Privacy Policy
Last updated: [DATE]
Nyumbani Flow Enterprise ("NyumbaniFlow", "we", "us") provides rental property management software for landlords and tenants in Kenya, Uganda, Rwanda, and Tanzania. This policy explains what information we collect, why we collect it, who we share it with, and the choices you have.
1. Information we collect
Account information
- Full name
- Phone number (used to sign in and verify your account via OTP)
- Email address, if you provide one or sign in with Google
- Google account basics (name, email, profile photo) if you choose to sign in with Google
- Role — landlord, tenant, or admin
- Password (stored as a one-way hash — we cannot see it) or OTP verification records
Property and rental information
- Property name, address, and coordinates (for landlords who list a property)
- Unit details — number of units, unit type, rent amount
- Lease information — start date, rent due date, tenant assignment to a unit
- Meter readings and utility bills, where a landlord uses that feature
- Maintenance requests you or your tenant submit, and their status history
Payment information
We work with mobile money providers to process rent and utility payments. See Section 4 for what that specifically involves.
Communications data
When we send you an SMS, WhatsApp message, push notification, or place a voice call — or when you message us through the app — we keep a record of that: the content, timestamp, delivery status, and the number or device it went to or came from.
Device and technical information
- Device push token (Firebase Cloud Messaging), used to deliver notifications to your specific device
- Device type and app version
- IP address and approximate login timestamps, used for security and fraud prevention
- Log data generated by normal use of the app (errors, crash reports)
2. How we use your information
- Create and secure your account, including verifying your phone number by OTP
- Operate the core service — managing properties, units, leases, and tenant assignments
- Process and record rent and utility payments, and reconcile them against what you or your tenant paid
- Send rent reminders, payment confirmations, maintenance updates, and other service notifications
- Show nearby available units to prospective tenants who use the Nearby feature
- Detect and prevent fraud, abuse, and unauthorized account access
- Provide customer support when you contact us
- Comply with legal and tax obligations (e.g. financial record-keeping)
- Improve the reliability and usability of NyumbaniFlow
We do not use your rental or payment data to build advertising profiles, and we do not sell it — see Section 3.
4. Mobile money & payment information
Rent and utility payments are processed through mobile money STK push (M-Pesa, MTN MoMo, Airtel Money). Your mobile money PIN is entered directly on your phone through the provider's own prompt — it never passes through NyumbaniFlow, and we never see or store it.
What we do store for each payment:
- The phone number the payment was made from
- Amount, currency, and timestamp
- The transaction reference returned by the mobile money provider
- Payment status (pending, confirmed, failed, disputed)
If a tenant records a payment made directly to a landlord outside the app, that record only affects the tenant's balance once the landlord confirms it — it doesn't post automatically.
5. Communications
We may contact you through:
- SMS — rent reminders, OTP codes, payment confirmations
- WhatsApp — the same categories, where you or your landlord/tenant has a WhatsApp-enabled number
- Voice calls — for time-sensitive notices where SMS/WhatsApp delivery isn’t reliable
- Push notifications — for in-app events like a new maintenance update or message
OTP messages and other security-related communications can't be turned off, since they're required to keep your account secure. Where a message is not essential to the service, you'll have the option to opt out of it.
6. Location information
We treat two kinds of location data differently, because they behave differently in the product.
Property coordinates
When a landlord lists a unit, the property's coordinates are stored as part of the property record. This is what makes it possible for the unit to appear in Nearby search results and for a prospective tenant to get directions to it. This data persists for as long as the property listing exists.
Nearby search (live device location)
When a prospective tenant uses Nearby, we ask for your device's current location at that moment, to find and rank available units close to you. We do not store a history of your live location — it's used to run that search and isn't retained afterward.
Getting directions
When you tap "Get directions" on a listing, we hand off to your device's maps app using the property's coordinates. We don't log or store that you requested directions to a specific unit.
Your control over location
Location access is optional. You can decline or revoke it in your device settings at any time — the rest of NyumbaniFlow works normally without it. Only the Nearby search feature depends on it.
7. Data retention
We keep your information for as long as your account is active, and afterward for as long as necessary to:
- Meet financial and tax record-keeping obligations (⚠ specify exact retention period, e.g. 7 years, once confirmed)
- Resolve disputes between a landlord and tenant relating to a past tenancy
- Enforce our agreements and protect against fraud
- Comply with a legal obligation to retain specific records
After that, we delete or anonymize the information. See Section 10 for how to request deletion sooner.
8. Data security
- Data is encrypted in transit (TLS) between your device and our servers
- Passwords are stored as one-way hashes, never in plain text
- OTP verification is rate-limited, with lockouts after repeated failed attempts
- Access to production data is restricted and logged
- Payment callbacks and webhooks from mobile money providers are verified before being trusted
No system is perfectly secure, but we design and review our authentication, payment, and notification systems with security as a first-class concern, not an afterthought.
9. Your rights and choices
Depending on where you're located, you have the right to:
- Access the personal information we hold about you
- Correct inaccurate or outdated information
- Request deletion of your account and associated data — see Section 10
- Withdraw consent for location access at any time
- Opt out of non-essential notifications
- Request a copy of your data in a portable format
- Lodge a complaint with your national data protection authority (in Kenya, the Office of the Data Protection Commissioner)
To exercise any of these rights, contact us using the details in Section 14.
10. Account and data deletion
We have a dedicated page that explains exactly how to request deletion of your account and data, and what happens afterward:
Note that some information — like payment and financial records — may need to be retained for a period even after deletion, to meet legal obligations described in Section 7.
12. Children's privacy
NyumbaniFlow is intended for landlords, tenants, and property administrators, and is not directed at children. We don't knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, contact us and we'll delete it.
13. Changes to this policy
We may update this policy as NyumbaniFlow changes. If we make a material change, we'll notify you through the app, by email, or by posting a notice on our website before the change takes effect. The "Last updated" date at the top of this page always reflects the current version.
14. Contact us
Questions about this policy or your data? Reach us at: