Privacy Policy

Last updated 28 September 2026

This policy explains what personal information PropwiseHQ collects when you register and use the service, why we collect it, who we share it with, and the rights you have over it.

1. Who we are

PropwiseHQ is a platform your estate, residents' association or apartment management uses to run fee, levy and rent collection. Your association (the “community”) decides what to collect and is the controller of your information; PropwiseHQ processes it on their behalf to run the service.

2. Information we collect

When you register or are added by your community, and as you use the service, we collect:

• Your name
• Your phone number (used for M-Pesa payments and SMS reminders)
• Your email address (used for your portal login and statements)
• Your house / unit / plot number and whether you are an owner or tenant
• Payment records — M-Pesa transactions, invoices, balances and receipts for your account
• Basic usage information — sign-in times and pages you open, kept to keep the service secure and working

We do not ask for or store your M-Pesa PIN, and we never see it. Card payments, where offered, are handled by the payment provider, not stored by us.

3. Why we use it

We use your information only to run your community's collections and services:

• Create and manage your account and portal login
• Bill and collect service charges, levies or rent and record your payments
• Send you statements, receipts, reminders and a one-tap M-Pesa payment link
• Run community features your association enables — welfare, visitor/gate register, and community projects
• Keep the service secure, prevent misuse and support you when you ask for help

4. Who we share it with

We share your information only where it's needed to run the service, and never sell it:

• Your community's authorised managers and committee — so they can administer your account
• Safaricom M-Pesa — to request and confirm your payments
• Our email and SMS providers — to deliver statements, reminders and access details
• Our hosting provider — where the service securely runs

We may also disclose information if required by law.

5. How we protect and keep it

Your data is sent over encrypted (HTTPS) connections and stored on an access-controlled server. Access is limited to your community's authorised managers and PropwiseHQ staff who need it to run the service.

We keep your information for as long as you are a member of the community and as long as needed for financial and legal records, after which it is deleted or anonymised.

6. Your rights

In line with Kenya's Data Protection Act, 2019, you may:

• Ask what information we hold about you and get a copy
• Ask us to correct information that is wrong
• Ask us to delete your information where we are not required to keep it
• Withdraw your consent for optional uses at any time

To exercise any of these, contact your community's office or email support@propwisehq.app. Note that some information (e.g. payment records) must be kept for accounting and legal reasons even after you leave.

7. Changes and contact

We may update this policy from time to time; the “last updated” date above shows when. For any question about how your data is used, email support@propwisehq.app.