Privacy Policy

This Privacy Policy describes how Neatfile ("we", "us") collects, uses, and safeguards personal information in connection with the transaction coordination, closing, and administrative services we provide to US real estate agents and brokerages.

Neatfile is a trade name of J. Blignaut, an independent sole proprietor based in Benoni, Gauteng, Republic of South Africa. For the purposes of applicable data protection laws, Neatfile acts as a data processor on behalf of the engaging brokerage or agent (the "Client"), who acts as the data controller for their clients' and transaction data.

1. Information We Collect

In the course of providing our Services, we may have access to or process the following categories of information:

• Client business information: names, contact details, brokerage affiliation of the agents or brokerages who engage us.
• Transaction data: property addresses, purchase prices, deadlines, contract terms, and related details of real estate transactions we support.
• Party information: names, contact details, and transaction roles of buyers, sellers, lenders, title companies, inspectors, and other parties to a transaction.
• Financial indicators: high-level transaction amounts, loan types, and fee structures — we do not process or store bank account numbers, credit card information, social security numbers, or other sensitive financial identifiers.
• Communications: emails, messages, and documentation exchanged in the course of supporting a transaction.

2. How We Use Information

We use the information we access solely to:

• Perform the Services engaged by the Client;
• Communicate with the Client, parties to the transaction, and third parties where authorized;
• Deliver the completed file package to the Client;
• Maintain our own internal records for the limited purposes of billing, quality control, and regulatory compliance;
• Comply with our legal obligations under South African law.

3. Data Access & Storage

Where possible, Neatfile accesses Client systems directly (Dotloop, DocuSign Rooms, SkySlope, Brokermint, etc.) rather than duplicating data into our own systems. When data must be stored outside Client systems for service delivery, we use:

• Encrypted storage on reputable cloud services with US or EU data centers;
• Strong access controls including multi-factor authentication;
• Secure deletion of data within 90 days of file closure, unless retention is required by law or agreed in writing with the Client.

4. Data Sharing

We do not sell, rent, or otherwise make available any personal information to third parties for marketing purposes.

We may share information only in the following limited circumstances:

• With parties to the transaction as necessary to perform the Services;
• With the Client (the engaging agent or brokerage);
• With professional advisors (accountants, attorneys) where reasonably necessary;
• Where required by law, court order, or regulatory authority in South Africa or the United States.

5. International Data Transfers

Because Neatfile operates from South Africa while serving US-based Clients, personal data may be transferred internationally between the United States and South Africa. Both jurisdictions have established data protection frameworks, and we apply commercially reasonable safeguards consistent with the higher standard between the two applicable regimes.

6. Your Rights

As a data subject, you may have the right, under applicable law, to:

• Request confirmation of whether we hold personal information about you;
• Request a copy of that information;
• Request correction of inaccurate information;
• Request deletion of information, subject to our legal obligations to retain it;
• Object to certain processing activities.

To exercise any of these rights, contact us at justin@neatfile.co. Because we typically act as a data processor, we may refer your request to the engaging Client (the data controller) for action.

7. POPIA (South Africa) & US Law

Neatfile operates in compliance with the Protection of Personal Information Act 4 of 2013 (POPIA) of the Republic of South Africa. Where US data protection laws impose stricter obligations on information we process, we apply those higher standards to the relevant information.

The Information Regulator of South Africa (inforegulator.org.za) may be contacted in connection with POPIA-related concerns.

8. Security

We implement reasonable technical and organizational measures to protect the information we handle, including encryption in transit and at rest, access controls, and regular review of our security practices. No system can be guaranteed to be fully secure; we cannot absolutely ensure the security of information transmitted to us.

9. Retention

Transaction data is retained only as long as reasonably necessary to deliver the Services and address any post-closing queries, typically not more than 90 days after file closure. Billing and accounting records are retained as required by South African tax and commercial law, typically for 5 years.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version is always available at neatfile.co. Material changes will be communicated to active Clients by email.

11. Contact

Privacy-related questions or requests: justin@neatfile.co. Neatfile · J. Blignaut · Benoni, Gauteng, Republic of South Africa.