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Privacy policy
This policy explains how PropSense360 ("we", "us") collects, uses, shares and protects personal data when you visit propsense360.com, use the PropSense360 service at app.propsense360.com (the "Service"), or deal with us in any other way. We process personal data in line with Kenya's Data Protection Act, 2019 and its regulations.
In short: we collect what we need to run the Service and support you, we never sell personal data, the data is hosted in the EU, and you can ask to see, correct or delete your data at any time through our data rights page.
1. Who we are
PropSense360 is a property-valuation management platform based in Nairobi, Kenya. For questions about this policy or your personal data, contact us at privacy@propsense360.com.
2. Our two roles
Where we decide how data is used (data controller). This covers the accounts of people who use the Service, people who contact us or ask for a demo, visitors to this website, and recipients of our product emails.
Where we act for a valuation firm (data processor). Valuation firms use the Service to keep records about their own clients, properties, owners, bank contacts and staff. For those records, the firm is the data controller and decides how the data is used; we process it only on the firm's instructions, to provide the Service. If your personal data appears in a valuation firm's records, the firm is usually the right first contact. You can also contact us and we will pass your request to the firm.
3. The data we collect
- Account data: your name, email address, phone number, organisation, job title and role, and your sign-in credentials (passwords are stored only as secure hashes).
- Security and usage data: sign-in times, IP address, browser and device information, page performance and error reports, used to keep the Service secure and working well.
- Content: the records firms create in the Service, such as instructions, inspection notes and photographs, reports, comparables, invoices, receipts and documents.
- Support data: the messages and attachments you send to our support desk.
- Enquiries: the details you give when you contact us or ask for a demo, such as your name, firm, email, phone and message.
- Email engagement: for our product and marketing emails, whether a message was opened and which links were clicked.
- Payment records: the plan you are on and records of payments you make or confirm. We do not store payment card numbers.
4. Why we use it, and our legal basis
| Purpose | Legal basis |
|---|---|
| Providing the Service, creating and securing your account, sending essential service emails (verification, password reset, notifications) | Performance of our contract with you or your firm |
| Keeping the Service secure, preventing misuse, fixing faults and improving performance | Our legitimate interests in operating a safe and reliable service |
| Answering enquiries and providing support | Your request, and our legitimate interests |
| Product news, updates and occasional offers | Your consent, or our legitimate interests for existing customers; you can unsubscribe at any time |
| Billing, accounting and keeping records the law requires | Legal obligation, and performance of our contract |
| Processing a valuation firm's client records | On the firm's instructions, under our agreement with the firm |
5. Automated extraction
Where a firm switches it on, the Service can read instruction letters, emails and attachments to pre-fill draft fields, using automated processing that may include artificial-intelligence and optical-character-recognition technologies. Where this uses a third-party AI provider, the relevant document text is sent to that provider solely to perform the extraction and is not used to train its models. The result is always an unverified draft that a person must check and confirm. No decision about you is made by automated means alone.
6. Who we share it with
We do not sell personal data, and we do not share it for advertising. We share it only:
- With our hosting provider, Contabo GmbH, on whose servers in Germany the Service runs, under a data-processing agreement.
- With an AI provider, only where a firm uses automated extraction, as described above.
- Within a valuation firm's workspace, with the people that firm gives access to, including bank contacts it invites to its partner portal.
- Where the law requires it, for example in response to a lawful request from a court or regulator.
Our email is sent from our own mail servers, and our website analytics run on our own servers. Neither involves an outside tracking company.
7. Transfers outside Kenya
The Service is hosted in Germany, in the European Union, so personal data is transferred outside Kenya. We make these transfers under the safeguards the Data Protection Act requires: the data stays with a provider bound by European data-protection law and by our agreement with it, and it is protected in transit and at rest as described below.
8. How long we keep it
- Account data and content: for as long as the account or workspace is active, and then for a limited period to allow an export, unless the law requires us to keep certain records longer (for example accounting records).
- Security logs: for a limited period, then deleted.
- Rejected intake items: deleted automatically after 20 days.
- Backups: overwritten on a rolling 14-day cycle.
- Enquiries: for as long as we are in conversation with you, and for a reasonable period after.
- Marketing: until you unsubscribe; we then keep only what we need to make sure we do not email you again.
9. How we protect it
Each firm's data is separated from every other firm's by the database itself. Connections are encrypted with HTTPS, sensitive settings are stored encrypted, access within a firm is controlled by roles and permissions, two-step sign-in is available to every user, and the database is backed up every night. Our staff access customer data only when needed to support you or keep the Service running.
10. Your rights
Under the Data Protection Act, you have the right to:
- be informed about how your personal data is used;
- access the personal data we hold about you, and get a copy;
- have inaccurate or incomplete data corrected;
- have your data deleted, where we have no lawful reason to keep it;
- object to, or ask us to restrict, how your data is used;
- withdraw your consent at any time, for example to marketing;
- receive your data in a portable, machine-readable format.
To use any of these rights, go to our data rights page or email privacy@propsense360.com. We will confirm the request comes from you, and we aim to respond within 7 days, and always within the time the law allows. Every marketing email also has a one-click unsubscribe link.
If you are unhappy with how we have handled your data, you can complain to the Office of the Data Protection Commissioner (odpc.go.ke). We would appreciate the chance to put things right first.
11. Cookies and similar technologies
This website uses privacy-first analytics that set no cookies and do not identify you. The Service uses only the cookies and browser storage needed to keep you signed in and to run the app, such as remembering your workspace and settings. We do not use advertising or cross-site tracking cookies.
12. Children
The Service is for professionals and is not directed at children. We do not knowingly collect personal data from anyone under 18.
13. Changes to this policy
We will update this policy when our practices change, and record the new date at the top. If a change materially affects how we use your data, we will tell you in the Service or by email.
14. Contact
Email privacy@propsense360.com, or use the data rights page.