Introduction
At Propa, we are dedicated to protecting your privacy. This privacy policy explains how we collect, receive, use, store, share, transfer, and process your Personal Data when you interact with our website, products and services, and any other sites or services that link to this Privacy Policy. This includes when you:
Visit our websites or other channels.
Use our product and services.
Use any other sites or services that link to this Privacy Policy.
“Personal Data” means any information that identifies or can be used to identify an individual. You should not use our websites, product and services, or any other sites or services that link to this Privacy Policy if you do not agree with this Privacy Policy.
This statement is part of the Terms and Conditions of Use, which govern your access and use of our Services. This statement applies to all users, suppliers, agents, merchants, dealers.
We may change this Privacy Policy from time to time and we recommend that you review this Privacy Policy regularly. We will post any changes to this Privacy Policy on this page and, if the changes are significant, we will notify you by email or, if you are a subscriber of our Propa product and services, through the Notification section in your Propa account. Terms that are not defined in this Privacy Policy have the meaning given in the Propa Terms and Conditions of Use.
What Information We Collect About You
We obtain your information from various sources, such as when you share it with us, when you use Propa or access our websites, and when we receive it from third parties. This Privacy Policy does not apply to how third parties handle your information when you use any third-party integrations available through our services. Please refer to the privacy and data protection policies of those third parties for more information.
Information Propa Receives Directly From You
As you visit our websites or any other sites that are governed by this Privacy Policy, we may collect and process your Personal Data and other information, as further described below.
Information needed to create an account
This includes information that is needed for Propa to create an account for you and manage your ability to log in and out of Propa.
Log in details – such as email address and password.
Basic personal details – such as names, photographs, postal address, physical address, identification document type and numbers, date of birth, age, gender, phone number.
Personal contact details – such as postal address, physical address, phone number, email address.
Company details – such as company logo, company name, company registration, company address, company email address, company website, job title.
Payment details – such as mobile money information such as till or PayBill number, bank account number or other banking information.
Information you provide to us through your use of Propa
This also includes information you provide to us as you interact with and use Propa:
Information you provide about your properties, units, residents, vendors, property owners, property managers and agents.
Information uploaded to Propa, such as images and attachments.
Profile photo and other information you provide to describe yourself, which we only collect if you do choose to provide it.
Financial information such as mobile money wallet information such as till or PayBill number, bank account number or other banking information.
Professional or employment information, such as your title or role at your company.
Any other information you choose to provide while using Propa that identifies or can be reasonably associated with you.
If you upgrade your account to a paid account, Propa may collect:
Billing information, such as name, address, email address, and phone number.
Financial information, such as mobile money wallet or credit card information collected by our payment processors on our behalf.
Information about your chosen Propa plan.
Information about the number of properties you manage.
Other information you may provide to us when you interact with Propa in other ways
When you engage with us in different ways, you may choose to share some information with us. If you have direct contact with our staff, such as our sales, user research, or user operations teams, Propa may process:
Information you provide when you respond to or participate in a questionnaire, survey, support ticket, marketing promotion or special offers.
Information to verify your identity.
Geographic information, such as region and country.
Your information when you register for or attend one of our events or premises.
Your contact information when you subscribe to our marketing emails.
Your information when you communicate with us by phone, email, chat, social media in person or otherwise.
When you express an interest in working with us or apply for a job or position with Us.
Social media information.
Your date of birth.
Your audio and video, if you participate in a sales call or user research study and do not opt out of call recording.
Information automatically processed when you visit our websites or use our mobile or desktop app
We may also gather the following data:
Information about your usage of Propa, our websites, and third-party integrations to better understand your work habits in Propa. We may track the actions you perform as you use Propa, such as the features and embedded content you access, the types of files you send, and what, if any, third-party integrations you utilize.
Internet network activity, cookies, and similar tracking technologies, including data our servers automatically record, such as your web request, IP address, browser type and settings, referring/exit pages and URLs, number of clicks, date and time stamp information, language preferences, and other such information.
Information collected as a result of participation in early access or beta testing, such as error reports or feedback provided by you.
