Privacy Policy

This Privacy Policy explains how Beeqon collects, uses, stores, shares, and protects personal information when you visit our website or use the Beeqon estate-management platform, mobile-style portals, and related services.

Beeqon is operated by FinLink. In this policy, “Beeqon”, “we”, “us”, and “our” refer to the organisation operating the platform. “Customer” means the portfolio manager, managing agent, body corporate, homeowners’ association, estate, or other organisation that has subscribed to Beeqon.

This policy applies to customers, estate and portfolio managers, staff, trustees, owners, residents, tenants, contractors, security personnel, website visitors, and anyone whose information is handled through Beeqon.

For information submitted to and managed within a customer’s Beeqon account, the customer normally decides why and how that information is used. The customer is therefore generally the responsible party, and Beeqon processes the information on its instructions as an operator, as those terms are used in the Protection of Personal Information Act, 2013 (“POPIA”).

We may act as the responsible party for information we collect for our own purposes, including website enquiries, account administration, service security, billing, product improvement, and our direct relationship with customers.

Questions about an estate record, resident report, access decision, levy record, rule violation, or communication should usually be directed first to the relevant customer or estate management office. We will assist customers with lawful privacy requests where required.

Depending on how you use Beeqon, we may process:

• Identity and account information: names, email addresses, telephone numbers, user roles, profile details, authentication records, and account preferences.
• Property and occupancy information: estate, building, section, unit, ownership, tenancy, household, vehicle, pet, and emergency-contact details supplied by a customer or user.
• Task and service information: resident reports, maintenance requests, rule violations, security alerts, assignments, priorities, notes, status updates, due dates, scheduled visits, and audit history.
• Communications: emails and their metadata, notices, messages, replies, mailbox connection details, and communication delivery records.
• Files and media: photographs, videos, voice notes, invoices, quotations, certificates, statements, meeting records, estate rules, and other uploaded documents.
• Contractor information: contact and company details, services, availability, quotations, job records, ratings, invoices, compliance documents, and insurance or certification details.
• Financial administration information: levy balances, payment and arrears records, invoices, and related references. Beeqon does not need full payment-card details unless a separately identified payment service is introduced.
• Technical and usage information: device and browser details, internet protocol address, sign-in and security events, page activity, diagnostics, and interactions needed to operate, secure, and improve the service.
• Enquiry information: details you provide when requesting a demonstration, contacting us, or responding to marketing.

We collect information directly from you, from the customer responsible for your estate or portfolio, from authorised users, from connected Gmail or Microsoft Outlook mailboxes, and automatically when you use the website or platform.

We process personal information where it is adequate, relevant, and reasonably necessary to:

• create and administer accounts, roles, portfolios, estates, units, and user access;
• receive, allocate, track, and resolve tasks and resident requests;
• coordinate contractors, quotations, job awards, visits, documents, invoices, and performance;
• send service messages, notices, reminders, invitations, password resets, and status notifications;
• connect authorised mailboxes and process relevant estate-management correspondence;
• maintain records, audit trails, reports, compliance documents, and operational history;
• administer levies and other authorised estate financial workflows;
• protect users, investigate misuse, prevent fraud, and maintain platform security;
• provide support, fulfil our contracts, meet legal obligations, and establish or defend legal claims;
• measure and improve the website and service; and
• send marketing where permitted, subject to your right to opt out.

Our lawful grounds may include consent, performance of a contract, compliance with law, protection of a legitimate interest, or another ground permitted by POPIA and other applicable law. You may withdraw consent where processing depends on consent, without affecting earlier lawful processing.

Beeqon may use artificial intelligence to help classify incoming communications, identify possible tasks, suggest categories, summarise information, recommend operating procedures, transcribe audio, and support other administrative workflows.

AI-generated results are intended to assist authorised users and may be incomplete or incorrect. Customers remain responsible for reviewing consequential decisions. We apply reasonable controls to the information sent for AI processing and use service providers subject to contractual and security safeguards.

