Privacy notice

Version of 6 October 2026. If we change how we use your information in a way that needs your agreement, we will ask you again.

Who we are

Keijiholding Ltd (Pty) (reg. 2023/686/202), Southfield, Cape Town, Western Cape, 7800, is the responsible party. Contact our information officer at Admin@keijiholdings.com.

What we collect and why

When you apply to rent, we collect your identity, contact, employment and income details, next of kin, your ID copy, bank statements and payslips. We use them only to assess your application, verify your identity and affordability, run a credit check with your consent, and, if you are successful, to prepare and administer your lease.

Who we share it with

Credit bureaus and verification services we appoint, and the property owner where relevant. We also use other companies to run the service for us (they may only use your information on our instructions):

• Supabase: secure database and file storage.
• Vercel: hosting of this website and the staff system.
• Resend: sending the emails we need to send you (signing links and codes, signed leases, invoices, receipts, reminders and decisions). It processes emails in Europe.
• DeepInfra: automated reading of bank statements and payslips (see below).
• A credit bureau (such as TPN): credit checks, only with your consent.

Some of these providers process information outside South Africa, under written terms that require them to protect it. We do not sell your information or use it for marketing.

How your documents are read

To compare applications quickly and fairly, some of your documents are read by automated tools, and some by an automated (AI) service. This is what happens to each kind of document, so you know exactly what you are agreeing to:

• Bank statements and payslips: read by AI (DeepInfra), as text and, for scans, as pictures. The text is read by an automated (AI) service provided by DeepInfra, which may process it outside South Africa. Before the text is sent, personal numbers such as ID, account, phone and e-mail details are removed. If a document is a scan or a photo of paper, the service may be sent pictures of its pages instead. A picture cannot have those numbers removed first, so the whole page goes to DeepInfra. DeepInfra states that it does not store the content it processes and does not use it to train models. The reading picks out facts such as salary deposits, returned debit orders, loan repayments and what the account is spent on (for example groceries, fuel and subscriptions).
• A second AI step then writes a short summary of those facts (without your name or contact details) to help us judge whether the rent is affordable. We use only money-related facts, never anything about who you are.
• ID documents, passports and visas or permits: not sent to the AI service. Our own software checks the file itself (when and how it was made, whether it has been edited, and whether the same file or picture was uploaded for another applicant) and compares the details on it with what you typed. A person looks at the document.
• Credit reports about you, obtained from a credit bureau with your consent, are read by our own software (not AI). It picks out the figures in the report, compares them with what you told us, and works out a score from them. A person reads the report and decides.
• Checks across applications: your documents are compared with those of other applicants for the same property only to catch the same document being used twice.

Nothing else is sent to an AI service. If we ever start using AI on another kind of document, or for another purpose, we will update this notice and ask you again first. A person reviews the documents of every shortlisted applicant and makes every decision. You can ask for your application to be reviewed by a person at any time by emailing us.

Viewings and website enquiries

If you ask to view a property, or we book a viewing for you, we keep your name, cell number (and email, if you give it), the property, the time and any note you add, so we can meet you and follow up. We delete viewing records after 12 months.

If you become a tenant

We keep your lease and its annexures, your signing record (the date and time, your email and cell verification, and the internet address and device you signed from, so we can prove who signed), payments, invoices and receipts, your deposit and the interest it earns, inspection reports with photos, and notices and reminders we send you. We use them to administer your tenancy, to meet our legal duties (including tax records), and to deal with any dispute.

Decisions about your application

When we approve or decline an application we email you the outcome. If we decline, we tell you the main reason. A person makes the decision. You may ask what information we used and ask us to correct anything that is wrong.

How we protect it

Documents are stored in private, access-controlled storage and are visible only to authorised staff. Staff sign in with a password and a second step (a code from their phone), and what staff do to records is logged. Information is transmitted over encrypted connections.

How long we keep it

If your application is unsuccessful, we delete your documents, and the information read from them, within 90 days of the decision. If you become a tenant, we keep your lease, payment and deposit records for as long as the law requires, generally five years after the lease ends, and then delete or anonymise them.

Your rights

You may ask to access, correct or delete your information, or withdraw consent, by emailing us. You may also complain to the Information Regulator at inforeg.org.za.