Privacy Policy

1. Who is responsible for your information

Rentaza is responsible for the account information you give us directly (your name, email, phone number, role and login details).

Your landlord is responsible for the tenancy information they record about you - your tenancy, rent, payments and requests. We store and process it on their behalf. If you want that corrected, ask your landlord first; we will help where we can.

This policy is written to reflect the Personal Data Protection Act, 2022 and should be reviewed by a qualified Tanzanian advocate before launch.

2. What we collect

Account details: name, email address, phone number, password (stored only as an encrypted hash), and your role.

Tenancy records: properties, units, leases, rent and service charges, payments and the reference or screenshot submitted as proof, receipts, deposits, refunds, maintenance requests and any photographs attached to them.

Where a landlord uses screening or verification features, identification details they choose to record.

Technical information needed to run and secure the service: log data, approximate location from your network address, device and browser information, and failed sign-in attempts.

3. Why we use it, and on what basis

To provide the service you asked for - running your account, recording tenancies and payments, generating receipts and agreements (performance of a contract).

To keep the platform secure and prevent fraud and abuse, including limiting sign-in attempts and keeping audit records of sensitive actions (legitimate interests).

To send messages you need: verification and password emails, payment confirmations, rent reminders, and notices from your landlord (contract and legitimate interests).

To meet legal, tax and accounting obligations (legal obligation).

We do not sell your personal information, and we do not use it for advertising.

4. Who can see what

A landlord sees the records for their own tenants and properties only. A tenant sees their own tenancy, payments and receipts only. An agent sees which landlords they introduced and the commission arising - never a landlord's tenants, rent roll or financial detail.

We enforce this in the software: every request is checked against your role and your own records.

Your payment history is never shown to other tenants and is never published. It is yours to share if you choose.

5. Service providers we rely on

Hosting and application infrastructure, database hosting, file storage for uploaded images and documents, and an email provider for verification, password and notification emails.

If your landlord or the platform owner enables the in-app assistant with an external AI provider, the questions you ask it - and a summary of your own records needed to answer them - are sent to that provider to generate a reply. This can be switched off, and the assistant is never given another user's data.

These providers process information on our instructions. Some are located outside Tanzania, which means your information may be stored or processed abroad under appropriate safeguards.

6. How long we keep it

Account and tenancy records are kept while your account is active. After it closes, your name, phone number, email and payment details are removed; records that belong to the other side - that rent was received, that a deposit was returned - remain, without your name attached, because they are that person's business records and their evidence in a dispute.

Uploaded files are deleted automatically on a schedule, each according to what it is for:

• Repair photographs: one year after the repair is marked resolved. Long enough to answer a later dispute about whether the work was done.

• Payment proof, receipts and anything supporting a payment: six years, the limitation period for a contract claim.

• Identity documents and tax-related records: five years.

• A file uploaded but never attached to anything - someone who chose a photo and left the form - is deleted after thirty days.

Security logs and audit records of sensitive actions are kept for as long as they may be needed for an investigation or to answer a dispute about who did what.

Password reset links and email verification links expire quickly by design, are single-use, and are stored only as one-way hashes - we cannot read them back.

Rate-limiting counters hold only an approximate network address and a count, and are erased as soon as the window they cover has passed.

7. Enquiring about a property (the QR code or link)

A landlord can display a QR code or share a link so that someone interested in renting can register that interest. You do not need an account to use it.

The form asks for your name and phone number, and optionally your email address, which unit you are interested in, and a short message. That is all it collects.

It is used for one thing: so that landlord can contact you about the property. It is visible only to that landlord. It is not shared with other landlords, not used to advertise to you, and not sold to anyone.

If the landlord does not act on your enquiry, it is deleted automatically after ninety days. If they decline it, it is deleted after thirty days.

The form also records how long it was open before being submitted, and includes a hidden field that people never see. Both exist only to tell a person apart from an automated script, and are used for nothing else.

You can ask for your enquiry to be deleted sooner by contacting support@rentaza.co.tz.

8. Your rights

You may ask for a copy of your personal information, ask us to correct anything wrong, ask us to delete information we no longer need to keep, or object to a particular use.

You can export your own records from the platform at any time - receipts, statements and agreements are printable and downloadable.

To exercise any of these, contact support@rentaza.co.tz. If we cannot resolve your concern, you may complain to the data protection authority in Tanzania.

9. How we protect it

Passwords are stored as encrypted hashes and never in readable form. Accounts lock temporarily after repeated failed sign-ins.

Access is separated by role and by account, so one user's records cannot be read by another. Sensitive actions are logged.

Traffic is encrypted in transit, security headers and a content security policy are enforced, and we keep our dependencies patched.

No system is perfectly secure. If a breach affects your information, we will act quickly and tell you and the authorities where the law requires.

10. Contact

Questions about this policy, or about your information: support@rentaza.co.tz