eZyRent Property Management

eZyRent Privacy Policy

Effective Date: From Account Creation

1. Introduction

Welcome to eZyRent, a property management platform operated by NavonTech Systems ("we," "us," "our," or "eZyRent"). We are committed to protecting your privacy and handling your data with transparency and care. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, websites, mobile applications, and services (collectively, the "Service").

By accessing or using eZyRent, you consent to the practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Who We Are

eZyRent Property Management System
A Subsidiary of NavonTech Systems
2-19261 Msa Rd
Nairobi, Kenya
Email: navontech@outlook.com
Phone: +254 720 445 005

3. Information We Collect

We collect several types of information to provide and improve our Service:

3.1 Information You Provide Directly

Account Information:

Full name, email address, phone number
Business name, address, tax identification numbers
Payment information (processed via PayStack)
Profile picture, job title, contact preferences

Property Information:

Property addresses, unit details, square footage
Purchase prices, mortgage information, insurance details
Property photos, floor plans, amenity information

Tenant Information (collected by property managers/owners):

Tenant names, contact information, emergency contacts
Lease terms, rental amounts, security deposits
Identification documents, employment information, references
Maintenance requests, communication history

Financial Information:

Rental income records, expense receipts
Bank account details for payment processing
Transaction history, invoices, receipts

Content You Create:

Messages, notes, comments
Documents, photos, videos uploaded to the platform
Custom templates, reports, configurations

3.2 Information Collected Automatically

Usage Data:

IP address, browser type, device information
Pages visited, features used, time spent
Clickstream data, search queries
Error logs, performance metrics

Mobile App Data (when using our mobile applications):

Device model, operating system version
App version, unique device identifiers
Location data (only with explicit permission)
Push notification tokens

Cookies and Tracking Technologies:

Session cookies (essential for functionality)
Authentication cookies (to keep you logged in)
Preference cookies (to remember your settings)
Analytics cookies (to improve our Service)
Advertising cookies (for marketing purposes)

3.3 Information from Third Parties

Service Providers:

Payment processors (PayStack) for transaction verification
Credit bureaus (TransUnion, Experian) for tenant screening
Tax authorities (KRA) for compliance verification
Marketing partners for lead generation

Integration Partners:

Accounting software (QuickBooks, Xero)
Communication platforms (Twilio, SendGrid)
Property listing sites (when syndicating vacancies)

Public Sources:

Property records from government databases
Business information from public registries
Market data from real estate platforms

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 To Provide and Maintain Our Service

Create and manage your account
Process payments and transactions
Facilitate communication between parties
Store and organize property data
Provide customer support and troubleshooting

4.2 To Improve and Personalize

Analyze usage patterns to enhance features
Develop new tools and functionality
Personalize your dashboard and experience
Optimize platform performance

4.3 For Communication

Send service-related announcements
Respond to inquiries and support requests
Send payment confirmations and receipts
Notify about maintenance updates
Share platform updates and new features

4.4 For Legal and Compliance

Verify identities and prevent fraud
Comply with tax regulations (KRA requirements)
Fulfill legal obligations and respond to lawful requests
Enforce our Terms and Conditions
Protect the rights and safety of our users

4.5 For Marketing (with your consent)

Send promotional materials about eZyRent
Share tips and best practices for property management
Announce webinars, events, or new partnerships
Conduct surveys and collect feedback

5. Legal Basis for Processing (GDPR Compliance)

For users in the European Economic Area (EEA), we process personal data based on:

5.1 Contractual Necessity: Processing necessary to fulfill our agreement with you.

5.2 Legitimate Interests: Processing for our legitimate business interests, balanced against your rights.

5.3 Legal Obligation: Processing required to comply with legal requirements.

5.4 Consent: Processing based on your explicit consent, which you may withdraw at any time.

6. How We Share Your Information

We may share your information in the following circumstances:

6.1 With Your Consent

When you explicitly authorize sharing with specific third parties
When you invite additional users to your account
When you opt into integrated services

6.2 Service Providers

We engage trusted third parties to perform functions:

PayStack: Payment processing
Cloud Hosting Providers: Data storage and infrastructure
Customer Support Platforms: Help desk and ticketing
Analytics Providers: Usage analysis and improvement
Marketing Tools: Email campaigns and outreach

6.3 Between Platform Users

Property managers with their team members
Property owners with their property managers
Landlords with their tenants (for relevant communications)
Tenants with their landlords/property managers

6.4 For Legal Reasons

To comply with court orders or legal processes
To enforce our Terms and Conditions
To protect our rights, privacy, safety, or property
To prevent fraud or security issues

6.5 Business Transfers

In connection with a merger, acquisition, or sale of assets
During due diligence processes
As part of restructuring or reorganization

6.6 Aggregated or Anonymized Data

We may share aggregated, anonymized data that cannot reasonably identify you:

Market trends in property management
Usage statistics for research purposes
Industry benchmarks and insights

7. Data Security

We implement comprehensive security measures:

7.1 Technical Safeguards

AES-256 encryption for data at rest and in transit
Regular security audits and penetration testing
Firewalls, intrusion detection, and prevention systems
Secure coding practices and vulnerability management

7.2 Administrative Safeguards

Employee training on data protection
Strict access controls and authentication requirements
Regular privacy impact assessments
Incident response and breach notification procedures

7.3 Physical Safeguards

SOC 2 Type II compliant data centers
24/7 physical security monitoring
Redundant power and cooling systems
Environmental controls and fire suppression

