Privacy Policy

At SpotLetting, we're committed to protecting your privacy and ensuring you have a positive experience on our website and while using our services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform and related services. Please read this policy carefully to understand our practices regarding your personal data.

Information We Collect

Information You Provide to Us

We collect information you provide directly to us when you:

• Create an account (name, email address, phone number, user role)
• Complete your profile (address, profile photo, business details)
• List properties (property details, photos, pricing, features)
• Submit rental applications (identification, employment details, income verification)
• Process payments (payment card information, bank account details)
• Communicate with other users (messages, inquiries, reviews)
• Contact our support team (issue details, attachments)

Information We Collect Automatically

When you use our service, we automatically collect certain information, including:

• Usage data (pages visited, features used, time spent on the platform)
• Device information (IP address, browser type, operating system)
• Location data (based on IP address or mobile device location if permitted)
• Cookies and similar technologies (for functionality, analytics, and personalization)

Information from Third Parties

We may receive information about you from:

• Background check providers (credit reports, criminal records, for tenant screening)
• Payment processors (transaction status, payment confirmations)
• Social media platforms (if you connect your accounts or interact with our content)
• Business partners (referrals, property data, market information)

How We Use Your Information

We use the information we collect to:

• Provide and Manage Services: Create and manage your account, process property listings, facilitate rental applications, manage tenant-landlord communication, process payments and transactions, and deliver maintenance services.
• Communicate with You: Send administrative messages, updates, security alerts, support responses, and promotional communications (with opt-out options).
• Improve Our Services: Analyze user behavior, identify usage trends, develop new features, and enhance user experience.
• Security and Fraud Prevention: Detect and prevent fraudulent activities, unauthorized access, and other potential security incidents.
• Legal Compliance: Comply with applicable laws, regulations, and legal requirements in Kenya and other relevant jurisdictions.

How We Share Your Information

We may share your information with:

• Service Providers: Companies that help us deliver our services, including payment processors, cloud hosting providers, background check services, and analytics tools.
• Other Users: When necessary for the service functionality (e.g., landlords see tenant applications, tenants see landlord property information).
• Legal Authorities: To comply with legal obligations, law enforcement requests, and to protect our rights, privacy, safety, or property.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as a business asset.
• With Your Consent: We may share information for other purposes with your explicit consent.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, accidental loss, alteration, or disclosure. These measures include encryption, secure server facilities, regular security assessments, and restricted staff access to personal data.

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. Therefore, we cannot guarantee absolute security of your data.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. The retention periods depend on the type of information and its purpose:

• Account information: For as long as your account is active, plus a reasonable period thereafter for legal or business purposes.
• Transaction data: At least seven years for tax and accounting purposes.
• Communications: For the duration of your account plus a reasonable period for legal purposes.
• Rental applications and screening data: As required by applicable laws and regulations.

When your data is no longer needed, we will securely delete or anonymize it.

Your Data Protection Rights

Under the Kenya Data Protection Act of 2019 and other applicable laws, you have certain rights regarding your personal information:

• Right to Access: You can request a copy of the personal information we hold about you.
• Right to Rectification: You can ask us to correct inaccurate or incomplete information.
• Right to Erasure: In certain circumstances, you can request deletion of your personal data.
• Right to Restrict Processing: You can ask us to temporarily or permanently stop processing your information.
• Right to Data Portability: You can request transfer of your data to another service provider where technically feasible.
• Right to Object: You can object to processing of your personal information in certain circumstances.

To exercise these rights, please contact us using the information provided in the "Contact Us" section below. We may need to verify your identity before fulfilling your request.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. These technologies include:

• Essential Cookies: Required for basic functionality of our website (e.g., login, navigation).
• Performance/Analytics Cookies: Help us understand how visitors interact with our website.
• Functional Cookies: Allow us to remember your preferences and provide enhanced features.
• Marketing/Advertising Cookies: Used to deliver relevant advertisements and track campaign effectiveness.

You can manage cookie preferences through your browser settings. However, disabling certain cookies may limit functionality of our service.

Children's Privacy

Our services are not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children. If we discover that we have collected personal information from a child under 18, we will promptly delete that information. If you believe we might have any information from or about a child under 18, please contact us.

Links to Other Websites

Our service may contain links to third-party websites, services, or applications that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party websites or services. We encourage you to review the privacy policies of these third parties.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically.

For significant changes, we will provide more prominent notice, which may include email notifications for registered users.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: