Privacy Policy

This Privacy Policy applies to Realty on Record, operated by Portal Technology Distributors cc (17 Shinz Street, Windhoek, Namibia). Realty on Record respects your privacy and is committed to protecting your personal information.

This policy explains how we collect, use, and safeguard your data when you use our website, mobile application, or utility management and payment services. By using our website or services, you agree to the terms outlined in this Privacy Policy.

1. Information We Collect

1.1 Personal Information

When creating an account, linking a utility meter, purchasing a voucher, or topping up prepaid credit, you may provide:

• Full name
• Email address
• Phone number
• ID number (where required by a property manager, landlord, or utility provider)
• Property, unit, meter, and utility account details

1.2 Payment Information

• Payments are processed through a secure third-party payment gateway.
• Realty on Record does not store, process, or have access to full credit or debit card numbers.

1.3 Technical Information

We automatically collect IP address, browser type and version, device information, and usage data (e.g. pages visited, time on site) to improve site performance and security.

1.4 Utility and Consumption Data (Mobile App)

When you use our mobile application to monitor your utilities and manage payments, we collect:

• Meter and utility account identifiers linked to your property or unit
• Utility consumption data for electricity, water, and gas, including meter readings and timestamps
• Prepaid balance information, top-up history, and voucher transaction records
• Push notification tokens used to deliver alerts (for example low balance, leaks, bursts, and abnormal usage)

Optional location access: with your permission, the app may use your device location to help you locate nearby meters, sites, or payment points. Location access is optional, used only while the app is in use, and can be revoked at any time in your device settings.

2. How We Use Your Information

• Process and confirm prepaid credit top-ups and voucher purchases
• Apply purchased credit or voucher tokens to the correct meter or utility account
• Generate utility bills, statements, and consumption reports
• Communicate with you regarding your account, payments, balances, or service updates
• Provide customer support and improve our services
• Comply with legal and payment gateway requirements

We do not use your consumption or location data for advertising. It is used only to provide the utility management and payment features described above.

3. Sharing of Information

Your personal information will not be sold, rented, or traded. We may share limited data with:

• Property managers, landlords, and utility or municipal providers (for account management, metering, and billing)
• Payment processors (for secure transaction processing)
• Service providers (for hosting, email, or analytics), under strict confidentiality agreements
• Legal authorities, only when required by law

4. Data Security

We employ industry-standard security measures, including SSL encryption for all data transmissions, secure database storage with access controls, and regular security reviews. While we take all reasonable steps to safeguard your data, no online system can guarantee absolute security.

5. Data Retention

We retain personal information only as long as necessary to fulfil top-up, voucher, billing, and payment obligations, and to comply with financial, audit, or legal requirements. After this period, data is securely deleted or anonymised. Meter readings, consumption data, and transaction history are retained while your account and linked meters remain active; prepaid and voucher records are retained for the period required by financial and audit regulations.

6. Cookies

We use cookies to enhance website functionality and user experience. Cookies may store preferences or session data but do not contain personal or payment details. You may disable cookies in your browser, but some features may not function properly.

7. Your Rights

• Request access to your personal data
• Request correction or deletion of inaccurate data
• Withdraw consent for marketing communications

To exercise these rights, please contact connect@portal-tech.co.

8. Third-Party Links

Our website and app may contain links to third-party websites (such as utility providers or payment providers). Realty on Record is not responsible for their privacy practices and encourages users to review those policies separately.

9. Updates to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with a new effective date. Continued use of our website or services after changes implies acceptance of the updated terms.

10. Contact Us

For any privacy-related questions or concerns: