Privacy Policy

Introduction

KodiSawa ("we", "our", or "us") provides a rent tracking and property management platform for Kenyan landlords and property managers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website at kodisawa.co.ke and our services.

By using KodiSawa, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

Account Information

When you create an account, we collect:

• Email address
• Name
• Phone number (optional)
• Password (encrypted)

Property & Tenant Data

To provide our services, you may enter:

• Property details (name, address, city)
• Unit information (unit numbers, rent amounts)
• Tenant information (names, phone numbers, email addresses, National ID or passport numbers)
• Lease/tenancy details (start dates, end dates, deposit amounts, billing frequency)

Financial Information

To track rent payments and generate reports, we process:

• M-Pesa transaction details (transaction IDs, phone numbers, amounts, timestamps)
• Bank transfer information (reference numbers, account details from imported statements)
• Cash and cheque payment records
• Invoice amounts and payment histories
• Expense records and receipts

Payment Information

For subscription billing, payments are processed by Stripe. We do not store your credit card details directly. Stripe's privacy policy applies to payment processing.

Technical Information

We automatically collect:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Referring website

2. How We Use Your Information

We use your information to:

• Provide our services: Track rent payments, generate invoices, reconcile M-Pesa and bank transactions, and produce reports
• Generate tax reports: Create KRA-compliant income and expense reports for your rental properties
• Send notifications: Alert you about late payments, unmatched transactions, and important account updates
• Process subscriptions: Manage your billing and subscription status
• Provide support: Respond to your questions and help resolve issues
• Improve our services: Analyze usage patterns to enhance features and user experience
• Ensure security: Detect and prevent fraud, abuse, and unauthorized access

3. Information Sharing

We do not sell your personal information. We may share information only in these circumstances:

• With your workspace members: If you invite team members (caretakers, co-managers) to your workspace, they can access property and tenant data based on their assigned role
• Service providers: We use trusted third parties for hosting (Supabase), payments (Stripe), analytics (Google Analytics), and customer support (Tawk.to)
• Legal requirements: When required by Kenyan law, court order, or government authority
• Protection of rights: To protect the safety, rights, or property of KodiSawa, our users, or the public
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to you

4. Data Security

We implement industry-standard security measures to protect your data:

• All data is transmitted over HTTPS (TLS encryption)
• Passwords are hashed and never stored in plain text
• Database access is protected by Row Level Security (RLS) policies
• Each workspace's data is isolated from other workspaces
• Regular security updates and monitoring

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

5. Data Retention

We retain your information for as long as:

• Your account is active
• Needed to provide our services
• Required for tax and legal compliance (financial records may be retained for up to 7 years as required by KRA)
• Necessary to resolve disputes or enforce our agreements

When you delete your account, we will delete or anonymize your personal data within 30 days, except where retention is required by law.

6. Your Rights

You have the right to:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information in your account
• Deletion: Request deletion of your account and associated data
• Export: Download your property, tenant, and financial data
• Opt-out: Unsubscribe from marketing communications (you'll still receive essential service notifications)

To exercise these rights, contact us at support@kodisawa.co.ke.

7. Cookies and Tracking

We use cookies and similar technologies to:

• Keep you logged in
• Remember your workspace preferences
• Analyze site usage (via Google Analytics)
• Provide customer support chat (via Tawk.to)

You can control cookies through your browser settings, but disabling them may affect site functionality.

8. Third-Party Services

KodiSawa integrates with third-party services that have their own privacy policies:

• Stripe: Payment processing - stripe.com/privacy
• Google Analytics: Usage analytics - policies.google.com/privacy
• Supabase: Database hosting - supabase.com/privacy
• Tawk.to: Customer support chat - tawk.to/privacy-policy

9. Children's Privacy

KodiSawa is designed for business use by adults. We do not knowingly collect information from children under 18. If we learn that we have collected personal information from a child under 18, we will delete it promptly.

10. International Data

KodiSawa is operated from Kenya and primarily serves Kenyan users. If you access our services from outside Kenya, your information may be transferred to and processed in Kenya. By using KodiSawa, you consent to this transfer.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on this page
• Updating the "Last updated" date
• Sending an email notification for significant changes

Your continued use of KodiSawa after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

• Email: support@kodisawa.co.ke
• Website: kodisawa.co.ke