Information about how you interact with our marketing websites, like propa.africa, such as where you click, how long you stay on a page, your scrolling, mouse hovers, and other data to help us improve your experience and provide you with the best user experience.
Device information and activity when you use Propa via a mobile device, such as the type of device you are using, device IDs, operating system version, and mobile network information to ensure that we are serving you the appropriate version of our application.
Inferred device geolocation information, such as approximate geographic location derived from an IP address.
Information Propa Receives from Other Sources
We may collect your Personal Data from various sources, including our partners, public websites, or third parties, to enhance our content and services and to better understand our audience. Some of the sources we may use to obtain your Personal Data are:
Your organization or other entities that you have a relationship with and that share or publish your Personal Data in relation to our Services, such as when our customers grant you access to our Services or when others create, post, or submit user content on our Services that may include your Personal Data.
Professional or industry associations and certification/licensure agencies that share or publish your Personal Data.
Third-party integrations that you set up with Propa. For example, we may access information stored in a third party that Propa will process to enable the integration.
Service providers and business partners who collaborate with us on our Services and that we may use to deliver certain content, products, or services or to improve your experience.
Marketing, sales generation, and recruiting business partners.
Government agencies and others who release or publish public records.
Other sources that are publicly or generally available, such as social media platforms, public and online websites, open databases, the corporate affairs commission, and data in the public domain.
How We Use Your Information
Propa uses your information to operate our products and services, communicate with you, process transactions, for security and fraud prevention, and to comply with the law. Specifically, we may process your information to:
Provide services to you and operate our business
Maintain, provide, and improve our products and services.
Help us better understand user interests and needs and customize Propa for you.
To ensure that content on Propa is presented in the most effective manner to you.
Analyse and research how you interact with our websites and applications.
Billing you for using Propa or third-party products or services.
Protect Propa and you, for example:
Verifying your identity information through publicly available and/or restricted government databases in order to comply with applicable regulatory requirements.
To detect, investigate, prevent, or tackle illegal activities, fraud, or other crimes, or situations involving potential threats to the rights, property, or personal safety of Data Subject.
Securing our systems and products against fraud or unauthorized activity.
Identifying, troubleshooting, and fixing bugs and errors.
Complying with global laws and regulations.
For statistical and market research and other scientific purposes.
Carrying out credit checks and credit scoring.
Investigate in good faith alleged violations of our Terms and Conditions of Use to ensure our compliance with our policies, terms, and other applicable laws and regulations.
To comply in good faith to any legal, governmental, or regulatory requirement, for use by our lawyers in connection with any legal proceeding or that we deem necessary to respond to providing aggregated data (which do not identify you as an individual) to third parties for research and scientific purpose.
Any other way that you have specifically consented to.
To Communicate with you About Our Product and Services
We use the account information you provide to Propa when you sign up to communicate with you about billing, account management, and other administrative matters via email or in-app notification. We will also inform you of any changes to our Term and Conditions of Use or other legal agreements and may notify you of security incidents by email or in-app notification.
By phone, text, email, or chat about Propa.
To send you important notices and updates, product changes and other necessary notices such as security and fraud alerts.
To respond to inquire your queries and concerns and offer support to you.
To ask for your feedback and improve your user experience.
To market or inform you generally about new products and services and contact you with offers or promotions based on how you use our or third-party products and services unless you opt out of receiving such marketing messages (you can contact Propa at any time to opt out of receiving marketing messages).
Propa may sometimes contact you on behalf of external business partners about a specific offer or update that may interest you. In these cases, we will not share your Personal Data with such third party. Propa may share your Personal Data with trusted partners (who help us operate the Services available to you) to help perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are not allowed to use and exploit your Personal Data except to help Propa provide the Services to you, and they must also keep your Personal Data confidential.
Provide you with support and get your feedback
Propa uses your information to answer your questions and address your issues and provide you with assistance and to solicit your feedback and enhance your user experience. Specifically, we may process your information to:
Respond to your requests for information.
Help identify and troubleshoot any issues with your account and answer your questions.
Resolve support requests.
Provide you with reports about usage.
Survey your opinions through surveys, research studies, and questionnaires.
How We Disclose Your Information
We do not share Personal Data with unaffiliated third parties, except as necessary for Our legitimate business interest, to provide you with Our Services, and/or as required or permitted by law or professional standards and generally to facilitate the running of Our business or to provide specific services you have requested. We may need to disclose the information we collect about you to make our products and services run smoothly and to operate our business under the following conditions:
Compliance with legal obligations: To comply in good faith with law-enforcement agencies, regulatory authorities, courts, or other statutory authorities in response to a demand issued with the appropriate lawful mandate and where the form and scope of the demand is compliant with the law. We will notify individuals or customers of that request unless:
We are prohibited from doing so by law or court order.
There are exceptional circumstances, such as an emergency involving the risk of bodily injury or death to a person or group of people or potential harm to minors.
Advertising and marketing: We may provide information collected when you visit a Propa website (such as email addresses) to service providers, who may “match” this information in de-identified form to cookies (or mobile ad identifiers) and other proprietary IDs, in order to provide you with more relevant Propa ads when you visit other websites.
Identity verification. We may disclose your information to publicly available and/or restricted government databases to verify your identity information in order to comply with regulatory requirements.
Affiliates and subsidiaries. We may disclose the information we collect within the Propa family of companies, our subsidiaries, associates, partners, software developers or agents to provide Propa’s services to you.
Because you ask us to disclose. We may disclose your information to third parties when you ask us to do so. This includes when you connect Propa with other tools via our available integrations.
Fraud prevention. We may disclose your information to fraud prevention and Anti money laundering agencies, credit reference agencies.
Auditing. We may disclose your information to audit firms that may need disclosures of Personal Data for data privacy, financial or security audits consistent with your settings within our products and services. Please note that the information you submit through and post to Propa may be viewable by other users in your team, external companies, or organization, depending on the specific settings you have selected.
Business transfers. If the ownership of all or substantially all of our business changes, or all or some of our assets are sold as part of a bankruptcy or other proceeding, we may transfer your information to the new owner so that the services can continue to operate. In such case, your information would remain subject to the promises and commitments contained in this Privacy Statement until the acquiring party updates it. If such transfer is subject to additional mandatory restrictions under applicable laws or agreements, Propa will comply with those restrictions.
We shall not release any information to any individual or entity that is acting beyond its legal mandate.
Protection, Storage, Transfer and Retention of Your Information
Data security
Propa takes technical and organizational measures to protect your information against accidental or unlawful destruction, damage or accidental loss, alteration, unauthorized disclosure, processing, or access. However, no method of transmission over the Internet and no means of electronic or physical storage is absolutely secure, so we cannot ensure or warrant the security of that information.
Data Storage
We store and process your personal data on computers and servers in Kenya.
From time to time, we may need to transfer your personal information outside the Republic of Kenya to provide a particular product or service. Where we send your information outside Kenya, we will make sure that your information is properly protected in accordance with the applicable Data Protection Laws.
Data retention
We will retain your information for the period necessary to fulfil the purposes outlined in this Privacy Policy, to make our products and services available to you, or as instructed by you, unless a longer retention period is required or permitted by law. Specifically:
We retain your Personal Data for as long as your account is active and therefore open; this allows you to continue accessing Our content, products, and services.
If you become inactive and are not a subscriber, We retain your Personal Data only for the period within which it is reasonably needed and may delete elements of your Personal Data associated with your account. We will normally warn you if your access is going to be withdrawn and give you the opportunity to retain your account.
Where We don’t need to keep all of your Personal Data in full, We may obfuscate or aggregate it, for example, web activity logs and survey responses. This is to ensure that We do not retain your Personal Data for any longer than is necessary.
It is sometimes necessary for Us to keep your Personal Data for longer periods of time, for example:
If there is a statutory requirement to retain it.
If We require the Personal Data for legal reasons or there is a legitimate business need for Us to retain same.
To ensure We do not contact you if you have asked Us not to.
To use aggregated data derived from incorporating your Personal Data after your user account becomes inactive, but not in a manner that would identify you personally.