Information may be shared only as reasonably necessary with:

• authorised users within the relevant customer account, according to their role and estate access;
• residents, trustees, contractors, security personnel, and other participants where needed for a task or service;
• service providers that support hosting, storage, authentication, email, analytics, communications, AI processing, security, and technical support;
• professional advisers, auditors, insurers, and authorities where legally required or reasonably necessary; and
• a successor or purchaser in connection with a lawful business transaction, subject to appropriate safeguards.

We do not sell personal information. Each customer’s operational information is logically separated from other customers and access is restricted by account, role, and estate scope.

An authorised administrator may connect a Google or Microsoft mailbox to Beeqon. When connected and permission is granted, Beeqon may read relevant messages and metadata, create or update tasks, send replies or notices, and update message status. Access is limited to the permissions shown during connection and used to provide mailbox features requested by the customer.

A mailbox connection can be removed from the relevant provider and, where available, from Beeqon settings. Disconnecting stops future access but does not automatically remove information already lawfully imported into estate records. Google user data is handled in accordance with the Google API Services User Data Policy, including its Limited Use requirements.

We use essential browser storage and similar technologies to keep you signed in, remember preferences such as display theme, protect sessions, and operate the service. We may also use privacy-conscious analytics to understand website visits and improve performance.

You can control cookies through your browser. Blocking essential storage may prevent sign-in or other parts of Beeqon from working correctly. We do not use this policy to authorise unrelated third-party advertising tracking.

We use reasonable technical and organisational safeguards appropriate to the nature of the information. These include access controls, role and estate restrictions, authentication protections, encrypted transmission, audit records, service monitoring, backups, and controls for service providers.

No online service can guarantee absolute security. Users must protect their passwords, keep account details current, use only authorised devices, and promptly report suspected unauthorised access. If a security compromise creates a legal notification duty, the responsible party and affected persons will be notified as required by applicable law.

Some technology and service providers may process information outside South Africa. Where personal information is transferred across borders, we and our customers apply the safeguards required by POPIA, which may include contracts, adequate protection in the destination, consent where appropriate, or another lawful basis.

We retain personal information only for as long as reasonably necessary for the purpose collected, the customer’s instructions, contractual commitments, legitimate recordkeeping needs, dispute resolution, security, and legal or regulatory requirements. Different records may require different retention periods.

When information is no longer required, we take reasonable steps to delete, de-identify, or securely restrict it. Backup copies may remain for a limited period before routine deletion. Customers control many operational records and may have independent legal duties to retain them.

Subject to applicable law, you may ask to:

• confirm whether personal information about you is held and request access to it;
• correct or update inaccurate, incomplete, excessive, or outdated information;
• request deletion or restriction where there is no lawful reason to retain or use the information;
• object to certain processing or withdraw consent where consent is the basis;
• opt out of direct marketing; and
• complain to the Information Regulator of South Africa.

We may need to verify your identity and clarify your request. Some rights are subject to lawful limitations. For customer-controlled estate records, we may refer your request to the relevant customer and assist them in responding.

The Beeqon Android app, published on Google Play by FinLink, shows the same Beeqon account and information as the website. It does not collect extra personal information beyond what you enter or upload.

• Photos and files: only when you choose to attach them, for example to report an issue or record completed work.
• Sign-in details: your email address and account ID, used to keep you signed in securely.
• Basic device information: such as app version and device type, used for security and fixing problems.

All information is encrypted in transit. We do not sell it or use it for advertising, and we do not share it with third parties except the service providers who help us run Beeqon.

To delete your account and its personal information, follow the steps on our account deletion page.

Beeqon is not directed to children for independent use. A customer may hold limited information about occupants or dependants where necessary for lawful estate administration, safety, access, or emergency purposes. Customers must have an appropriate legal basis and apply additional care to children’s information.

We may update this policy when our services or legal obligations change. The latest version will be published on this page with a revised effective date. We will provide additional notice where a material change requires it.