Privacy Policy
The short version
- We hold only what is needed to run Kodi: landlord accounts, the properties and tenants landlords enter, and their payments and messages.
- Every landlord’s records are kept separate. No other landlord can see them.
- We never sell personal information and we do not use it for advertising.
- Tenants: your landlord decides what is recorded about you. You can contact them, or us, about your information.
1. Who we are
1.1Kodi is property management software for landlords in Kenya. "Kodi", "we", "us" and "our" in this policy mean Kodi, the provider of the Kodi service. You can reach us at privacy@kodirentals.com.
1.2This policy explains what personal information Kodi holds, why, and the choices you have. It follows Kenya’s Data Protection Act, 2019.
2. Landlords are in charge of tenant records
2.1Landlords enter their tenants’ details into Kodi to manage their tenancies. For that information the landlord is the data controller and Kodi is the data processor: we only use it to provide the service to that landlord.
2.2If you are a tenant, your landlord is usually the right first contact about your information. You can also contact us and we will pass your request to your landlord and help them respond.
2.3For landlords’ own account details, Kodi is the data controller.
3. Information we hold
| Who | What | Where it comes from |
|---|---|---|
| Landlords | Name, phone number, email address, business name, business phone, email and address, payment instructions shown on receipts, sign-in activity, settings, SMS wallet top-ups and subscription status. | The landlord |
| Tenants | Name, phone numbers, national ID number (if the landlord records it), house, rent, deposit, move-in and move-out dates, charges, balances, payments (including M-Pesa codes and the payer’s name and phone), receipts, messages sent to them, and any documents the landlord uploads such as ID copies or tenancy agreements. | The landlord, and the tenant when using the tenant portal |
| Tenant portal | Portal PIN (stored only in scrambled, hashed form that cannot be read back), sign-in attempts and M-Pesa messages the tenant submits. | The tenant |
| Bank notifications | Where a landlord connects a bank account: the amount, reference, date, payer name and phone of payments into that account. | The landlord’s bank |
| Properties | Buildings, houses, rents, water and electricity rates and meter readings, recurring charges and expenses. | The landlord |
3.1Passwords and PINs are never stored in readable form.
3.2Kodi is not meant for children. Landlords should not enter information about children except where it is needed for a tenancy.
4. How we use information
4.1To provide the service: billing rent and charges, recording payments, issuing receipts and statements, sending the SMS a landlord chooses to send, running the tenant portal and producing reports.
4.2To keep Kodi secure and working: verifying sign-ins, preventing misuse, fixing problems and keeping an audit trail of corrections.
4.3To run our relationship with landlords: trial and plan reminders, support and important service notices.
4.4We do not sell personal information, we do not use it for advertising and we do not share it with advertisers.
5. Our legal grounds
5.1For landlords: to perform our agreement with you, to meet legal obligations, and our legitimate interest in running a secure service. For tenants: on the instructions of your landlord, who relies on their own lawful grounds, usually the tenancy agreement.
6. Who can see information
6.1A landlord, and only that landlord, can see the records in their account. Each landlord’s records are kept separate inside the database itself.
6.2A tenant can see only their own balance, payments and receipts in the tenant portal.
6.3A small number of Kodi staff can access records when needed to support a landlord, fix a problem or meet a legal obligation.
6.4We use carefully chosen service providers to host the service, store documents and deliver SMS. They may only use the information to provide their service to us, under contract and with appropriate safeguards.
6.5We disclose information to authorities only where the law requires it.
7. How we keep information safe
7.1All connections to Kodi are encrypted. Records are separated per landlord in the database, passwords and PINs are hashed, documents are stored privately and opened only through short-lived links, and corrections are kept on an audit trail rather than silently changed.
8. How long we keep information
8.1We keep a landlord’s records for as long as their account is open. After an account is paused or closed we keep them for at least 90 days, so the landlord can come back or take a copy, and then delete them.
8.2Where a landlord deletes a tenant or a document, it is removed from the account. Some records may stay in backups for a short time before being overwritten.
9. Your rights
9.1Under the Data Protection Act, 2019 you have the right to be told how your information is used, to see it, to have it corrected or deleted, and to object to its use. Email privacy@kodirentals.com. We may need to confirm who you are first.
9.2If you are not happy with how we handle your request, you can complain to the Office of the Data Protection Commissioner.
10. Cookies and storage on your device
10.1The Kodi app stores your sign-in session on your device so you stay signed in. We do not use advertising or tracking cookies. Our public web pages set no cookies.
11. Messages from us
11.1We send landlords sign-in codes, trial and plan reminders and service notices by SMS or email. These are part of the service.
12. Changes to this policy
12.1We may update this policy. If a change materially affects you, we will tell landlords inside Kodi, by SMS or by email before it takes effect.
13. Contact us
Kodi
Support: support@kodirentals.com · Privacy and data requests: privacy@kodirentals.com