Privacy Policy
Last updated: July 2026
Thank you for choosing KodiManager. We are committed to protecting your
personal information and your right to privacy. This notice describes, in plain language,
what information we collect when you use KodiManager's website and Android app, why we collect
it, who it's shared with, and the choices and rights you have over it — including how to
delete it entirely. Please read it carefully. If you have questions at any point, contact
us using the details in Section 13.
1. What information do we collect?
Personal information you provide to us
We collect personal information that you voluntarily give us when you create an account,
use KodiManager's features, or contact us for support. What we collect depends on whether you're
a landlord, a tenant, or a caretaker, and which features you use:
- Account information: your name, phone number, email address, and
password. Your password is never stored or seen by us in readable form — it's handled
entirely by our authentication provider using industry-standard hashing.
- Property & tenancy data (landlords): property and unit details,
tenant names and phone numbers, rent amounts, lease start dates, and deposit amounts.
- Optional tenant KYC details: where a landlord chooses to record them —
nationality, ID/passport number, place of work, occupation, next-of-kin name and phone
number, and number of occupants. These fields are entirely optional and are never required
to use KodiManager.
- Payment and billing records: rent and utility payment amounts, dates,
payment methods, and reference numbers, used to track balances and produce receipts and
invoices. When a landlord pays for their own KodiManager subscription by card or mobile money,
that transaction is handled directly by our payment processing partner — we receive
confirmation that a payment succeeded and its amount, but we do not receive or store your
full card number.
- Utility meter readings: water/electricity/other metered-utility
readings a landlord or caretaker enters, used to calculate utility charges.
- Communications: support requests you send us, and the content of
invoice/receipt/reminder messages sent through the platform via SMS, WhatsApp, or email at
a landlord's direction.
- Device and technical information: basic technical data such as device
type, operating system version, and app version, used only for troubleshooting and keeping
the app working correctly.
All personal information you give us must be accurate and complete, and you're responsible
for keeping it up to date.
2. How do we use your information?
We use the information we collect for the following purposes:
- To provide the core service — tracking rent and utility balances,
generating invoices and receipts, computing arrears, and managing properties, units, and
tenants.
- To create and manage your account, including verifying your identity
when you sign in and letting you recover access if you forget your password.
- To automatically match detected payments to the correct tenant (see
Section 3 for how this specifically works on the Android app).
- To send invoices, receipts, and rent/utility-reading reminders by SMS,
WhatsApp, or email, always at the landlord's direction.
- To process subscription payments for landlord accounts.
- To respond to your questions and provide customer support.
- To protect the platform — detecting and preventing fraud, abuse, and
unauthorized access, and enforcing our Terms of Service.
- To comply with legal obligations, such as responding to a lawful
request from a court or regulator.
- For internal analysis and improvement — understanding how features are
used so we can fix problems and build better ones. Where we do this, we use aggregated or
de-identified data wherever possible rather than data tied to an individual.
We do not use your information for interest-based advertising, and we do not sell it to
advertisers or data brokers.
Who can see your data
A landlord's data (properties, tenants, payments) is private to that landlord's account and
is not visible to other landlords. A tenant with their own KodiManager login can see their own
balance and payment history, but not other tenants' information or their landlord's other
properties. A caretaker invited by a landlord can see only the property/properties they've
been assigned to, for the purpose of entering meter readings. Platform administrators can
access account data only for support, billing, and security purposes.
3. Payment-detection data (Android app)
KodiManager's Android app can optionally detect M-Pesa and bank rent payments automatically,
instead of a landlord recording every payment by hand. This feature is entirely
opt-in and can be turned off at any time from the app or your device's settings.
Because this involves reading part of your phone's messaging activity, we want to be
especially clear about exactly what happens:
- The app looks only at the notification text your phone's own default
messaging app shows for an incoming text message — the same text you'd read yourself — and,
on our separate "Companion" app, the incoming text message content directly. It never reads
messages from any other app (chat apps, email, etc.).
- A message is only ever looked at further if it mentions a currency amount (KES/Ksh) —
anything else, including personal or promotional messages, is discarded immediately and
never stored.
- From a qualifying message, only the payment amount, sender, and transaction
reference are extracted and saved to your account, so the payment can be matched to
a tenant and recorded. When a payment is matched to a tenant, the original
message text is never saved to our servers — it exists only briefly on your
own device while it's being processed.
- If a payment can't be confidently matched to a tenant by phone number, it's saved as
"needs review" so the landlord can assign or dismiss it manually — it is never left
unaccounted for silently.
- For those unmatched payments only, the original message text is saved
alongside the payment, for 7 days, and is then deleted automatically. It is
there so the landlord can open the payment and see why it didn't match — for example, a bank
alert that carries no sender name. It is visible to that landlord and to authorized platform
administrators, and it is never used for anything other than making that payment work.
Landlords can turn this off at any time in Settings → Payment Method, in which case no
message text is kept at all.
- This feature requires a specific Android permission that is requested clearly and
explained in-app before it's granted — it is never enabled silently, and disabling it at any
time simply switches the app back to fully manual payment recording.
4. Will your information be shared with anyone?
We do not sell your personal information, and we do not share it with third parties for
their own marketing purposes. We do share limited information with the following categories
of service providers, only as necessary for them to perform a specific function on our
behalf, and under contractual obligations that restrict them from using it for anything else:
- Cloud hosting and database providers, who store your data securely on
our behalf and do not access it except to operate the infrastructure.
- Payment processing partners, who handle subscription card/mobile-money
transactions and receive only the information needed to process a payment.
- SMS and email delivery partners, who send messages (invoices, receipts,
reminders) on our behalf and receive only the recipient's contact details and the message
content for that specific send.
