Privacy Policy

1. Introduction

Welcome to estatemate ("we," "our," or "us"). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and share information about you when you use our website, mobile application, and services (collectively, the "Services").

This policy is designed to comply with the Kenya Data Protection Act, 2019 (KDPA) and the General Data Protection Regulation (GDPR).

2. Information We Collect

We collect information you provide directly to us, information collected automatically, and information from third parties.

a. Information You Provide

• Account Information: Name, email address, phone number, and profile image.
• Residence Information: Unit details, vehicle registration plates.
• Visitor Data: Names and phone numbers of your guests, expected visit times.
• Feedback & Support: Support tickets, feedback submissions.

b. Information Collected Automatically

• Access Logs: Timestamps of gate entries and exits for security audits.
• Device Information: IP address, browser type, operating system (for security and session management).
• Usage Data: Pages visited, features used.

3. How We Use Your Information

• To provide and manage secure access to gated communities.
• To verify identities for security purposes (Gate Pass generation).
• To process payments and billing (via IntaSend).
• To send important notifications (via SMS/Email).
• To detect and prevent fraudulent or unauthorized access.
• To comply with legal obligations.

4. Data Sharing and Third Parties

We do not sell your personal data. We share data only with:

• Estate Management: Your estate's approved administrators/guards for security operations.
• Service Providers (Sub-Processors):
  • IntaSend: For payment processing.
  • Trigger.dev / Background Jobs: For automation infrastructure.
  • Email/SMS Providers: To deliver notifications.
• Legal Authorities: If required by law or valid court order.

5. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Security logs (visitation records) are generally retained for a period defined by your Estate Management (default 90 days) before being anonymized or deleted.

6. Your Rights

Under the KDPA and GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data ("Right to be Erasure"), subject to legal retention obligations.
• Object to processing or request restriction of processing.
• Withdraw consent at any time (where processing is based on consent).

To exercise these rights, contact us at: privacy@estatemate.app

7. Cookies

We use strictly necessary cookies to ensure our website functions properly, such as keeping you logged in and remembering your preferences. For more details, please view our Cookie Policy.

8. Contact Us

If you have any questions about this Privacy Policy, please contact us at:
Email: support@estatemate.app