Privacy Policy

1. Introduction

Welcome to Nyumbani Rental Management System ("we," "our," "us"). This Privacy Policy explains how WFREELANCERS collects, uses, discloses, and safeguards your information when you use our rental management platform, website, and mobile application (collectively, the "Service").

By using the Nyumbani Rental Management System, you consent to the data practices described in this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Information We Collect

2.1. Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for an account (name, email address, phone number)
• Use the Service as a Landlord or Tenant
• Make or receive payments through our platform
• Contact us for customer support
• Subscribe to our newsletters or marketing communications

2.2. Property and Tenancy Information

If you are a Landlord, we collect:

• Property details (address, type, rental amount)
• Tenancy agreements and lease terms
• Tenant information you provide
• Payment and transaction records

2.3. Payment Information

When you make payments through our Service, we work with third-party payment processors (PesaPal). We collect transaction information including payment method details, transaction amounts, and payment confirmations. Please note that sensitive payment card information is handled directly by our payment processor and is not stored on our servers.

2.4. Automatically Collected Information

When you use our Service, we automatically collect:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, time spent, features used)
• Log data (access times, error logs)
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process rental payments and transactions
• Send invoices, receipts, and payment confirmations
• Communicate with you via email, phone calls, or other methods about your account, payments, and service updates
• Send reminders to tenants about upcoming or overdue rent payments (via email or phone calls on behalf of landlords)
• Generate reports and statements for landlords and tenants
• Improve and optimize our Service
• Provide customer support and respond to your inquiries
• Detect, prevent, and address technical issues and fraud
• Comply with legal obligations
• Send marketing communications (with your consent)

4. How We Share Your Information

We may share your information in the following circumstances:

4.1. With Other Users

Landlords and their associated tenants can view each other's relevant information necessary for the tenancy relationship (e.g., payment history, account balances, property details).

4.2. With Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• PesaPal: For payment processing
• Email service providers: For sending invoices, receipts, and communications
• Telecommunications providers: For making phone calls to tenants on behalf of landlords
• SMS service providers: (Coming soon) For sending text messages
• Cloud hosting providers: For data storage and infrastructure
• Analytics providers: For understanding Service usage

4.3. For Legal Reasons

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

4.4. Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement commercially reasonable security measures to protect your personal information from unauthorized access, use, or disclosure. These measures include:

• Encryption of data in transit and at rest
• Secure servers and databases
• Regular security audits and updates
• Access controls and authentication mechanisms
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

Payment records and transaction data may be retained for longer periods to comply with legal, accounting, and regulatory requirements.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

7.1. Access and Correction

You can access and update your personal information through your account settings or by contacting us.

7.2. Data Portability

You may request a copy of your personal information in a structured, commonly used format.

7.3. Deletion

You may request deletion of your personal information, subject to legal retention requirements.

7.4. Marketing Communications

You can opt out of receiving marketing communications by following the unsubscribe instructions in our emails or contacting us directly.

7.5. Cookies

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of the Service.

8. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to delete such information.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. We take steps to ensure that your information receives an adequate level of protection in the jurisdictions in which we process it.

10. Third-Party Links

Our Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any information to them.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We may also notify you via email or through the Service.

Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.

12. Kenya Data Protection Act Compliance

We are committed to complying with the Kenya Data Protection Act, 2019. As a data controller and processor, we ensure that personal data is:

• Processed lawfully, fairly, and in a transparent manner
• Collected for specified, explicit, and legitimate purposes
• Adequate, relevant, and limited to what is necessary
• Accurate and kept up to date
• Kept in a form that permits identification for no longer than necessary
• Processed in a manner that ensures appropriate security