Privacy Policy

Effective Date: July 5, 2026

At Kodibase, we value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and safeguard your information when you use our website, mobile applications, and property management services.

By accessing or using Kodibase, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following types of information:

Personal Information

• Full name

• Email address

• Phone number

• Company or organization name

• Billing information

• Property and tenancy information you provide

Account Information

• Username and password

• User profile details

• Account preferences

Property Management Data

• Property details

• Unit information

• Tenant records

• Lease information

• Maintenance requests

• Payment and rent records

• Communication history

Technical Information

• IP address

• Browser type and version

• Device information

• Operating system

• Pages visited

• Login history

• Cookies and similar technologies

2. How We Use Your Information

We use your information to:

• Provide and maintain our services.

• Create and manage your account.

• Process rent payments and financial transactions.

• Manage properties, tenants, and leases.

• Respond to customer support requests.

• Send important service notifications.

• Improve our platform and user experience.

• Monitor system security and prevent fraud.

• Comply with legal and regulatory obligations.

3. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Keep you logged into your account.

• Remember your preferences.

• Improve website functionality.

• Analyze website traffic and usage.

• Enhance security.

You may disable cookies through your browser settings; however, some features of the platform may not function properly.

4. How We Share Information

We do not sell or rent your personal information.

We may share your information only when necessary with:

• Payment processing providers.

• Cloud hosting and infrastructure providers.

• Email and SMS service providers.

• Technical support partners.

• Legal authorities when required by law.

• Professional advisors such as auditors or legal counsel.

All third-party service providers are required to protect your information and use it only for authorized purposes.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information from unauthorized access, disclosure, alteration, or destruction.

These measures include:

• Secure encrypted connections (SSL/TLS)

• Access controls

• Password protection

• Regular security updates

• System monitoring

• Data backups

While we strive to protect your information, no method of transmission over the Internet is completely secure.

6. Data Retention

We retain your personal information only for as long as necessary to:

• Provide our services.

• Meet legal and regulatory requirements.

• Resolve disputes.

• Enforce our agreements.

When information is no longer required, it is securely deleted or anonymized.

7. Your Rights

Depending on applicable laws, you may have the right to:

• Access your personal information.

• Correct inaccurate information.

• Request deletion of your data.

• Restrict or object to certain processing activities.

• Request a copy of your personal data.

• Withdraw consent where processing is based on consent.

To exercise these rights, please contact us using the information below.

8. Third-Party Services

Our platform may integrate with third-party services such as payment gateways, SMS providers, email providers, mapping services, or analytics tools.

These services operate under their own privacy policies, and we encourage you to review them before using those services.

9. Children's Privacy

Kodibase is intended for business and property management use and is not designed for individuals under the age of 18.

We do not knowingly collect personal information from children.

10. International Data Transfers

If your information is processed or stored outside your country of residence, we will take reasonable measures to ensure it receives an appropriate level of protection consistent with applicable data protection laws.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices.

Any updates will be posted on this page with a revised Effective Date. Continued use of the platform after changes become effective constitutes acceptance of the updated Privacy Policy.

12. Contact Us

If you have any questions, requests, or concerns regarding this Privacy Policy or our data handling practices, please contact us:

Kodibase

Email: info@kodibase.co.ke

Phone: +254 718 438 984

Office Address:

Dollar Furniture Building

Westlands, Nairobi, Kenya