Privacy Policy

Last updated: August 27, 2026

This Privacy Policy explains how [LEGAL COMPANY NAME] ("we", "us", "our") collects, uses, and protects personal data through Rentek - Rental Management System (the "Platform"), including its web application, admin and platform-admin panels, and mobile applications.

1. Information We Collect

Depending on your role, we collect:

  • Account information — name, email address, phone number, password (stored as a secure hash, never in plain text), and role (company admin, staff, landlord, or tenant).
  • Identity and tenancy information — for tenants, this may include identity document numbers and uploaded copies, occupation status, and next-of-kin/emergency contact details, entered by the company managing the tenancy.
  • Property and lease information — properties, units, lease terms, and related documents managed by a company.
  • Financial and payment information — invoices, payment records, and transaction references from payment processors (M-Pesa, PayPal, KCB Buni). We do not store full payment card numbers or mobile money PINs; those are handled directly by the relevant payment provider.
  • Support communications — messages and attachments submitted through the in-app support ticket system.
  • Usage and device information — login activity (time, IP address, device/browser information), and for the mobile app, a securely stored authentication token on your device.
  • Cookies and session data — the web application uses essential session and security cookies (for staying logged in and protecting against cross-site request forgery). We do not use these cookies for advertising or cross-site tracking.

2. How We Use Information

  • To provide the core Platform functionality — managing properties, leases, invoices, and payments;
  • To send transactional SMS and email notifications (e.g. rent due reminders, payment confirmations, lease updates) via our SMS provider (Africa's Talking) and email infrastructure;
  • To process rent and subscription payments through our payment partners;
  • To secure accounts, including two-factor authentication and login activity monitoring;
  • To provide customer support;
  • To maintain audit logs of account and data changes for security and accountability purposes.

3. Who We Share Information With

We share information only as necessary to operate the Platform:

  • Payment processors — Safaricom (M-Pesa), PayPal, and KCB Buni, to process payments you or a company initiate;
  • SMS provider — Africa's Talking, to deliver SMS notifications;
  • Sign-in provider — Google, if you choose to sign in with a Google account;
  • Cloud infrastructure providers — for hosting, storage, and backups;
  • The company managing your tenancy or property — if you are a tenant, the company you rent from can see the tenancy, lease, and payment data associated with your account.

We do not sell personal data to third parties.

4. Data Security

We use industry-standard measures to protect data, including encrypted connections (HTTPS) between your device and our servers, hashed passwords, encrypted two-factor authentication secrets, and role-based access controls that restrict company data to that company's own authorized users. No system is completely secure, and we encourage using a strong, unique password and enabling two-factor authentication where available.

5. Data Retention

We retain account and tenancy data for as long as the related company account is active, and for a reasonable period afterward to comply with legal, tax, or accounting obligations, resolve disputes, and enforce our agreements. Companies may request deletion of specific tenant records where they are no longer required, subject to any records we are legally required to keep.

6. Your Rights

Subject to applicable law, including Kenya's Data Protection Act, 2019, you may have the right to:

  • Access the personal data we hold about you;
  • Request correction of inaccurate data;
  • Request deletion of your data, where it is not required for legal or legitimate business purposes;
  • Object to or restrict certain processing.

If you are a tenant, many of these requests should first be directed to the company managing your tenancy, as they control what tenant data is entered into the Platform. You can also contact us directly using the details below.

7. Children's Privacy

The Platform is not directed at children, and we do not knowingly collect personal data from children.

8. International Data Transfers

Our infrastructure providers may process or store data outside your country of residence. Where this occurs, we take reasonable steps to ensure data is handled consistently with this Privacy Policy.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated through the Platform or by email/SMS where practical.

10. Contact Us

For privacy questions or to exercise your data rights, contact us at [SUPPORT/PRIVACY EMAIL].