Privacy Policy

Effective date: May 3, 2025

1. Who We Are

KodiBase (“we”, “our”, “us”) operates the KodiBase property management platform available at kodibase.co. This Privacy Policy explains how we collect, use, and protect information when you use our Service.

2. Information We Collect

Account information — name, email address, and password when you register.

Organisation data — property names, unit details, tenant names, phone numbers, email addresses, and rent amounts that you enter into the platform.

Payment records — transaction IDs, amounts, dates, and payment status returned by Flutterwave. We do not store card numbers or M-Pesa PINs.

Usage data — IP address, browser type, pages visited, and timestamps collected automatically when you use the Service.

Communications — messages you send us via email or support channels.

3. How We Use Your Information

  • Provide, maintain, and improve the Service.
  • Process subscription payments and send billing receipts.
  • Send automated rent receipts and notifications to tenants on your behalf.
  • Respond to support requests.
  • Detect and prevent fraud, abuse, or security incidents.
  • Comply with legal obligations.
  • Send product updates and announcements — you may opt out at any time via the unsubscribe link in any email.

We do not sell, rent, or trade your personal information or your tenants' information to third parties for marketing purposes.

4. Tenant Data

You, the landlord, are the data controller for the personal information of your tenants stored in KodiBase. We process that data solely on your instructions as a data processor. You are responsible for ensuring you have a lawful basis to collect and share your tenants' information with us (for example, by disclosing this in your tenancy agreement).

5. Third-Party Services

  • Supabase — database and authentication hosting. Data is stored in data centres within the EU by default.
  • Flutterwave— payment processing. Card and mobile-money transactions are governed by Flutterwave's own privacy policy.
  • Resend — transactional email delivery for receipts and notifications.

Each sub-processor is contractually obligated to handle data only as directed by us and to maintain appropriate security standards.

6. Cookies & Tracking

We use essential cookies required for authentication and session management. We do not use third-party advertising cookies or behavioural tracking pixels. You may disable cookies in your browser settings, but this will prevent you from logging in.

7. Data Retention

We retain your account data for as long as your account is active. After account deletion we retain data for 30 days to allow for recovery, then permanently delete it — unless we are required by law to keep it longer (for example, financial records required under Kenyan tax law).

8. Security

We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, row-level security policies on all database tables, and access controls that limit data access to authorised personnel. No system is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on your jurisdiction you may have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete data.
  • Request deletion of your data (“right to be forgotten”).
  • Object to or restrict certain processing activities.
  • Receive a copy of your data in a portable format.

To exercise any of these rights, contact us via support.kodibase.co. We will respond within 30 days.

10. Children's Privacy

The Service is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or via an in-app banner at least 14 days before the changes take effect. The “Effective date” at the top of this page always reflects the latest version.

12. Contact

For privacy-related questions or requests, contact us via support.kodibase.co. For general support and user enquiries, use support.kodibase.co.