7.4 Payment Security

PCI-DSS compliance through PayStack
Tokenization of sensitive payment data
No storage of full credit card numbers on our servers
Regular security certification renewals

8. Data Retention

We retain personal data only as long as necessary:

8.1 Active Accounts

Retained for the duration of your subscription
Plus 90 days after account termination for recovery purposes

8.2 Specific Retention Periods

Financial records: 7 years (for tax compliance)
Tenant screening reports: As required by FCRA (USA) or local laws
Communication logs: 3 years from last interaction
Backup data: 90 days before secure deletion

8.3 Deletion Procedures

Data deleted from production systems within 30 days of retention expiry
Backups phased out according to retention schedule
Secure deletion methods meeting industry standards
Certification of deletion available upon request

9. International Data Transfers

9.1 Transfer Mechanisms

Standard Contractual Clauses for EEA to third-country transfers
Adequacy decisions where applicable
Binding Corporate Rules for intra-group transfers
Explicit consent for specific transfers

9.2 Primary Data Centers

Primary: [Location, Country] (for African users)
Backup: [Location, Country] (for disaster recovery)

9.3 Your Rights Regarding Transfers

Right to know where your data is processed
Right to request additional safeguards
Right to object to specific transfers

10. Your Rights and Choices

You have the following rights regarding your personal data:

10.1 Access and Portability

Request a copy of your personal data
Receive data in a structured, commonly used format
Access your data through your account dashboard

10.2 Correction and Deletion

Update inaccurate or incomplete information
Request deletion of your personal data (subject to legal requirements)
Modify preferences and settings

10.3 Restriction and Objection

Request restriction of processing in certain circumstances
Object to processing based on legitimate interests
Opt out of marketing communications

10.4 Consent Withdrawal

Withdraw consent at any time (where processing is consent-based)
Manage cookie preferences through browser settings
Adjust notification preferences in your account

10.5 Automated Decision-Making

Right to human intervention in automated decisions
Right to explanation of automated decision logic
Right to challenge automated decisions

To exercise these rights, contact us at navontech@outlook.com. We will respond within 30 days.

11. Special Considerations

11.1 Tenant Data

Property managers/owners are data controllers for tenant data
We act as data processor for tenant information
Tenants should direct privacy inquiries to their landlord/property manager
We provide tools for property managers to handle tenant requests

11.2 Children's Privacy

Our Service is not intended for individuals under 18
We do not knowingly collect data from children
Parents/guardians should contact us if they believe we have collected children's data

11.3 Sensitive Data

We avoid collecting sensitive data (race, religion, health information)
If collected for compliance (disability accommodations), we apply enhanced protection
Special category data is encrypted with additional safeguards

12. Cookies and Tracking Technologies

12.1 Types of Cookies We Use

Essential Cookies: Required for basic functionality
Performance Cookies: Help us understand how users interact
Functionality Cookies: Remember your preferences
Advertising Cookies: Used for marketing purposes

12.2 Managing Cookies

Browser settings to accept/reject cookies
Our cookie preference center (when available)
Opt-out mechanisms for analytics and advertising
Do Not Track browser signals (we respond to these signals)

12.3 Third-Party Cookies

We use third-party services that may set their own cookies
Links to third-party privacy policies in our Cookie Policy
Ability to opt out of third-party tracking where possible

13. Third-Party Links and Services

Our Service may contain links to third-party websites or integrate with third-party services:

We are not responsible for their privacy practices
Review their privacy policies before providing information
We vet third-party services for basic privacy compliance
Report concerns about third-party services to us

14. Changes to This Privacy Policy

14.1 Update Procedures

We may update this Privacy Policy periodically
Material changes will be notified 30 days in advance
Notifications via email, platform announcements, or dashboard banners
Continued use after changes constitutes acceptance

14.2 Version History

Current version: 2.0
Previous versions archived and available upon request
Date of last revision displayed at top of policy

15. Contact Us

For privacy-related inquiries, concerns, or requests:

Data Protection Officer
NavonTech Systems
2-19261 Msa Rd
Nairobi, Kenya
Email: navontech@outlook.com
Phone: +254 720 445 005

Response Time: We aim to respond within 30 days of receiving your request.

Supervisory Authority:
If you are in the EEA and believe we have not addressed your concern, you have the right to lodge a complaint with your local data protection authority.

16. Jurisdiction-Specific Provisions

16.1 California Residents (CCPA/CPRA)

Right to know what personal information is collected
Right to delete personal information
Right to opt-out of sale/sharing of personal information
Right to non-discrimination for exercising CCPA rights
Designated request methods available on our website

16.2 European Union/EEA (GDPR)

Right to data portability
Right to restriction of processing
Right to object to processing
Rights related to automated decision making
Designated EU representative available upon request

16.3 Kenya (Data Protection Act, 2019)

Registration with the Office of the Data Protection Commissioner
Compliance with data protection principles
Data subject rights as per Kenyan law
Local data protection officer contact information

16.4 Other Jurisdictions

We comply with local privacy laws where we operate
Specific provisions available upon request
Contact us for jurisdiction-specific information

17. Definitions

Personal Data: Any information relating to an identified or identifiable person.

Processing: Any operation performed on personal data.

Data Controller: The entity that determines purposes and means of processing.

Data Processor: The entity that processes data on behalf of the controller.

Consent: Freely given, specific, informed, and unambiguous indication of wishes.

By using eZyRent, you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy is effective from your account creation date and supplements our Terms & Conditions.