Privacy Policy

EstateDesk may process account details, organization records, staff roles, tenant profiles, lease records, unit records, billing information, payment references, issue reports, inspection records, notifications, audit logs, and public vacancy enquiries.

Organizations using EstateDesk are responsible for collecting and entering lawful, accurate data about their properties, staff, tenants, and operations.

Information is used to operate the platform, authenticate users, manage property workflows, support billing and tenant records, display public vacancies, deliver notifications, prevent abuse, and improve reliability.

EstateDesk does not need tenant or property data for unrelated advertising use. Operational data should stay tied to the property management purpose for which it was provided.

Data may be shared with service providers that help operate the platform, such as hosting, database, storage, messaging, email, uptime monitoring, and payment infrastructure providers.

EstateDesk should only disclose customer data when required for platform operation, customer support, legal compliance, security investigation, or with authorized customer instruction.

EstateDesk uses organization-scoped access controls, role-based permissions, private dashboard indexing controls, audit logs, and secure operational practices to reduce data exposure risk.

Production organizations should define retention requirements for tenant, lease, billing, inspection, and audit records based on their operational and legal obligations.

EstateDesk may use infrastructure and service providers to operate the platform. Current categories include:

Hosting and application runtime: Serve the EstateDesk web application and APIs. Typical data: Account, organization, tenant, lease, payment, and operational records.

PostgreSQL database provider: Primary transactional datastore. Typical data: All application records required for property management workflows.

Object storage provider: Contracts, receipts, inspection photos, and export files. Typical data: Uploaded files and generated documents.

Email delivery provider: Account, billing, and operational notifications. Typical data: Recipient contact details and message content.

SMS / WhatsApp messaging provider: Tenant and staff notifications when enabled. Typical data: Phone numbers and notification content.

Payment infrastructure: M-Pesa, bank reconciliation, and payment callbacks when enabled. Typical data: Payment references, payer metadata, callback payloads.

Error monitoring provider: Application reliability and incident response. Typical data: Technical logs, request metadata, and error context.

Customer contracts should name production subprocessors and regions before enterprise rollout.

Organizations should route tenant and staff data-subject requests through their own privacy contact first.

EstateDesk platform operators should document export, correction, restriction, and deletion workflows before enterprise rollout.

Deletion requests must be reviewed against tenancy, tax, payment, audit, and legal retention obligations.

Contain the incident and preserve audit evidence.

Assess affected organizations, tenants, staff, and record categories.

Notify affected customers and, where required, regulators within applicable timelines.

Record remediation actions, root cause, and follow-up controls in the operations runbook.