Privacy & Data Protection Notice

1. Information We Collect

When onboarding as a tenant through Rentwise, we collect personal data provided directly by you or supplied by your property manager. This includes:

• Personal Identifiers: Full legal name, email address, and mobile phone number.
• Government Identification: National ID or Passport number, alongside front and back copies for identity verification.
• Lease & Tenancy Details: Assigned property, unit number, agreed rental amount, and tenancy start/end dates.
• Emergency Contact Details: Name and telephone number of your designated emergency contact person.
• Financial & Transaction Records: Rent invoices, receipts, payment references (including M-Pesa transaction codes), and tenancy account ledgers.

2. Purpose and Legal Basis of Data Processing

Your personal information is processed strictly for purposes directly related to your tenancy, including:

• Tenant Registration: Creating and verifying your tenant profile and executing tenancy agreements.
• Lease Administration: Managing occupancy status, renewal terms, and move-out notices.
• Rent & Payment Management: Invoicing, processing electronic payments (such as M-Pesa), generating official payment receipts, and balance reconciliation.
• Communication: Delivering tenancy notices, payment reminders, statement summaries, and critical maintenance alerts.
• Maintenance & Service Requests: Handling property repairs, utility coordination, and incident management.
• Tenancy Records & Statements: Generating auditable accounting ledgers, historical rent statements, and compliance reports.

Processing is carried out under lawful bases as defined under Section 30 of the Kenya Data Protection Act, 2019, including the performance of your tenancy agreement and compliance with legal accounting obligations.

3. Data Security & Confidentiality

Rentwise implements rigorous technical and organizational measures to safeguard your personal data from unauthorized access, disclosure, accidental loss, or unlawful processing. Identity document images and sensitive records are stored within encrypted storage systems with strict role-based access control.

4. Data Sharing & Third Parties

We do not sell, rent, or trade your personal information. Your data is only shared with:

• Authorized property managers, landlords, and designated caretakers managing your property.
• Secure payment processing gateways (such as Safaricom M-Pesa) solely to verify and reconcile rental payments.
• Regulatory or law enforcement authorities only when compelled by valid legal process in Kenya.

5. Your Rights as a Data Subject

Under the Kenya Data Protection Act, 2019, you retain full rights regarding your personal data:

• Right to be Informed: To understand how your personal data is collected and utilized.
• Right of Access: To view and obtain copies of the personal data held concerning you.
• Right to Rectification: To request correction of inaccurate, outdated, or incomplete details.
• Right to Object: To object to processing of data that is not required for your tenancy contract or statutory compliance.