1. Who we are
PropertyPal is a property operations platform operated by Flex Analytics Uganda (Company Registration No. [REG NO.]), a company incorporated and registered in Uganda with its principal place of business in Kampala, Uganda.
PropertyPal gives landlords, property owners, property managers, and agents tools to manage properties, units, leases, tenants, maintenance, and finances in one place. This Privacy Policy explains what personal data we collect through PropertyPal, how we use it, and your choices.
For the purposes of applicable data protection law, Flex Analytics Uganda is the data controller of personal data collected through PropertyPal.
2. PropertyPal & NyumbaHub
PropertyPal is the property management workspace used by landlords, owners, managers, and agents. NyumbaHub is our separate tenant-facing marketplace where a landlord may choose to publish some of their properties for prospective tenants to browse and apply to. NyumbaHub has its own Privacy Policy covering tenant data. This policy covers the PropertyPal side: your account, your team, and your property/business data.
3. Data we collect
We only collect data that is necessary to operate PropertyPal for you and your team.
3.1 Account & profile data
- Name, email address, phone number, and company name (for company accounts)
- A securely hashed password — we never store your password in plain text
- Role and permission level (owner, manager, agent, invited team member)
3.2 Verification data
- Identity and business verification details you submit (e.g. National ID number, business registration number, supporting documents) used to verify your account and your properties
3.3 Property, unit, and listing data
- Property and unit details, addresses, photos, documents, pricing, and availability
- Data you choose to publish on NyumbaHub when you list a property (see Section 5.2)
3.4 Tenant, lease, and operational data you enter
As an owner or manager, you may enter data about your tenants and applicants — names, contact details, emergency contacts, lease terms, applications, and maintenance requests. You are responsible for having a lawful basis to enter and process this data; we process it on your instructions to provide the platform to you.
3.5 Financial and billing data
- Income and expense records you log for your own accounting
- Subscription, invoice, and payment status records for your PropertyPal subscription
- Mobile money and card transaction metadata (payer phone number, reference IDs, status, and failure reasons) when you pay your PropertyPal subscription — see Section 6
3.6 Technical and security data
- Login events, IP address, session identifiers, device/browser information
- Audit logs of sensitive account and team-permission actions
3.7 What we do not collect
- Rent payments: PropertyPal does not process or collect rent from tenants. Rent is paid directly between tenant and landlord, outside the platform. We only handle your PropertyPal subscription payments.
- Payment credentials: We never store card numbers, bank account numbers, or mobile money PINs. These are handled entirely by our payment processor, PesaPal.
- Location tracking: We do not track your device's GPS location.
4. How we use your data
- Account & security: creating, maintaining, and securing your account and role-based access for your team.
- Core functionality: property, unit, lease, tenant, maintenance, and finance workflows you use every day.
- Verification: reviewing the identity, business, and property information you submit before granting listing or account privileges.
- Billing: calculating your subscription based on your unit count, processing payments, and issuing records.
- Security & fraud prevention: detecting and preventing unauthorised access or abuse.
- Legal compliance: meeting our obligations under applicable Ugandan law, including accounting and tax records.
- Support & communication: responding to your requests and sending service notices.
We do not use your data for automated decision-making that produces legal or similarly significant effects on you.
5. Data sharing
We do not sell, rent, or trade your personal data, and we do not share it with advertisers or data brokers. Data is shared only in the limited circumstances below.
5.1 Landlord data specifically
We treat landlord and owner information as confidential. We do not disclose your personal contact details, verification documents, or financial records to other landlords, to tenants, or to any third party outside of the exceptions listed in this section.
5.2 What you choose to publish on NyumbaHub
If you list a property on NyumbaHub, you control what contact information appears on that listing. Any name and contact details you choose to place on a NyumbaHub listing will be visible to prospective tenants browsing that listing — that is the point of publishing a listing. Outside of what you deliberately publish this way, your landlord profile and account data are not shared with tenants or the public.
5.3 Within your own workspace
Team members you invite (managers, agents) can see data according to the permissions you grant them. You control who has access to what within your account.
5.4 Service providers & payment processors
We share the minimum data necessary with providers who support hosting, email delivery, storage, and with our payment partner (PesaPal) to process your subscription payments. These providers are bound by confidentiality and process data under their own terms.
5.5 Legal compliance
We may disclose data if required by law, court order, or a competent regulatory or governmental authority in Uganda.
5.6 Business transfers
If 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 before your data becomes subject to a different privacy policy.
6. Payment & billing data
Your PropertyPal subscription is billed based on your unit count. When you pay a subscription invoice, our payment partner PesaPal processes the transaction. We receive and store transaction references, status, and confirmation data so we can reconcile your account — we do not receive or store your card number, bank account number, or mobile money PIN. See our Terms of Service for how billing and subscriptions work.
7. Data retention
We retain your data for as long as your account is active and for a period of 6 months after you close your account, after which it is deleted or anonymised, except where a longer period is required for financial, accounting, or legal reasons.
8. Your rights
Subject to applicable law, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your data, subject to legal retention obligations
- Restrict or object to certain processing
- Receive your data in a portable format
To exercise any of these rights, contact us at dataflex.ug@gmail.com. We will respond within 30 days.
9. Cookies
PropertyPal uses a limited set of cookies:
- Session cookies: keep you logged in; deleted when you close your browser.
- Functional cookies: remember interface preferences.
- Security cookies: protect against cross-site request forgery (CSRF).
We do not use advertising cookies or third-party tracking pixels.
10. Security
- Encrypted transport (HTTPS/TLS)
- Secure password hashing
- Role-based access controls and audit logging for sensitive actions
- Environment-based secret management
No system is completely secure. Where a breach affects your rights, we will notify you as required by law.
11. Children
PropertyPal is a business tool intended for adult landlords, owners, managers, and agents. It is not directed to children under 18.
12. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be notified by email and/or a prominent notice on the platform at least 30 days before they take effect.
13. Contact us
Flex Analytics Uganda
Kampala, Uganda
Email: support@flexaug.com
Company Registration No.: [REG NO.]