Data Protection & Privacy Policy

Introduction

DigiTenant "we," "our," or "us" is committed to protecting your privacy and ensuring the security of your personal information. This comprehensive Data Protection and Privacy Policy explains how we collect, use, protect, and manage your data when you use our property management platform at dtenant.com.

By using DigiTenant's services, you agree to the practices described in this policy. We are legally bound by our terms of agreement with you to never sell your personal information to third parties, and we take this commitment seriously.

Information We Collect

Personal Information

We collect personal information necessary to provide our property management services, including:

• • Full name, email address, and phone number for account creation and communication
• • Property details including addresses, unit information, and rental agreements
• • Payment information and financial transaction records for rent collection
• • Identification documents as required for tenant verification and compliance
• • Communication records including SMS messages, emails, and support interactions

Technical Information

To improve our platform and ensure security, we automatically collect:

• • Device information, browser type, and operating system details
• • IP addresses and location data for security and fraud prevention
• • Usage patterns, feature preferences, and platform interaction data
• • Performance metrics and error logs to optimize our services

How We Use Your Information

Your information is used exclusively to provide and improve DigiTenant's property management services:

Core Platform Services

• • Processing rent payments and generating automated invoices
• • Sending SMS and email notifications about payments, maintenance, and important updates
• • Creating comprehensive analytics and reports for property performance
• • Managing tenant applications, lease agreements, and occupancy records
• • Facilitating communication between landlords, tenants, and property managers

Platform Enhancement

• • Analyzing usage patterns to improve user experience and add new features
• • Preventing fraud, ensuring security, and maintaining platform integrity
• • Providing customer support and resolving technical issues
• • Complying with legal requirements and regulatory obligations

Our Data Protection Commitment

No Third-Party Sales

We absolutely do not sell, rent, or trade your personal information to third parties. This is explicitly prohibited by our terms of agreement with you and violates our core principles. Your data belongs to you, and we act solely as custodians to provide our property management services.

No Unauthorized Data Sharing

Tenant data and landlord information are never shared between accounts or with external parties without explicit consent. Each user's data remains strictly confidential and accessible only to authorized personnel for service delivery purposes.

Secure Cloud Storage

All your data is securely stored on Google Cloud Platform, one of the world's most trusted and secure cloud infrastructure providers. Google Cloud offers enterprise-grade security with:

• • Advanced encryption both in transit and at rest using AES-256 encryption standards
• • Multi-layered security architecture with regular security audits and compliance certifications
• • Redundant data storage across multiple geographic locations to prevent data loss
• • 24/7 monitoring and threat detection systems to identify and prevent security breaches
• • Regular automated backups and disaster recovery procedures

Your Data Rights and Control

Access and Transparency

You have complete rights to access, review, and understand what personal information we hold about you. Through your DigiTenant dashboard, you can view all your stored data and download your information at any time.

Data Correction and Updates

You can update, correct, or modify your personal information directly through your account settings. For assistance with data corrections, our support team is available 24/7 to help you maintain accurate information.

Data Deletion Rights

Upon request, we will delete your personal information in accordance with applicable laws, subject to our legal obligations to retain certain records for financial and regulatory compliance purposes.

Advanced Security Measures

Technical Safeguards

• • SSL/TLS encryption for all data transmission between your device and our servers
• • Role-based access controls ensuring only authorized personnel can access specific data
• • Regular security assessments and penetration testing by third-party security experts
• • Automated threat detection and real-time monitoring of all system activities
• • Secure API integrations with payment processors and SMS service providers

Operational Security

• • Comprehensive employee training on data protection and privacy requirements
• • Strict access controls and authentication procedures for all team members
• • Regular security audits and compliance reviews of our processes and systems
• • Incident response procedures to quickly address any potential security concerns

Trusted Third-Party Services

To provide our comprehensive property management services, we work with carefully selected, reputable service providers:

Essential Service Partners

• • Google Cloud Platform: Secure data storage, hosting, and infrastructure services
• • SMS Gateway Providers: Reliable delivery of payment reminders and notifications
• • Email Service Providers: Professional communication and notification delivery

All third-party partners are bound by strict data processing agreements and must meet our high standards for security and privacy protection. They are only permitted to process data as necessary to provide their specific services.

Data Retention Policy

We retain your personal information only as long as necessary to provide our services and comply with legal requirements:

• • Active account data is retained while your account remains active and in good standing
• • Communication logs are kept for 2 years for customer service and dispute resolution purposes
• • Technical logs and analytics data are anonymized after 12 months and used only for platform improvement
• • Upon account closure, personal data is deleted within 30 days, except where legal retention is required

Privacy Protection by User Type

Landlord Privacy

Property owner information, financial records, and analytics are kept strictly confidential. Tenant information is accessible only to authorized landlords and property managers for legitimate property management purposes.

Tenant Privacy

Tenant personal information, payment history, and communication records are protected and only shared with authorized property managers and landlords as necessary for tenancy management.

Property Manager Access

Property managers have role-based access limited to properties under their management, ensuring data access is appropriate and necessary for their responsibilities.

Legal Compliance and Jurisdiction

DigiTenant operates in compliance with Kenyan data protection laws and international best practices. We regularly review and update our privacy practices to ensure continued compliance with evolving legal requirements.

This policy is governed by the laws of Kenya, and any disputes will be resolved in accordance with Kenyan legal procedures and jurisdictions.

Contact Us and Policy Updates

Questions and Concerns

If you have any questions about this privacy policy, your data rights, or our data protection practices, please contact our dedicated privacy team:

• • Email: privacy@dtenant.com
• • Phone: +254 (0) 700 000 000
• • Address: DigiTenant Privacy Office, Nairobi, Kenya

Policy Updates

We may update this privacy policy periodically to reflect changes in our practices, technology, or legal requirements. All users will be notified of material changes via email and platform notifications at least 30 days before any changes take effect.

Last Updated: May 31, 2025
Effective Date: June 1, 2025