Privacy Policy

1. Defined Terms

• Personal Data: Any information relating to an identified or identifiable individual, such as name, email address, or phone number.
• Service: Refers to the KT eRentals Management System, including our website, mobile app, and related services.
• User: Any individual or entity using our Service, including landlords, property managers, and tenants.
• Third Party: Any external entity or service provider we share your data with, as outlined in this policy.

2. How/When We Collect Your Personal Data

We collect your Personal Data in the following circumstances:

• Account Creation: When you sign up for an account, we collect your name, email address, phone number, and payment information.
• Service Usage: We collect data about your properties, tenants, and transactions when you use our Service to manage rentals.
• Contact Forms: When you submit inquiries via our contact form, we collect your name, email, phone number, and message content.
• Automatic Collection: We use cookies and similar technologies to collect data like your IP address, device type, and browsing behavior.

3. How We Process Personal Data

We process your Personal Data for the following purposes:

• To provide and maintain the Service, including processing rent payments and managing maintenance requests.
• To communicate with you, such as sending service updates, payment reminders, or responding to inquiries.
• To improve our Service by analyzing usage patterns and user feedback.
• To comply with legal obligations, such as tax reporting or anti-fraud measures.

4. How We Share Your Personal Data with Third Parties

We may share your Personal Data with:

• Service Providers: Third-party vendors who assist with payment processing, SMS notifications, or cloud storage (e.g., M-Pesa, AWS).
• Legal Authorities: When required by law or to protect our rights, such as in response to a court order.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new entity.
• We do not sell your Personal Data to third parties for marketing purposes.

5. How We Secure Your Personal Data

We implement industry-standard measures to protect your Personal Data, including:

• Encryption of data in transit and at rest using SSL/TLS and AES-256.
• Regular security audits and penetration testing to identify vulnerabilities.
• Access controls to ensure only authorized personnel can access your data.
• However, no system is 100% secure, and we cannot guarantee absolute security.

6. How to Access, Correct, Delete or Exercise Other Rights Regarding Your Personal Information

You have the following rights regarding your Personal Data:

• Access: Request a copy of the Personal Data we hold about you.
• Correction: Update inaccurate or incomplete data in your account settings or by contacting us.
• Deletion: Request deletion of your data, subject to legal retention requirements.
• Restriction: Request that we limit the processing of your data in certain circumstances.
• Portability: Request your data in a machine-readable format to transfer to another service.
• To exercise these rights, please contact us at info@kosamtech.com.

7. Opt-Out

You may opt out of certain data processing activities:

• Marketing Communications: Unsubscribe from newsletters or SMS notifications using the link provided in each message.
• Cookies: Adjust your browser settings to disable cookies or use our cookie consent tool to opt out of non-essential cookies.
• Service Emails: You cannot opt out of transactional emails (e.g., payment confirmations) as they are necessary for using the Service.

8. Tracking and Advertising

We use cookies and similar technologies to track user activity and enhance your experience:

• Essential Cookies: Required for core functionality, such as maintaining your login session.
• Analytics Cookies: Collect anonymized data to improve our Service (e.g., Google Analytics).
• Advertising Cookies: Used to deliver personalized ads based on your browsing behavior.
• You can manage your cookie preferences through our cookie consent banner or your browser settings.

9. Sign-In Services

We offer sign-in options using third-party services (e.g., Google Sign-In):

• When you use these services, we may collect your name, email address, and profile information from the third party.
• Your use of these sign-in services is subject to the third party’s privacy policy.
• We encourage you to review their policies before using these options.

10. Testimonials, Ratings, and Reviews

We may display user testimonials, ratings, or reviews on our website:

• By submitting a testimonial, you grant us permission to publish your name and feedback.
• We may edit testimonials for clarity or brevity but will not alter their meaning.
• If you wish to remove your testimonial, please contact us at info@kosamtech.com.

11. Data Retention

We retain your Personal Data only as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Account data is retained for the duration of your active account and up to 6 months after account closure, unless required longer by law.
• Transactional data (e.g., payment records) is retained for 7 years to comply with tax and financial regulations in Kenya.
• Analytics data is anonymized and retained indefinitely to improve our Service.
• You may request earlier deletion of your data as outlined in Section 6.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please reach out to us:

• Email: info@kosamtech.com
• Address: Spur Mall, 3rd Floor, Exit 12 Thika Road Ruiru, Kenya
• Phone: +254 798 355 814