Privacy Policy

1. Introduction

Welcome to MyStayPMS ("we," "us," or "our"). We provide a property management solution that enables growing agencies to list, manage properties, units, tenants, leases, owners and operations. We are committed to protecting the privacy and security of the data entrusted to us.

This Privacy Policy explains how we collect, use, and protect your data in compliance with the Data Protection Act, 2019 (Kenya) and applicable international standards.

2. Who This Policy Applies To

• Subscribers (Agencies): Property management companies who subscribe to our solution.
• End-Users: Staff of the Agency, Owners, and Tenants whose data is entered into the system by the Subscriber Agency.
• Visitors: Individuals visiting mystaypms.com

3. Our Role: Data Processor vs. Data Controller

• For Agency Data (Your Account Info): MyStay PMS acts as the Data Controller. We determine how to use your contact details to provide you with the Service.
• For Tenant/Owner Data (The "Content"): MyStay PMS acts as the Data Processor. The Agency (Subscriber) is the Data Controller. We process this data solely on the Agency's instructions.
• Note to Tenants/Owners: If your data is in our system, it was likely uploaded by your Property Manager. Please contact them directly for requests regarding your data.

4. Data We Collect

We collect the following categories of information:

A. Information You Provide to Us

• Account Data: Name, email, phone number, and business details of Agency staff. Payment routing details for payout automation. We do not store PINs or full credit card security codes.
• Property Data: Units, lease terms, and maintenance records.

B. Information Collected Automatically

• Usage Logs: Timestamps of when users log in, actions taken (e.g., "Lease Created"), and IP addresses for security auditing.
• Device Data: Browser type and operating system to optimize the user interface.

5. How We Use Your Data

We use your data to:

1. Provide the Service: Enabling your portals, automating rent reminders, and generating  statements.
2. Process Transactions: Facilitating payouts via third-party integrations (e.g., M-Pesa, Banking APIs).
3. Security & Support: Debugging technical issues and preventing unauthorized access.
4. Communication: Sending system alerts (e.g., “Confirmations”, "Payout Failed," "Subscription Renewing").

6. Data Sharing & Third Parties

We do not sell data. We share data with:

• Payment Processors: Banks and mobile money providers (e.g., Safaricom) strictly to facilitate payments processing and payouts.
• Cloud Infrastructure: Trusted hosting providers who physically store servers.

7. Data Security

We employ industry-standard security measures, including:

• Encryption: Data is encrypted in transit (SSL/TLS) and at rest where sensitive.
• Access Controls: Role-based access controls (RBAC) ensure only authorized agency staff see data.
• Backups: Regular daily backups to prevent data loss.

8. Your Rights (Under Kenya Data Protection Act)

As a data subject, you have the right to:

• Access: Request a copy of the data we hold about you.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request deletion of your data.

To exercise these rights, please contact us at [info@mystaypms.com]. If you are a Tenant or Owner, we request you to contact the relevant Property Agency.

9. Changes to This Policy

We may update this policy periodically. Significant changes will be notified via site policy update, email or a system alert. Continued use of the Service constitutes acceptance of the changes.