1. We address this notice to you on behalf of Malvern Plaza Pty Ltd trading as Epoc Properties (the Responsible Party and the Operator) and in terms of the Protection of Personal Information Act, 4 of 2013 (POPIA). We understand that the privacy and protection of your personal information is important to you. We are committed to safeguarding and processing your personal information in a lawful manner.
   
   
2. We process your personal information for the purpose of facilitating your tenancy at the premises in terms of the lease agreement, which includes the:
   • processing the personal information of the tenant, its signatory(ies), security providers and surety(ies) as provided to the landlord and/or the manager on or about the commencement date of your agreement of lease. Please notify us in writing if the personal information provided to us has changed; and
   • collection of personal information from, and disclosure of certain personal information to, certain service providers, including any credit bureaux (in order to perform credit checks), banks (to process transactions), benchmarking and research companies (to assist the landlord in evaluating the trading performance of the tenant), collection agencies and attorneys (for the collection of outstanding amounts and performance of contractual obligations) and as further set out in the respective landlord’s privacy statement.
     
     
3. We also process your personal information to ensure compliance with regulatory obligations.
   
   
4. You will note from the above, that the supply of your personal information is mandatory in order to enable the landlord and/or manager to give effect to the lease agreement.
   
   
5. The landlord and/or manager may, from time to time, store, transfer and process your personal information in and to countries outside of the Republic of South Africa. The landlord and/or manager will take reasonable steps to ensure that personal information transferred outside the Republic of South Africa (if any) is protected and processed in accordance with POPIA and the applicable data protection laws in that country.
   
   
6. You are entitled to withdraw your consent to the processing of your personal information by giving written notice to us or the landlord together with the grounds therefor; provided that the lawfulness of the processing of personal information before such withdrawal will not be affected or the withdrawal will not affect any processing that:
   • is necessary to carry out actions for the conclusion or performance of the lease agreement;
   • complies with an obligation imposed by law on the landlord;
   • protects a legitimate interest of the tenant or relevant party; or
   • is necessary for pursuing the legitimate interests of the landlord or of a third party to whom the personal information is supplied.
     
     
7. You are entitled to:
   • access and rectify your personal information;
   • object, by written notice to the landlord, to the processing of your personal information, for the purpose contemplated in 6.3 or 6.4 above, on reasonable grounds, unless legislation provides for such processing;
   • lodge a complaint to the Information Regulator (contact details appear below) regarding the alleged unlawful processing of your personal information by the landlord.
     
     
8. We do not require any amendment to your lease agreement, however you may access our Privacy Notice as well as the respective landlord’s Privacy Notice on their individual websites. If required, we may provide you with an agreement recording an amendment to your agreement of lease in accordance with this notice letter and POPIA.
   
   
9. Please note that the contents of this notice also apply to any signatory, security provider or surety as per your lease agreement. We respectfully request that you please share this letter with them.

Should you have any questions, please do not hesitate to contact our Information Officer, Makhotso Molefe, e-mail: makhotso@epocproerties.co.za and tel number 010 054 9517. The Information Officer of the respective landlord is also stipulated on their website.