Privacy Policy

2. Data we collect

We only collect personal data that is necessary to provide the NyumbaHub service.

2.1 Account & registration data

• Full name, email address, and phone number
• A securely hashed password (we never store your password in plain text)
• Account type (Tenant, Landlord, or Property Manager)
• Profile photo (optional)

2.2 Rental application data

• Employment status and employer details (provided voluntarily when applying for a property)
• References and supporting documents uploaded as part of an application
• Application status history and communication with landlords through the platform

2.3 Property & listing data (landlords & managers)

• Property address, description, photos, pricing, and unit details
• Lease agreements and associated documents uploaded to the platform
• Subscription and billing information (processed securely by our payment partners)

2.4 Usage and technical data

• IP address and browser/device type (for security and fraud prevention)
• Pages visited and features used within the platform
• Session duration and access timestamps

2.5 What we do NOT collect

• Location data: We do not track or record your GPS location or device location at any point while you browse or use NyumbaHub.
• Payment card details: Tenant rent payment functionality is not currently available on NyumbaHub. Landlord subscription payments are processed entirely by our third-party payment processors (PesaPal, MTN Mobile Money). We do not store any card numbers, bank account numbers, or mobile money PINs.
• Marketing data: We do not currently collect data for marketing profiling or targeted advertising purposes.

3. How we use your data

We use your personal data for the following purposes:

• Account management: Creating, maintaining, and securing your NyumbaHub account.
• Platform functionality: Enabling property search, rental applications, lease management, maintenance requests, document storage, and notifications.
• Tenant–landlord facilitation: Sharing your application details with the relevant landlord or property manager when you submit a rental application.
• Subscription processing: Processing landlord subscription payments via our payment processors.
• Security and fraud prevention: Detecting and preventing unauthorised access, abuse, or fraudulent activity on the platform.
• Legal compliance: Meeting our obligations under applicable Ugandan law.
• Platform improvement: Understanding how the platform is used in aggregate (non-personal, anonymised) to improve features and performance.

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

4. Data sharing

We do not sell, rent, or trade your personal data. We do not share your data with third-party advertisers or data brokers. Your data is shared only in the following limited circumstances:

4.1 With landlords and property managers

When you submit a rental application through NyumbaHub, the details you provide in that application (name, contact information, employment details, references, and supporting documents) are shared with the landlord or property manager of the property you are applying for. This sharing is necessary to facilitate the rental process and is the core purpose of the platform.

4.2 With payment processors

Landlord subscription payments are processed by PesaPal and MTN Mobile Money. Only the minimum data required to process a transaction (such as a name and contact reference) is passed to these processors. Their own privacy policies govern how they handle that data.

4.3 For legal compliance

We may disclose your personal data if required to do so by law, court order, or other governmental or regulatory authority under Ugandan law.

4.4 Business transfers

In the event that Flex Analytics Uganda undergoes a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on the platform before your data is transferred and becomes subject to a different privacy policy.

5. Data retention

We retain your personal data for as long as your account is active and for a period of 6 months after you close your account, after which your data is permanently deleted or anonymised. This retention period allows us to resolve any outstanding matters, respond to legal queries, and maintain platform integrity.

Certain data may be retained for longer where required by Ugandan law (for example, financial transaction records).

You may request early deletion of your data at any time — see Section 6 below.

6. Your rights

You have the following rights in relation to your personal data:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete data.
• Right to erasure: Request deletion of your personal data, subject to any legal retention obligations.
• Right to restrict processing: Request that we limit how we use your data in certain circumstances.
• Right to data portability: Request your data in a structured, machine-readable format.
• Right to object: Object to processing of your data where we rely on legitimate interests as a legal basis.

To exercise any of these rights, please contact us at dataflex.ug@gmail.com. We will respond within 30 days of receiving your request.

7. Cookies

NyumbaHub uses a limited set of cookies to operate the platform:

• Session cookies: Temporary cookies that keep you logged in during a session. These are deleted when you close your browser.
• Functional cookies: Remember your preferences (such as dark/light mode) to improve your experience.
• Security cookies: Used to protect against cross-site request forgery (CSRF) attacks.

We do not use advertising cookies, tracking pixels, or third-party analytics cookies. You can disable cookies in your browser settings, but this may affect platform functionality.

8. Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit using HTTPS/TLS
• Secure password hashing (we never store plain-text passwords)
• Access controls restricting data access to authorised personnel only
• Regular platform security reviews

No system is completely secure. In the event of a data breach that affects your rights, we will notify you as required by applicable law.

9. Children

NyumbaHub is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children. If you believe a person under 18 has created an account on our platform, please contact us at dataflex.ug@gmail.com and we will promptly delete the account and associated data.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will notify you by email (to the address registered with your account) and/or by a prominent notice on the platform at least 30 days before the changes take effect.

Your continued use of NyumbaHub after the effective date of a revised policy constitutes your acceptance of the updated terms.

11. Contact us

If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal data, please contact us: