assessment policy andComplaints policy.