Terms of Service
LetSignal Website: https://letsignal.co.za
Effective Date: 14 April 2026 Last Updated: 14 April 2026
1. Introduction and Acceptance
These Terms of Service ("Terms") govern your access to and use of the LetSignal platform, website, and related services (collectively, the "Platform") operated by LetSignal (Pty) Ltd ("LetSignal", "we", "us", or "our").
By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Platform.
These Terms apply to all users of the Platform, including letting agencies, property managers, their employees and agents ("Agency Users"), and prospective tenants or other individuals who submit information through the Platform ("Applicants").
2. Description of Service
LetSignal is a platform that streamlines the tenant application process for South African letting agencies. The Platform provides tools for online application form creation and management, document collection and organisation (including FICA documentation), application fee tracking and proof of payment verification, centralised agency dashboards for property and application management, team collaboration with access controls and audit trails, document export functionality, and notification and reminder systems.
LetSignal is a technology platform that facilitates the tenant application process. We do not provide letting, estate agency, or property management services. We do not make decisions regarding the approval or rejection of tenant applications.
3. Eligibility
To use the Platform as an Agency User, you must be a legally registered business or authorised representative of a letting agency operating in South Africa. You must be at least 18 years of age. You must have the legal authority to enter into these Terms on behalf of your organisation.
Applicants must be at least 18 years of age to submit an application through the Platform.
4. Account Registration and Security
4.1 Agency User Accounts
To access the Platform's agency features, you must create an account. When creating an account, you agree to provide accurate, current, and complete information, maintain the security of your account credentials, notify us immediately of any unauthorised use of your account, and accept responsibility for all activity that occurs under your account.
4.2 Team Access
Agency Users who invite team members to the Platform are responsible for ensuring that those team members comply with these Terms, managing team member access permissions appropriately, and revoking access for team members who are no longer authorised.
4.3 Account Security
We implement security measures including encrypted password storage and role-based access controls. However, you are responsible for maintaining the confidentiality of your login credentials. We are not liable for any loss arising from your failure to protect your account information.
5. Acceptable Use
You agree to use the Platform only for its intended purpose of facilitating the tenant application process. You may not use the Platform to collect personal information for purposes other than tenant screening and rental applications, to discriminate against applicants on any unlawful grounds, to upload or transmit malicious software, viruses, or harmful code, to attempt to gain unauthorised access to the Platform or other users' accounts, to interfere with or disrupt the Platform's infrastructure, to scrape, harvest, or extract data from the Platform by automated means, to sublicense, resell, or redistribute access to the Platform without our written consent, or for any purpose that is unlawful or prohibited by these Terms.
6. Data Protection and POPIA Compliance
6.1 Shared Responsibilities
The processing of personal information through the Platform is governed by our Privacy Policy and by the Protection of Personal Information Act 4 of 2013 ("POPIA"). Agency Users acknowledge that when they collect tenant application data through the Platform, the Agency User is the responsible party under POPIA for that data. LetSignal acts as an operator processing personal information on the Agency User's behalf. The Agency User is responsible for ensuring that there is a lawful basis for collecting and processing applicant data, applicants are informed about how their personal information will be used, all data processed through the Platform is handled in accordance with POPIA, and they have obtained the necessary consents from applicants.
6.2 Data Processing Agreement
Agency Users' use of the Platform constitutes acceptance of our standard data processing terms. For custom data processing agreements, please contact us via the contact form on our website.
6.3 Applicant Data
Applicants acknowledge that their personal information submitted through the Platform will be shared with the letting agency to which they are applying. The letting agency is the primary responsible party for this information. LetSignal's role and obligations as operator are set out in our Privacy Policy.
7. Application Fees
7.1 Fee Collection
Where a letting agency charges application fees, these fees are determined and collected by the agency, not by LetSignal. The Platform facilitates tracking of EFT payments and proof of payment verification, but LetSignal does not process, hold, or transfer application fee payments.
7.2 LetSignal Service Fees
LetSignal's pricing and subscription fees for Agency Users are set out on our website or in a separate service agreement. We reserve the right to change our pricing with reasonable notice. Unless otherwise agreed in writing, all fees are quoted in South African Rand (ZAR) and are exclusive of VAT.
8. Intellectual Property
8.1 LetSignal's Intellectual Property
The Platform, including its design, code, features, content, trademarks, and logos, is the intellectual property of LetSignal (Pty) Ltd and is protected by South African and international intellectual property laws. You may not copy, modify, distribute, sell, or lease any part of the Platform without our prior written consent.
