Privacy Policy

1. Who controls your data

PropFlow is operated by [Registered legal entity name], of [registered address], Kenya ([company registration number]).

The relationship differs depending on who you are. For landlords and their staff, we are the data controller. For tenant records that a landlord enters or imports, the landlord is the controller and we act as their data processor, handling that data only on their instructions.

2. What we collect

Landlords and staff: name, email address, phone number, password (stored only as a bcrypt hash), and, if you sign in with Google, your Google account identifier and profile photo. We record sign-in timestamps.

Tenants: name, phone number, email address, the unit occupied, lease dates and terms, deposit amount and status, rent bills, payment history, M-Pesa receipt numbers, account credit, and any maintenance reports filed.

Financial records: rent bills, payments, adjustments, waivers, reversals, and property expenses with any receipts uploaded.

Documents you upload: rent books, spreadsheets and photographs submitted to Smart Import, plus expense receipts.

Technical data: IP address and request metadata in server logs, and an audit trail of significant actions taken in your workspace.

We do not use advertising trackers or third-party analytics cookies. The only cookies set are the ones that keep you signed in.

3. Why we process it, and on what basis

Tenant and financial records are processed to perform the tenancy management the landlord has asked for: issuing bills, collecting rent, and keeping account statements. Account data is processed to operate your login and secure the service. Server logs and audit records are kept for security and fraud prevention, which is our legitimate interest and, for financial records, a legal obligation.

Rent reminders and payment confirmations are sent because they are necessary to administer the tenancy, not for marketing. We do not send marketing messages to tenants.

4. Who we share it with

We use a small number of processors, each handling only what its function requires:

• Safaricom (M-Pesa Daraja) — payment initiation and reconciliation. Receives the payer's phone number and amount.
• Africa's Talking — SMS delivery. Receives recipient phone numbers and message text.
• Resend — transactional email. Receives recipient email addresses and message content.
• Cloudflare R2 — storage of uploaded documents and receipts.
• Neon — managed PostgreSQL database hosting.
• Google Cloud Vision and OpenRouter — optional Smart Import only. Text extracted from documents you upload is sent to these services for processing. Do not upload documents containing data you are not willing to share with them.

We do not sell personal data, and we do not share it with anyone else except where the law requires it.

5. Where it is stored

Application data is held in a managed PostgreSQL database and object storage that may be located outside Kenya, currently in the European Union. Transfers outside Kenya are made on the basis of appropriate safeguards under sections 48 and 49 of the Data Protection Act. Data is encrypted in transit, and passwords are never stored in a readable form.

6. How long we keep it

Financial records, including bills and payments, are retained for [retention period — note that Kenyan tax law generally requires seven years] after the tenancy ends. Account records are kept while your workspace is active and for [period] afterwards. Server logs are kept for [period]. Uploaded documents can be deleted at any time from within the application.

7. Your rights

Under the Data Protection Act you may request access to your personal data, correction of inaccurate data, deletion, restriction of processing, a portable copy, and you may object to processing based on legitimate interests.

Tenants should contact their landlord first, since the landlord controls tenant records. If that is not possible, contact us at the address below and we will assist. You may also complain to the Office of the Data Protection Commissioner at odpc.go.ke.

8. Security

Passwords are hashed with bcrypt. Sessions use signed, HTTP-only cookies. Access within a workspace is limited by role, and managers can be restricted to specific properties. Significant actions are recorded in an audit log. No system is perfectly secure, but if a breach affects your data we will notify you and the Commissioner as the Act requires.

9. Children

PropFlow is not intended for anyone under 18, and we do not knowingly collect data from children. A tenancy record may name a minor as an occupant; such data is treated with the same protections as all other tenant data.

10. Changes and contact

We will post any change to this policy on this page and update the date above. For anything to do with your data, including a rights request, contact our Data Protection contact at [privacy@yourdomain.com] or [postal address].