PropKeepGuides

Terms of Service

Last updated: 29 September 2026

1. Introduction

These Terms of Service ("Terms") govern your access to and use of PropKeep ("the Service"), a software-as-a-service property management platform operated by Sean Johnson (sole proprietor) ("we", "us", "our"), contactable at info@propkeep.co.za.

By accessing or using PropKeep, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Service.

2. Definitions

  • Service — the PropKeep web application, including all features, tools, and related documentation available at propkeep.co.za.
  • User — any individual who creates an account and accesses the Service.
  • Landlord — a User who uses the Service to manage rental properties.
  • Tenant — an individual whose information is stored in the Service by a Landlord, and who may access limited features via the Tenant Portal.

3. Account Registration

To use PropKeep, you must:

  • Be at least 18 years of age.
  • Provide accurate, current, and complete information during registration.
  • Maintain the security of your password and accept responsibility for all activity under your account.
  • Notify us immediately at info@propkeep.co.za if you suspect unauthorised access to your account.

4. Access & Fees

  • PropKeep offers a free plan (up to 10 active leases, free forever) and a 14-day full-access trial when you sign up — no credit card required, and you may cancel any time.
  • Above 10 active leases, continued use requires a paid subscription at one flat monthly price for the size band your active leases fall in: R119 for 11–20, R349 for 21–50, R749 for 51–100, R1 149 for 101–150, R2 349 for 151–300, R3 949 for 301–500 and R5 999 for more than 500 (no upper limit). Active leases are counted on the 1st of each month and the price changes only when the count moves into another band (an annual subscription pays for 10 months and receives 12). Every plan, including Free, includes Remi AI and every PropKeep feature. Retired fixed-price plans are no longer offered. Prices are in South African Rand and may change with reasonable notice.
  • There is no lock-in — plans are month-to-month and you may cancel at any time.

5. Acceptable Use

You agree not to:

  • Use the Service for any illegal or unlawful purpose.
  • Upload or transmit harmful, offensive, or malicious content, including viruses or malware.
  • Scrape, crawl, or otherwise extract data from the Service through automated means.
  • Attempt to gain unauthorised access to the Service, other accounts, or our systems.
  • Use the Service to harass, abuse, or harm any person.

6. Data Ownership

You retain full ownership of all data you input into PropKeep, including property details, tenant information, financial records, and documents.

By using the Service, you grant PropKeep a limited, non-exclusive licence to process your data solely for the purpose of delivering and improving the Service. We will never sell your data to third parties.

7. Tenant Portal

PropKeep provides a Tenant Portal that allows tenants to view invoices, submit maintenance requests, and access lease information via secure magic links.

Landlords are solely responsible for the accuracy and lawfulness of any tenant data they input into the Service. By adding tenant information, you represent that you have the necessary consent or legal basis to do so in accordance with the Protection of Personal Information Act (POPIA).

8. Service Availability

  • We strive to maintain high availability of the Service but do not guarantee uninterrupted access.
  • No formal service level agreement (SLA) is provided.
  • We reserve the right to perform maintenance, which may result in temporary downtime. Where possible, we will provide advance notice of planned maintenance.
  • We are not liable for any loss or damage arising from service interruptions.

9. Limitation of Liability

PropKeep is a property management tool. It is not a legal advisory service.

  • While our document templates reference applicable South African legislation (including the Rental Housing Act No. 50 of 1999, the Prevention of Illegal Eviction from and Unlawful Occupation of Land Act 19 of 1998, and the Consumer Protection Act 68 of 2008), they do not constitute legal advice.
  • Users are solely responsible for ensuring their own compliance with all applicable laws and regulations.
  • PropKeep is not liable for any disputes between landlords and tenants.
  • To the maximum extent permitted by law, PropKeep's total liability shall not exceed the fees paid by you in the 12 months preceding the claim.

10. Termination

  • Either party may terminate this agreement at any time.
  • You may cancel your account via the Settings page or by contacting us at info@propkeep.co.za.
  • We may terminate or suspend your account if you breach these Terms.
  • Upon termination, your data will be available for export for 30 days. After this period, your data will be permanently deleted.

11. Changes to Terms

We may update these Terms from time to time. We will provide at least 30 days' notice of material changes via the email address associated with your account. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by and construed in accordance with the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the South African courts.

13. Contact

If you have any questions about these Terms, please contact us:

Email: info@propkeep.co.za Website: propkeep.co.za

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