Privacy policy

There are two different answers, and the difference matters if you want something changed or deleted.

• Records a landlord keeps about you. Your renter profile, your lease and your payment history belong to the landlord or agency you rent from. They decide what to record and how long to keep it; RentManager processes it on their instructions. Requests about those records are best made to them, and we will help them act on one.
• Your RentManager account itself. Your sign-in identity, the audit trail of actions taken on the platform and anything needed to keep the service running are our responsibility.

• Sign-in identity — your name and email address, and a phone number if you add one. Passwords and sign-in sessions are handled entirely by Clerk; RentManager never receives or stores your password.
• Renter profile — full name, phone number, email address, and a national ID number where the landlord records one. A landlord may create this before you ever sign in, from details you gave them; it is linked to your account when you sign in with the same verified email address.
• Property, unit and lease records — which unit you rent, the rent and deposit agreed, and the dates.
• Payment records— the amount, the date, the M-PESA transaction reference, and the phone number that paid. Rent and reservation deposits are paid into the landlord's own M-PESA account: we receive Safaricom's confirmation of a payment, not the money itself.
• Maintenance requests — what you reported and any photographs you attached.
• An audit trail — which account did what, when, with the IP address and browser the action came from. This exists so that a dispute about money has an answer: who authorised a payment or a change, and from where.
• Tax details — a KRA PIN, where a landlord enters one to use the tax features.

• No card or bank account numbers. Payments in RentManager are made by M-PESA, and no part of the product asks for card details.
• No passwords. Clerk handles sign-in; we only ever learn that a sign-in succeeded.
• No advertising or analytics trackers. This website loads no third-party tracking scripts, and we do not sell or share personal data for advertising.

RentManager runs on services operated by other companies. Each is listed here with what it does and where it holds data, because some are outside Kenya and the Data Protection Act 2019 requires that to be disclosed.

A landlord can also switch on optional integrations of their own — an SMS or WhatsApp sender, or an image host, for example. Where they do, the details sent through it are handled by that provider too.

Most data is kept while your tenancy is active and for as long as the landlord needs it afterwards. Two categories are deliberately permanent, and we would rather say so here than refuse a request later without explaining why.

• Payment records cannot be edited or deleted. The database itself refuses it. A correction is made by recording a reversing entry, so both the original and the correction stay visible. This protects you as much as the landlord: it is what makes “I paid that” provable.
• The audit trail is append-only. A record of who authorised a payout is worth nothing if the person who authorised it can delete it afterwards.

Everything else — your profile details, maintenance history, contact information — can be corrected or removed on request.

Under the Data Protection Act 2019 you can ask to see the personal data held about you, have it corrected, have it deleted where we are not required to keep it, object to how it is used, and receive a copy in a portable form. You can also complain to the Office of the Data Protection Commissioner.

To make a request, write to rentmanagerke2026@gmail.com. We will confirm receipt and respond within the statutory period.

When the wording changes, the effective date at the top changes with it. Material changes will be announced in the app rather than only here.

See also our terms of service.