Privacy Policy

Read "Deleting your account" below, or go straight to Delete your account.

1. Who this applies to

If your landlord manages your tenancy through Rent Manager, or you manage tenants through it yourself, this policy covers you. Tenants are typically added to the system by their landlord, not by signing up directly - you're notified by email with your login details the moment an account is created for you, and this policy is what that notice is pointing to.

2. What we collect

Exactly what we hold depends on your role on the platform:

Tenants

Full name, phone number, email address, move-in date, which house/unit you're assigned to, your login password/PIN (stored as an irreversible hash, never in plain text), rent payment and receipt history, any arrears/opening balance recorded against you, any maintenance requests you submit, rent notices sent to you, messages you send in your estate's group chat or directly to your landlord, any messages you report and anyone you block in direct messages (see section 3), whether you've accepted our messaging conduct policy and when, and a record of when you last logged in. If you upload a profile photo, see the storage-mode note below - whether we hold it at all depends on your landlord's admin's current setting.

Landlords

Full name, phone number, email address, your login password (hashed), the estates/houses/ tenants/staff you manage, a record of your last login and recent chat activity, any messages you report and anyone you block in direct messages (see section 3), whether you've accepted our messaging conduct policy and when, and any branding images you choose to upload - logo, company stamp, and signature - which get stored and automatically applied to the receipts and reports the system generates on your behalf. (Branding upload is a landlord-only feature - administrator accounts don't have it.)

Estate staff (caretakers, security, cleaning, maintenance)

Full name, phone number, email address (optional), your login password/PIN (hashed), which estate you're assigned to, your role label, a record of your last login/recent activity, and whichever specific permissions your landlord has switched on for your account - viewing tenants, managing maintenance requests, and/or viewing payment status. You only see what's explicitly granted; nothing is on by default when a landlord creates your account.

Administrators

Full name, email address, a hashed password, and a record of your last login - platform- operator accounts used to support landlords and keep the system running.

Payment records

Transaction ID, amount, payment method, the month it covers, and - because every payment is cross-checked against the real mobile-money/bank transaction before it's recorded - the actual confirmation message text (e.g. an MTN MoMo or Airtel Money SMS), which can include the sender's name and phone number when someone other than the tenant made the payment on their behalf.

In-app payments (coming soon)

Paying rent inside the app by MTN MoMo, Airtel Money, card or bank is coming soon. Today all rent is paid outside the app and recorded as described above. Once an option opens and your landlord has an approved account for it, a tenant who uses it gives us the phone number the payment prompt goes to (MTN MoMo or Airtel Money). For card or bank, card and bank details are typed on Pesapal's own payment page and never reach us. For every in-app payment we record the amount, the provider's transaction reference, and whether it went through.

Landlords applying for in-app payments (coming soon)

To let tenants pay straight into their own account, a landlord applies with: where the money should go (provider, account or merchant number, and account name); their full name as it appears on their National ID; photos of the front and back of their National ID, uploaded or taken with the camera; and the API keys their provider gave them. We ask for the ID, only after the landlord agrees, to verify the account and protect tenants' payments, and we flag it for review if the account name doesn't match the name on the ID. Only Rent Manager administrators can see the ID photos. API keys are never shown again, to anyone, after they're saved. See section 6 for how long we keep them.

Leaving Rent Manager

If you deactivate or delete your account, when you did it (see section 9).

3. Chat and direct messages: conduct policy, reporting, and blocking

Before sending your first message - in your estate's group chat or a direct message with your landlord - you're shown a short conduct policy and asked to agree to it: no threats, harassment, hate speech, sexual or violent content, illegal content, or spam. This is a one-time acknowledgment; once you've agreed, you won't be asked again on later messages. We store the date and time you accepted it, not the checkbox click itself.

Reporting. If you receive a message you believe breaks that policy, you can report it directly, with an optional written reason. The report - which message, who sent it, your name, and your reason if you gave one - notifies both your landlord and our admin team; our admin team reviews reports and marks them handled. This is separate from, and in addition to, a landlord or admin's own existing ability to remove a message outright.

4. Why we collect it

• To let you log in securely and see only what belongs to you or your tenants
• To record rent payments accurately and verify them against the real transaction before they touch anyone's balance
• To generate and deliver receipts, rent notices, and account/payment notifications
• To detect and reject duplicate or fraudulent payment claims
• To provide account recovery (temporary login codes) when you can't sign in

We don't use your data for advertising, and we don't sell it to anyone.

5. Who we share it with

We use a small number of outside services to actually run the platform. Each only sees what it needs to do its specific job:

Email delivery

An SMTP-based email provider - your email address and message content, for account, payment, and notification emails.

Optional OCR

Amazon Web Services (Textract), only for screenshot/PDF uploads of payment confirmations - see the note above.

Hosting & database

Vercel (application hosting) and a managed PostgreSQL database and file storage provider - both store and process data on our behalf to keep the platform running, under their own security commitments. Landlords' National ID photos are encrypted before they're stored, in private storage that isn't publicly reachable.

Payment providers (coming soon)

Only once in-app payments open, and only for the option a tenant chooses. MTN Mobile Money Uganda or Airtel Money Uganda receive the phone number to send the payment prompt to, the amount, and a short note with the tenant's name so the landlord can see who paid. Pesapal (card and bank) receives the amount, the tenant's name and phone number or email, and the card or bank details the tenant types on Pesapal's own page. Each payment is made into the landlord's own account with that provider.

