Privacy Policy

1. Who we are

PropHaven operates a property management platform at https://www.prophaven.co.ke. For privacy enquiries, contact us at hello@prophaven.co.ke.

2. Information we collect

Depending on how you use the Service, we may collect:

• Account information — name, email address, phone number, role, and authentication details.
• Property and tenancy data — organisation, property, unit, lease, rent, and occupancy information you or your team enter.
• Tenant and invitation data — contact details and documents submitted during onboarding or invitations.
• Technical information — IP address, browser type, device information, logs, and cookie identifiers where applicable.
• Communications — messages you send to us and system emails related to account activity.

3. How we use information

We use personal information to:

• provide, operate, and secure the Service;
• authenticate users and manage accounts;
• send transactional emails such as invitations and password resets;
• support customers and respond to enquiries;
• comply with legal obligations and enforce our terms;
• improve and maintain the Service.

4. Legal bases

Where applicable, we process personal information on the basis of contract performance, legitimate interests in operating and securing the Service, and compliance with legal obligations. Our use of necessary cookies is described in our Cookies Policy.

We aim to comply with the Kenya Data Protection Act, 2019 and applicable regulations issued by the Office of the Data Protection Commissioner.

5. How information is shared

We may share information with:

• Service providers — such as hosting, authentication, email delivery, and infrastructure partners who process data on our instructions.
• Organisation users — if you are a tenant or team member, relevant account holders within your organisation may access information needed to manage properties and tenancies.
• Authorities — where required by law, court order, or to protect rights, safety, and security.

We do not sell personal information.

6. International transfers

Some service providers may process data outside Kenya. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place consistent with applicable law.

7. Retention

We retain personal information for as long as needed to provide the Service, meet legal and accounting requirements, resolve disputes, and enforce agreements. Retention periods may vary depending on the type of data and your relationship with us.

8. Security

We implement administrative, technical, and organisational measures designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your rights

Subject to applicable law, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal information, and to withdraw consent where processing is consent-based. To exercise these rights, contact hello@prophaven.co.ke. You may also lodge a complaint with the Office of the Data Protection Commissioner in Kenya.

10. Children

The Service is not directed at children under 18. We do not knowingly collect personal information from children without appropriate authority.

11. Changes

We may update this policy from time to time. The “Last updated” date at the top of this page will change when we do. Material changes will be posted on https://www.prophaven.co.ke.