Privacy Policy

Last updated: July 2026

• 1. What information do we collect?
• 2. How do we use your information?
• 3. Payment-detection data (Android app)
• 4. Will your information be shared with anyone?
• 5. Cookies and local storage
• 6. How long do we keep your information?
• 7. How do we keep your information safe?
• 8. Do we collect information from minors?
• 9. What are your privacy rights?
• 10. Categories of personal information
• 11. Controls for Do-Not-Track features
• 12. Do we make updates to this notice?
• 13. How can you contact us?
• 14. How can you review, update, or delete your data?

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. The full original message text itself 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.
• 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 never persisted in full — only the minimum structured information needed is saved.

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.

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:

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.