Anonymised information that can no longer be associated with you may be held indefinitely.
Data Breach
In the event We become aware that the security of Our Services have been compromised or users’ Personal Information has been disclosed to unrelated third parties as a result of an external activity, including, but not limited to, security attacks or fraud, We reserve the right to take reasonably appropriate measures, including, but not limited to, investigation and reporting, as well as notification to and cooperation with law enforcement authorities. In the event of a data breach, We will make reasonable efforts to notify affected individuals if We believe that there is a reasonable risk of harm to the user as a result of the breach.
Lawful Basis for processing your information
The laws in some jurisdictions require us to inform you of our legal bases for processing your information. Our legal bases for collecting and using your information described above will depend on the particular type of information and the specific context in which we collect it and is based on any of the lawful basis provided for under the Data Protection Law. However, some examples of legal bases for processing that we rely on:
Where use of your information is necessary to perform our obligations under a product/service agreement or contract with you.
Where use of your information is necessary for our legitimate interests or the legitimate interests of others (for example, to provide security, operate our products and services, prevent fraud, analyse use of and improve our products and services, and for similar purposes)
Where use of your information is necessary to comply with a legal obligation (for example, to comply with our legal obligations to collect and store tax or invoice information for a certain period of time).
Where we have your consent to process data in a certain way.
Where use of your information is in the public interest.
Your Consent
Please read this Privacy Statement very carefully. By using the App, and by signing up for Our Services, you hereby confirm that you have read, understand, and agree to be bound by the Privacy Statement. If you do not wish to be bound by the provisions of this Privacy Statement, you should not access the App or sign up for Our Services.
By agreeing to be bound by this privacy policy, you hereby confirm that:
you have read, understood, and agree to be bound by the Privacy Policy, and you hereby expressly consent to the processing of Personal Data for the purpose of accessing the Services.
you hereby give Us consent to the collection and processing of your Personal Data for the purpose of providing the Services.
you hereby certify that all the information provided by you are true and correct and that any misrepresentations or falsity, whether intentional or not, therein will be considered as an act to defraud Us and Our partners.
you authorize Us to verify and investigate the above statements/information as may be required, from the references provided and other reasonable sources.
For this purpose, you hereby waive your rights on the confidentiality of client information and expressly consent to the processing of any Personal Data and records relating to you that might be obtained from third parties, including government agencies, your employer, business associates, and other entities.
Your Privacy Rights
This Privacy Policy describes your privacy rights regarding our collection, use, storage, sharing and protection of your information. We respect your ability to know, access, correct, export, restrict the processing of, and delete your information. We will not discriminate against you for exercising your privacy rights.
Information about your rights
Upon your request, and subject to applicable legal exception, we will:
provide access to and/or a copy of certain information we hold about you.
provide you with information about categories of information we collect or disclose about you, the categories of sources of such information, the business or commercial purpose for collecting your information, and the categories of third parties to which we disclose your information. For your convenience and so you don’t have to request it, we’ve included that information in this Privacy Statement.
prevent the processing of your information for promotional purposes (including any direct marketing processing based on profiling).
update information which is out of date or incorrect.
delete certain information which we have about you.
restrict the way that we process and disclose some of your information.
transfer your information to a third-party provider of services.
revoke your consent for the processing of your information.
If you request these rights, we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within reasonable time. Occasionally, it could take us longer if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Please note, however, that certain information may be exempt from such requests in some circumstances (for example, if we need to keep processing your information for our legitimate interests or to comply with a legal obligation). Depending on applicable law, you may have the right to appeal our decision to deny your request. If we deny your request, we will provide you with information on how to appeal the decision, if applicable, in our communications with you.
Changes To Our Privacy Policy
This Privacy Policy may be revised from time to time to reflect our data collection and use practices, our awesome features, technological developments, or legal requirements. We will notify you and/or obtain your consent for any such changes, as appropriate based on the nature of the change.
How to Contact Us
If you would like to contact us on any topics in this Privacy policy, please feel free to reach out to us at info@propa.africa or through our online platforms. To contact our Data Protection Officer, please email dpo@propa.africa.