Privacy Policy

PropFlow ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform and services.

1. Information We Collect

Personal Information

We collect information you provide directly to us, including:

• Name, email address, phone number, and physical address
• Account credentials (username and password)
• National ID or passport number for identity verification
• Payment information including M-Pesa details
• Property details and tenant information you add to the platform
• Communications you send to us or through our platform

Automatically Collected Information

When you use our services, we automatically collect:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, features used, time spent)
• Location data (with your consent)
• Cookies and similar tracking technologies

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send related notifications
• Send rent reminders, payment confirmations, and receipts
• Respond to your comments, questions, and support requests
• Monitor and analyze usage trends and preferences
• Detect, prevent, and address fraud and security issues
• Comply with legal obligations
• Send promotional communications (with your consent)

3. Information Sharing

We may share your information in the following circumstances:

• With Service Providers: Third parties who perform services on our behalf (payment processing, SMS/email delivery, cloud hosting)
• Between Property Owners and Tenants: Necessary contact information to facilitate the landlord-tenant relationship
• For Legal Reasons: When required by law, legal process, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Consent: When you have given us permission to share your information

We do not sell your personal information to third parties.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure authentication with optional two-factor authentication
• Regular security assessments and audits
• Access controls limiting employee access to personal data
• Secure cloud infrastructure with industry-leading providers

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. We may also retain and use your information to comply with legal obligations, resolve disputes, and enforce our agreements. Financial transaction records are retained for at least 7 years as required by Kenyan law.

6. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate data
• Deletion: Request deletion of your personal data (subject to legal requirements)
• Portability: Request your data in a portable format
• Withdraw Consent: Withdraw consent for marketing communications
• Restriction: Request restriction of processing in certain circumstances

To exercise these rights, contact us at privacy@propflow.ke

7. Cookies and Tracking

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences and settings
• Understand how you use our services
• Improve our platform based on usage patterns

You can control cookies through your browser settings. Disabling cookies may limit some features of our service.

8. Third-Party Services

Our service integrates with third-party services including M-Pesa for payments, SMS providers for notifications, and email services. These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of third-party services.

9. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will take steps to delete that information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us: