Security & the people behind PropKeep
You are being asked to put your tenants' personal information into someone else's system. That deserves straight answers, not a badge and a slogan. Here is who runs PropKeep, and exactly how your data is held.
Who builds PropKeep
PropKeep is built and run by Sean Johnson, based in Howick, KwaZulu-Natal.
It exists because of a real problem, not a market gap on a spreadsheet: Sean manages his own rental properties, and rent, arrears, leases, deposits and maintenance were scattered across WhatsApp threads, paper files and half-finished spreadsheets. PropKeep is the system built to hold all of it in one place.
There is no office block and no call centre behind it. It is deliberately small, which is why it costs what a landlord can actually justify rather than what agency software costs. When you email or message PropKeep, you reach the person who built it.
How long it has existed
- Building started mid-May 2026 — first as a tool for one landlord's own portfolio.
- Opened to other landlords at the end of July 2026, with a free 14-day trial and no card required.
- It is actively developed — the app is improved continuously, and it is used every day on a live portfolio, so problems surface fast.
PropKeep is young, and says so plainly. What it will not do is pretend to a history it does not have.
Who is using it
As at {VERIFIED}, on the live system:
30+ landlords signed up
100+ tenants being managed
40+ properties on the system
Portfolios range from a single flat up to one landlord running 85 units. These figures are counted directly from the production database on the date shown, not estimated.
How your data is protected
PropKeep runs on Supabase, hosted on Amazon Web Services infrastructure. The controls below are in force today:
Encrypted in transit Every connection between your browser or phone and PropKeep is encrypted with HTTPS/TLS. Nothing about your portfolio travels over the internet in the clear.
Encrypted at rest Your data is encrypted in the database itself, not only while it is moving. Someone with physical access to the storage cannot simply read it.
Row-level security — the important one Each landlord's data is walled off at the database level, not merely hidden by the app's screens. Every query is checked against who is asking. Another landlord's account cannot return your records even if the application code itself had a bug, because the database refuses the request. This is enforcement, not trust.
Tenant portal links expire and can be revoked When you share a lease or invoice with a tenant by link, that link is tied to that tenant, stops working when you move them out, and expires after the lease ends. You can revoke access at any time from the Tenants page.
Server-side controls on billing and accounts Subscription and account state is written on the server only. The app in your browser can read your status; it cannot alter it.
AI features never store your raw text Where PropKeep uses AI to draft a message or read a description, the audit record keeps only a one-way hash of the content — never the words themselves — and identifying details such as phone numbers and ID numbers are stripped before anything is sent.
POPIA, and who is responsible for what
PropKeep is built for South African landlords and follows the Protection of Personal Information Act, 2013 (POPIA).
One point is worth stating plainly rather than leaving in the fine print: when you load your tenants' details, you remain the responsible party for their personal information under POPIA. PropKeep is the system you use to hold and process it. That is the same position you are in with a filing cabinet — the difference is that this cabinet is encrypted, access-controlled and backed up.
Data is stored on Supabase infrastructure which may sit outside South Africa. Where that happens, the safeguards required by Section 72 of POPIA apply. The full detail — what is collected, the legal grounds, retention, your rights, and how to complain to the Information Regulator — is set out in the Privacy Policy, with security specifically at Section 12.
What PropKeep does not do
- It does not sell, rent or share your data or your tenants' data with anyone for marketing.
- It does not send messages to your tenants on your behalf without you pressing send — WhatsApp messages open in your own WhatsApp, from your own number.
- It does not require your card details to trial the product.
Found something, or still unsure?
If you have a security question, or believe you have found a vulnerability, report it directly to info@propkeep.co.za and it will be looked at personally. Responsible reports are welcome and will never be met with legal threats.
Still weighing it up? The trial is 14 days and needs no card. The Privacy Policy explains how account data is stored, exported and deleted.