We may also disclose information where required by law — for example, in response to a
valid court order, subpoena, or governmental request — or where we believe in good faith it's
necessary to investigate fraud, protect the safety of any person, or enforce our Terms of
Service. If KodiManager is ever involved in a merger, acquisition, or sale of assets, your
information may be transferred as part of that transaction, subject to the same privacy
commitments described here.
5. Cookies and local storage
KodiManager is a functional business tool, not an advertising-supported website — we do not use
third-party advertising cookies or interest-based ad tracking. We do use standard browser
session storage and local storage to keep you signed in and to remember basic app preferences
(for example, which tab you last had open). These are strictly functional and are cleared
when you sign out or clear your browser data.
6. How long do we keep your information?
We keep your personal information for as long as your account remains active, so the
service can function correctly (showing your payment history, balances, and records). If you
permanently delete your account (see Section 14), we delete your personal information from
our active systems immediately, except where we're legally required to retain certain records
for a limited period — for example, financial transaction records needed for accounting or
tax compliance, or information needed to investigate a specific fraud report already in
progress. Where full deletion isn't immediately possible (such as in encrypted backup
archives), we isolate that data from further use until it's naturally purged.
7. How do we keep your information safe?
We apply a combination of technical and organizational safeguards designed to protect your
information, including:
- Encryption of data in transit between your device and our servers.
- Access-control rules that ensure a landlord's data can only ever be read by that
landlord (or an authorized platform administrator) — not by other landlords or unrelated
accounts.
- Passwords are never stored in readable form.
- As described in Section 3, sensitive on-device data (message text) is deliberately kept
to a minimum: it is never persisted at all for a payment that matched a tenant, and is kept
for at most 7 days — then deleted automatically — for one that did not, so the landlord can
see why. Landlords can switch that off entirely.
That said, no method of electronic storage or transmission is 100% secure, and we cannot
guarantee absolute security. You also play a part — keep your password confidential and
contact us immediately if you suspect unauthorized access to your account. See also our
Security page for a plain-language summary of controls.
8. Do we collect information from minors?
KodiManager is intended for use by adults responsible for renting or managing property. We do
not knowingly collect personal information from anyone under 18. If we become aware that we've
collected information from someone under 18 without appropriate consent, we will delete it
promptly. If you believe a minor has provided us with personal information, please contact us
using the details in Section 13.
9. What are your privacy rights?
Wherever you're located, you have meaningful rights over your personal information,
including the right to:
- Access a copy of the personal information we hold about you.
- Correct information that is inaccurate or incomplete.
- Delete your personal information (see Section 14 for how to do this
yourself, instantly, from within the app).
- Object to or restrict certain processing of your information.
- Withdraw consent at any time, where we rely on your consent to process
your data (for example, the optional payment-detection feature) — this does not affect the
lawfulness of anything already done before you withdraw it.
KodiManager is built and operated for the Kenyan market, and the Kenya Data Protection Act,
2019 is the primary law governing how we handle your information. If you believe we've
mishandled your personal data, you have the right to lodge a complaint with Kenya's Office of
the Data Protection Commissioner (ODPC). If you're located outside Kenya, you may also have
rights under your own country's applicable data protection law, and we'll honor requests made
under those laws to the extent they apply to our processing of your information.
10. Categories of personal information
In the past twelve months, the categories of personal information we've collected are:
| Category | Examples | Collected? |
|---|
| Identifiers | Name, phone number, email address, account username | Yes |
| Financial / transaction information | Rent and utility payment amounts, dates, methods, references, subscription billing status | Yes |
| Communications content | Support messages you send us; content of invoices/receipts/reminders sent on your behalf | Yes |
| Professional / occupancy information | Occupation, place of work, next-of-kin details — only if a landlord chooses to record them | Optional |
| Precise geolocation | GPS or other precise device location | No |
| Biometric information | Fingerprints, face or voice data | No |
| Internet / device activity | Basic device type and app version, for troubleshooting only — no browsing history or ad-tracking data | Limited |
| Audio, photo, or video content | Images, call recordings, video | No |
| Education information | Student records, academic history | No |
| Inferences | Computed values derived from your own data — e.g. rent arrears/balance computed from payment history | Yes |
We have not sold, and do not intend to sell, any personal information to third parties for
monetary or other valuable consideration.
11. Controls for Do-Not-Track features
Some web browsers include a "Do Not Track" (DNT) signal you can enable. Because there is
still no single, finalized industry standard for how websites should respond to DNT signals,
KodiManager does not currently respond differently based on them. As noted in Section 5, we don't
engage in third-party ad tracking regardless of this setting.
12. Do we make updates to this notice?
Yes — we may update this privacy notice from time to time to reflect changes in our
practices or for legal, operational, or regulatory reasons. The "Last updated" date at the top
of this page will always reflect the current version. If we make a material change, we'll make
reasonable efforts to bring it to your attention (for example, an in-app notice). We encourage
you to review this page periodically.
13. How can you contact us?
If you have questions, concerns, or a request relating to this notice or your personal
information, reach out on WhatsApp/call at 0712 167 015.
14. How can you review, update, or delete your data?
You're in control of your own data at all times:
- Review or update: your account, tenant, and property information can
be viewed and corrected at any time directly within the app.
- Delete everything, yourself, instantly: landlords can permanently
delete their account and all associated data from Settings → My Account → "Delete
my account"; tenants can do the same from a "Delete my account"
button on their dashboard. Both require confirming your password first. This takes effect
immediately, removes your data from our active systems, and cannot be undone.
- Prefer we do it for you? Contact us using the details in Section 13 and
we'll process your request, subject to the limited retention exceptions described in
Section 6.
- Payment detection: the Android app's automatic payment-detection
feature is entirely optional and can be switched off at any time from within the app or
your device's Settings, with no effect on any other part of the service.