Privacy Policy

1. Information We Collect

We collect the following categories of information:

a) Information You Provide

• Registration Information: Full name, phone number, email address, national ID number, date of birth.
• Property Information: Property name or code, unit number, landlord or property manager details, rent amount.
• Financial Information: M-PESA transaction details, payment history, Top Up requests and repayment records.
• Communications: Messages you send to our support team, feedback, and survey responses.

b) Information Collected Automatically

• Device Information: Device type, operating system, browser type, unique device identifiers.
• Usage Data: Pages visited, features used, time spent on the Platform, interaction patterns.
• Log Data: IP address, access times, referring URLs, error logs.
• Location Data: Approximate location derived from IP address (we do not collect precise GPS location).

c) Information from Third Parties

• M-PESA / Safaricom: Transaction confirmation data when you add funds via M-PESA.
• Choice Bank: Account status and transaction confirmation for Rent Account operations.
• Credit Reference Bureaus: Credit information used for Top Up eligibility assessment (where applicable and with your consent).
• Property Partners: Tenancy verification, rent amounts, and unit allocation information.

2. How We Use Your Information

We use your information for the following purposes:

1. Account Creation and Management: To create your account, verify your identity, and manage your profile.
2. Rent Payment Processing: To facilitate the deposit of funds into your Rent Account and disbursement to your landlord or property manager.
3. Top Up Assessment and Processing: To evaluate your eligibility for Top Up services, process approved Top Ups, and manage repayments.
4. Credit Reporting: To report your payment history to licensed Credit Reference Bureaus, helping you build a verifiable credit profile.
5. Customer Support: To respond to your inquiries, resolve issues, and provide assistance.
6. Platform Improvement: To analyze usage patterns, improve our services, and develop new features.
7. Communications: To send you transactional notifications (payment confirmations, reminders, receipts) and, with your consent, marketing communications.
8. Security and Fraud Prevention: To detect, prevent, and investigate fraud, unauthorized access, and other security threats.
9. Legal Compliance: To comply with applicable laws, regulations, and legal processes, including Kenya’s Data Protection Act, 2019, and anti-money laundering requirements.

3. How We Share Your Information

We do not sell your personal information. We share your information only in the following circumstances:

• Choice Bank: We share your financial information with Choice Bank, our banking partner, to facilitate Rent Account operations, fund custody, and payment disbursement.
• Property Partners (Landlords and Property Managers): We share your payment status, payment history, and tenancy information with your Property Partner so they can track rent collection and manage their properties.
• Service Providers: We may share information with trusted third-party service providers who assist us with platform operations, including hosting, analytics, communications, and customer support. These providers are contractually required to protect your information.
• Credit Reference Bureaus: We report your payment history — including on-time payments, late payments, and defaults — to licensed CRBs in Kenya. This reporting helps build your credit profile and is a core feature of RentRow.
• Legal Requirements: We may disclose your information if required by law, court order, regulatory authority, or government request, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers: In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of the transaction. We will notify you of any such transfer.

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience on the Platform:

• Essential Cookies: Required for the Platform to function properly, including authentication, security, and session management.
• Analytics Cookies: Help us understand how you use the Platform so we can improve our services. These cookies collect anonymized usage data.
• Preference Cookies: Remember your settings and preferences to provide a personalized experience.

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect Platform functionality.

5. Data Security

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

• Encryption: Data is encrypted in transit using TLS/SSL and at rest using industry-standard encryption algorithms.
• Access Controls: Access to personal information is restricted to authorized personnel who require it for their job functions, with role-based access controls.
• Monitoring: We continuously monitor our systems for security threats and unauthorized access attempts.
• Incident Response: We maintain a data breach response plan and will notify affected users and relevant authorities as required by Kenya’s Data Protection Act.

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

6. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Specifically:

• Account Data: Retained for the duration of your account and for a reasonable period after closure to comply with legal obligations.
• Payment Records: Retained for a minimum of seven (7) years in accordance with Kenya’s financial record-keeping requirements.
• Credit Reporting Data: Payment history reported to CRBs is retained by those bureaus in accordance with their own data retention policies and applicable regulations.
• Usage and Analytics Data: Retained in anonymized form for analytics and platform improvement purposes.

When data is no longer needed, we securely delete or anonymize it in accordance with our data retention schedule.

7. Your Rights and Choices

Under Kenya’s Data Protection Act, 2019, you have the following rights regarding your personal information:

• Right of Access: You can request a copy of the personal information we hold about you.
• Right to Correction: You can request correction of inaccurate or incomplete personal information.
• Right to Deletion: You can request deletion of your personal information, subject to our legal obligations and legitimate business interests. Note that deleting certain information may affect your ability to use the Platform.
• Right to Withdraw Consent: Where processing is based on your consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
• Right to Object: You can object to the processing of your personal information for direct marketing purposes.
• Right to Data Portability: You can request your data in a structured, commonly used, and machine-readable format.

To exercise any of these rights, contact us at [email protected] . We will respond to your request within thirty (30) days.

8. International Transfers

Your personal information is primarily stored and processed in Kenya. In some cases, your data may be transferred to and processed in other countries where our service providers operate (for example, cloud hosting services).

When we transfer data internationally, we ensure that appropriate safeguards are in place in accordance with Kenya’s Data Protection Act, including data processing agreements with contractual obligations to protect your information to the same standard as in Kenya.

9. Communications

We send two types of communications:

• Transactional Communications: Payment confirmations, receipts, Top Up notifications, repayment reminders, and account security alerts. These are essential to the service and cannot be opted out of while your account is active.
• Marketing Communications: Product updates, tips, promotions, and other marketing messages. You can opt out of marketing communications at any time by following the unsubscribe link in any marketing message or contacting our support team.

10. Children’s Privacy

The Platform is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take steps to delete that information promptly.

If you believe a child under 18 has provided us with personal information, please contact us at [email protected] .

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. When we make material changes, we will:

• Update the “Last Updated” date at the top of this page.
• Notify you through the Platform, via email, or SMS for significant changes.
• Where required by law, seek your renewed consent before processing your data under the updated policy.

We encourage you to review this Privacy Policy periodically. Your continued use of the Platform after any changes constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal information, please contact us:

• Company: RentRow Limited
• Email: [email protected]
• Phone / WhatsApp: 0714 103 103

You may also lodge a complaint with the Office of the Data Protection Commissioner of Kenya if you believe your data protection rights have been violated.