FairLease ("we," "our," or "us") is committed to protecting your personal information. This Privacy Policy applies to all users of the FairLease platform — property agents, landlords, and tenants — and is compliant with the Kenya Data Protection Act, 2019.
By using FairLease, you agree to the collection and use of your information in accordance with this policy. If you disagree, please discontinue use of our platform.
01Who We Are
FairLease is a property deposit management platform built for the Kenyan rental market. We are the data controller for personal information processed through our website and application.
If you have any questions about how we handle your data, you can reach our Data Protection Officer at privacy@fairlease.co.ke.
02Data We Collect
We collect only the data necessary to provide our services.
Information you provide directly
- Account information: Full name, email address, phone number, and password when you register.
- Role information: Whether you are an agent, landlord, or tenant.
- Tenancy details: Property address, move-in date, deposit amount, and unit condition logs you submit.
- Financial records: Ledger entries, expense descriptions, amounts, and deposit release confirmations.
- Maintenance information: Repair tickets and related notes you log on the platform.
- Communications: Messages or queries you send to our support team.
Information collected automatically
- Usage data: Pages visited, features used, timestamps of actions, and device type.
- Log data: IP address, browser type, and operating system.
- Cookies: Session and preference cookies (see Section 8 for details).
We do not collect sensitive personal data such as national ID numbers, biometric data, or financial account credentials. We do not sell your personal data to any third party.
03How We Use Your Data
We use your data for the following legitimate purposes:
- Providing our service: Creating and managing tenancy records, ledger entries, condition logs, and deposit tracking.
- Authentication: Verifying your identity when you log in.
- Notifications: Alerting both parties to state changes, ledger entries, and acknowledgment requests.
- Dispute resolution: Providing immutable records that can be referenced in case of a dispute between tenant and agent.
- Customer support: Responding to queries and resolving technical issues.
- Platform improvement: Analyzing usage patterns (in aggregate) to improve product features.
- Legal compliance: Meeting obligations under Kenyan law.
04Data Sharing
We do not sell, rent, or trade your personal data. We share data only in the following limited circumstances:
- Between tenancy parties: Agents and tenants linked through a tenancy code can see each other's names and all shared tenancy records. This is the core function of the platform and is required for transparency.
- Service providers: We work with trusted third-party providers (e.g., cloud hosting, email delivery) who process data only on our behalf and under strict data processing agreements.
- Legal obligations: We may disclose data if required by Kenyan law, a court order, or a regulatory authority.
- Business transfer: In the event of a merger, acquisition, or sale of our business, your data may be transferred. You will be notified beforehand.
05Data Retention
We retain your personal data only as long as necessary for the purposes described in this policy:
- Active account data: Retained for the duration of your account.
- Tenancy records and ledger entries: Retained for a minimum of 7 years after a tenancy is archived, in line with Kenyan legal and financial record-keeping standards.
- Deleted accounts: Personal identifiers are anonymized within 90 days of account deletion. Immutable tenancy financial records are retained in anonymized form.
Because ledger entries are immutable by design, we cannot delete individual financial records without corrupting the audit trail. Deletion requests for active records will result in anonymization rather than erasure.
06Security
We take the security of your data seriously and implement appropriate technical and organizational measures, including:
- Encrypted data transmission (HTTPS/TLS)
- Encrypted storage of passwords (hashed with bcrypt)
- Role-based access controls — agents and tenants see only their tenancy data
- Regular security reviews and vulnerability assessments
- Audit logs for all data access and modification events
No system is completely immune to breaches. In the unlikely event of a data breach affecting your personal data, we will notify you and the Office of the Data Protection Commissioner within the timeframes required by the Kenya Data Protection Act, 2019.
07Your Rights
Under the Kenya Data Protection Act, 2019, you have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Erasure: Request deletion of your personal data, subject to legal retention requirements (see Section 5).
- Data portability: Request your data in a machine-readable format.
- Objection: Object to processing of your data for certain purposes.
- Withdraw consent: Withdraw consent at any time where processing is based on consent.
To exercise any of these rights, contact us at privacy@fairlease.co.ke. We will respond within 21 days. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya.
09Children's Privacy
FairLease is not intended for use by persons under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us immediately and we will delete the information.
10Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the "Last updated" date at the top of this page. Continued use of FairLease after changes take effect constitutes acceptance of the revised policy.
11Contact Us
For any questions, concerns, or requests relating to your privacy or this policy: