Privacy Policy

1. Introduction

KodiSwift ("we," "our," or "us") operates the KodiSwift property management platform accessible at app.kodiswift.com and kodiswift.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please do not access the Service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, and password when you create an account.
• Organization Information: Company name, address, and business details when setting up a tenant account.
• Property Data: Property addresses, unit details, lease agreements, tenant information, and financial records you enter into the platform.
• Payment Information: Billing details and M-Pesa transaction references for subscription payments. We do not store full payment credentials directly; these are handled by our payment processors.
• Communications: Messages, support requests, and feedback you send to us.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions taken, time spent, and interaction patterns within the Service.
• Device Information: Browser type, operating system, device type, screen resolution, and language preferences.
• Log Data: IP address, access times, referring URLs, and error logs.
• Cookies: Session cookies for authentication and preferences. We do not use third-party advertising cookies.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service.
• Process transactions and send related information (invoices, receipts, payment confirmations).
• Create and manage your account, including authentication and access control.
• Send administrative communications such as service updates, security alerts, and support messages.
• Respond to your inquiries and provide customer support.
• Analyze usage patterns to improve the Service, fix bugs, and develop new features.
• Enforce our Terms of Service and protect against fraud or abuse.
• Comply with legal obligations and respond to lawful requests from authorities.

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who assist us in operating the Service (hosting, payment processing, email delivery, analytics). These providers are contractually obligated to protect your data.
• Within Your Organization: Other users within your tenant organization may access shared property, tenant, and financial data based on their assigned roles and permissions.
• Legal Requirements: When required by law, regulation, legal process, or governmental request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction.
• With Your Consent: When you explicitly authorize us to share information with a third party.

5. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS/SSL) and at rest.
• Multi-tenant architecture with strict data isolation between organizations.
• Role-based access controls to limit data access to authorized users.
• Regular security audits and vulnerability assessments.
• Secure cloud infrastructure with automated backups.

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. When you delete your account, we will delete or anonymize your personal data within 90 days, except where retention is required by law or for legitimate business purposes (e.g., resolving disputes, enforcing agreements).

Property and financial records may be retained for up to 7 years to comply with tax and accounting regulations.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Data Portability: Request your data in a structured, machine-readable format.
• Objection: Object to processing of your data for certain purposes.
• Withdrawal of Consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at [email protected].

8. Children's Privacy

The Service is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes your acceptance of the revised policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

• Email: [email protected]
• Website: kodiswift.com