8.2 User Content
Agency Users retain ownership of any content they upload to the Platform (such as property listings, application form configurations, and branding). By uploading content, you grant LetSignal a limited, non-exclusive licence to use, store, and display that content solely for the purpose of providing the Platform's services.
Applicant-uploaded documents (IDs, payslips, bank statements, etc.) remain the property of the applicant. LetSignal stores and processes these documents solely for the purpose of facilitating the application process on behalf of the relevant letting agency.
9. Automated Features
The Platform provides automated tools to assist with the application collection process, including form validation, notification delivery, and document organisation. Agency Users remain responsible for all decisions made regarding tenant applications. LetSignal does not assess, verify, or make decisions about tenant applications.
10. Document Handling
10.1 Document Storage
Documents uploaded to the Platform are stored securely using encryption and access controls. We implement industry-standard security measures to protect uploaded documents.
10.2 Document Export
The Platform allows Agency Users to export documents as ZIP files or formatted PDFs. Once exported, the Agency User is responsible for the security and handling of those documents outside the Platform.
10.3 Document Retention
Documents are retained in accordance with our Privacy Policy and any applicable data processing agreement. Agency Users may request deletion of applicant data in accordance with POPIA requirements.
11. Service Availability and Support
11.1 Availability
We strive to maintain the Platform's availability but do not guarantee uninterrupted access. The Platform may be temporarily unavailable due to scheduled maintenance (we will provide reasonable advance notice where possible), unscheduled maintenance to address urgent security or operational issues, or circumstances beyond our reasonable control.
11.2 Support
Support is available via the contact form on our website. Response times and support levels may vary depending on your subscription plan.
12. Limitation of Liability
To the maximum extent permitted by South African law:
LetSignal provides the Platform on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the Platform's fitness for a particular purpose, accuracy, or reliability.
LetSignal shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform, any decisions made by letting agencies regarding tenant applications, any loss or corruption of data, except to the extent caused by LetSignal's gross negligence, or any unauthorised access to or use of our servers or any personal information stored therein.
Our total liability to you for any claim arising from these Terms or your use of the Platform shall not exceed the total fees paid by you to LetSignal in the twelve (12) months preceding the claim.
13. Indemnification
You agree to indemnify, defend, and hold harmless LetSignal, its directors, employees, and agents from any claims, losses, damages, liabilities, and expenses (including legal fees) arising from your use of the Platform in violation of these Terms, your breach of any applicable law including POPIA, any claim by a third party (including an applicant) arising from your processing of personal information through the Platform, or your infringement of any intellectual property or other rights of any third party.
14. Termination
14.1 By You
You may terminate your account at any time by contacting us via the contact form on our website. Upon termination, you remain responsible for any outstanding fees.
14.2 By LetSignal
We may suspend or terminate your access to the Platform immediately if you breach these Terms, you use the Platform in a manner that may cause harm to LetSignal, other users, or third parties, we are required to do so by law, or your account has been inactive for a continuous period of twelve (12) months.
14.3 Effect of Termination
Upon termination, your right to access the Platform ceases immediately. We will retain or delete your data in accordance with our Privacy Policy and POPIA requirements. You may request export of your data prior to termination.
15. Modifications to These Terms
We reserve the right to modify these Terms at any time. We will notify Agency Users of material changes via email or through the Platform at least thirty (30) days before they take effect. Your continued use of the Platform after the effective date of changes constitutes acceptance of the revised Terms. If you do not agree to the changes, you must stop using the Platform and terminate your account.
16. Governing Law and Jurisdiction
These Terms are governed by the laws of the Republic of South Africa. Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of the Republic of South Africa.
17. General Provisions
Entire Agreement: These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and LetSignal regarding the Platform.
Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.
Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.
Force Majeure: LetSignal shall not be liable for any delay or failure in performance resulting from causes beyond our reasonable control, including natural disasters, power outages, internet service disruptions, or government actions.
18. Contact Us
For questions about these Terms, please contact us using the contact form on our website at https://letsignal.co.za.
These Terms of Service are intended to comply with South African law, including the Protection of Personal Information Act 4 of 2013 (POPIA), the Electronic Communications and Transactions Act 25 of 2002 (ECTA), and the Consumer Protection Act 68 of 2008 (CPA). They do not constitute legal advice. We recommend consulting a qualified legal professional for specific compliance guidance.