6. How long we keep it

We keep your data for as long as your tenancy or landlord account is active, and afterward for reasonable record-keeping (rent/payment history has real accounting and legal value even after a tenancy ends). Removing a single tenant from a house moves their record to a recycle bin rather than deleting it immediately, so a mistaken removal can be undone - contact us if you'd like a record permanently deleted instead.

If a landlord's subscription access is revoked or expires, that only locks login access - it does not delete anything. Every estate, house, tenant, payment, and receipt under that account stays fully intact in our records. Tenants under a paused landlord can send a message directly to our admin team from within the app if something seems wrong; we act on it as a support request, not a stored complaint record. If access is later restored, everything picks back up exactly as it was, with nothing lost.

Payment and transaction records are kept for 10 years (amounts, dates, receipts, transaction references and payment confirmations), as our anti-money-laundering record-keeping policy requires. If you delete your account, these records stay for the rest of that period, anonymised so they no longer show your name.

National ID photos (landlords who apply for in-app payments) are deleted straight away if the application isn't approved or the landlord withdraws it. If it's approved, they're kept while the landlord's account exists and deleted with the account's personal details (section 9). The same goes for the landlord's payment API keys.

A deactivated account stays exactly as it was, with nothing deleted, until you log in again.

Inactive accounts and accounts closed by an administrator follow the same rules as your own deletion: personal details are deleted and payment and transaction records are kept, anonymised - see section 9, "Deleting your account".

7. How we protect it

• Passwords and PINs are hashed - we can't see or recover your actual password, and neither can anyone who gains access to the database
• All traffic to the platform is encrypted (HTTPS), enforced site-wide
• Repeated failed login attempts temporarily lock an account rather than allowing unlimited guesses
• Changing your password/PIN signs you out of every other device automatically
• Uploaded images are validated and re-processed before storage, not saved as-received
• National ID photos and payment API keys are encrypted before they're stored; ID photos sit in private storage that only Rent Manager administrators can open through the app
• Access is role-based and scoped: a landlord only ever sees their own estates/tenants/staff, a tenant only ever sees their own account, and estate staff (caretakers etc.) only see the specific permissions their landlord has explicitly switched on for them - nothing is visible by default
• We record when each account last logged in, which helps us detect and investigate unusual access - admins can see this for every account, and landlords can see it for their own tenants

8. Your rights

You can ask us what personal data we hold about you, ask us to correct anything inaccurate, or ask us to delete your account and data - see the dedicated section below for exactly how deletion works and what it covers. For anything else (a data request, a correction, a general question), contact us using the details in section 12 - we'll aim to respond within a reasonable time.

9. Deleting your account

Landlords, tenants and caretakers can delete their own account in the app (open Account settings and choose Delete account) or at https://www.rentmanagerug.com/delete-account. To delete, type your full name twice - both must match the full name on your account (capital letters and extra spaces don't matter) - then confirm with your password (tenants use their PIN) and press Delete. The password box and the Delete button stay locked until the names match, and our server checks the names and the password again before anything happens.

• Straight away: your account closes and you're signed out on every device.
• 30 days to change your mind: log in again within 30 days and the deletion is cancelled, with nothing lost.
• After 30 days we delete your personal details: name, phone number, email address, profile photo and sign-in details. For landlords, also National ID photos, payment API keys, logo, stamp, signature and joint holder details, and their caretakers' logins close.
• Payment and transaction records are kept for 10 years (amounts, dates, receipts and transaction references), anonymised so they no longer show your name, as our anti-money-laundering record-keeping policy requires (see section 6).
• Landlords can't delete while tenants still live in their houses. Remove or transfer them first.
• Tenants: deleting your account doesn't end your tenancy. Your landlord keeps the payment history of your tenancy, anonymised after deletion.
• Inactive accounts: if an account shows no activity for 60 days (no login, and for a tenant no payment, message or maintenance request either), we email the address on file. If there's still no activity 30 days later, the account is closed and its personal details deleted in the same way; payment records are kept for 10 years. Logging in before then keeps the account. A landlord who still has tenants living in their houses is never closed this way.
• Closed by an administrator: if we close a landlord account, the same applies - personal details deleted, payment and transaction records kept, anonymised. We can't do this while tenants still live in that landlord's houses.

Just want a break? Deactivate account (also in Account settings) signs you out everywhere and deletes nothing. Log in any time to come back.

Can't log in? Email rentmanagerug@gmail.com from the address on your account (or include your full name and the phone number your account is registered under) with "Delete my account" in the subject line. We'll verify it's really you, then follow the same steps and timings.

This is different from a landlord simply removing one tenant from a house, which moves that tenant's record to a recycle bin rather than deleting it (see section 6) - that's meant to undo accidental removals, not to fulfil a deletion request.

10. Cookies

We use one functional cookie to keep you logged in between requests. We don't use advertising or cross-site tracking cookies.

11. Changes to this policy

If this policy changes in a material way, we'll update the date at the top of this page and, where appropriate, let you know through the same notification channels we already use for your account.

12. Contact us

Questions, requests, or concerns about your data: rentmanagerug@gmail.com.