RentEase Uganda makes property management software for letting agencies and landlords. This policy explains what personal information we handle, why we handle it, and what you can ask us to do about it.

Last updated: 26 July 2026

Who we are

Operator: RentEase Technology Solutions Ltd, registered in the Republic of Uganda.

Email: [email protected]
Phone: +256 792 026264
Data protection enquiries: [email protected]

We follow the Data Protection and Privacy Act, 2019 and the Data Protection and Privacy Regulations, 2021. The Personal Data Protection Office (PDPO) at NITA‑U oversees both.

Read this first: who is responsible for your information

Responsibility depends on how your information reached us.

Your landlord or agency is usually responsible

Most tenants, applicants, guarantors, emergency contacts and vendors were added by a letting agency or landlord who uses our software.

That agency or landlord is the data controller. They choose what to collect and why. We're their data processor: we store and process the information on their instructions, and we don't use it for our own purposes.

If you want to see, correct or delete your information, ask them first. Contact us and we'll help, but we'll usually need to pass your request to them. We'll always tell you who they are.

When we're responsible

We're the controller for:

Accounts belonging to agencies and landlords who subscribe, including staff names, emails, phone numbers and logins
Subscription payments made to us
Enquiries you send us directly
Security, audit and anti-abuse records for the platform itself

What we collect

Tenants, applicants and occupants

Contact details: name, email address, phone number
National identification number: only where your landlord or agency asks for it
Date of birth and gender
Address: your residential address, and your employer's name on rental applications
Emergency contact: a name and phone number
Tenancy records: leases, invoices, payments and balances
Maintenance requests: including any photographs you send
Messages: receipts and notifications we've sent you
Verification status: whether your email, phone and national ID have been checked

Agency and landlord staff

Name, email, phone, role and permissions, and login records. If you receive payouts, we also hold your bank name, account name and account number.

Payments

When you pay rent or a subscription by mobile money, we handle your mobile money number, the amount, and the reference numbers your provider gives us.

We never see your Mobile Money PIN. You enter it on your own phone, with your own provider. It never reaches us.

Technical and security information

IP address: for security records, and to stop public forms being abused
Change history: who changed what, and when
Error diagnostics: when something breaks

Information about other people

When you give us an emergency contact or roommate details, you're giving us someone else's information. Please check they're happy for you to do that.

We use it only for the reason you gave it: reaching them in an emergency, or recording a shared tenancy. We never use it for marketing.

What we don't collect

We don't collect biometric data, health data, political or religious views, or criminal records. We don't use advertising or tracking cookies. We never sell personal information.

Why we use it

Section 7 of the Act requires a lawful basis for handling personal information. Ours are:

Running a tenancy, including leases, invoices, receipts and balances: performing a contract
Taking payments: performing a contract
Sending invoices, receipts, reminders and maintenance updates: performing a contract
Checking identity where a landlord requires it: legal obligation, and our interest in preventing fraud
Keeping financial records: legal obligation under tax and audit rules
Security logs and abuse prevention: our interest in keeping the platform safe
Answering your questions: our interest in supporting you
Improving the product using anonymous, aggregated figures: our interest in building something better

No computer decides anything important about you. We don't profile you, and no automated system decides whether you get a tenancy.

Who else sees it

We share personal information only where we need to:

Your landlord or agency: your tenancy record, because they're the controller
Our hosting and database provider: stores the records and files that make up the service
Our website host: serves the pages you visit, and receives your IP address
Our mobile money payment processor: your mobile money number, the amount and a reference, so a payment can be taken
Our SMS provider: your phone number and the message text, to deliver a text message
Our email provider: your email address and the message text, to deliver an email
Your agency's own mail server: where they send email under their own brand
Advisers or authorities: only where the law requires it

Each of them may use the information only to provide that service to us, and none of them may use it for their own purposes.

If you're a business customer and need the specific providers named, ask us at [email protected] and we'll share the current list under our data processing terms.

We don't sell your information, and we don't share it for advertising.

Where it's stored

Some of the providers above are outside Uganda.

Section 19 of the Act allows transfers abroad only where the destination protects your information adequately, or another lawful condition applies. We rely on contractual protections: each provider is bound by terms requiring security and confidentiality equivalent to what the Act demands, and we send them only what the service needs. We don't transfer your information anywhere else.

How long we keep it

Financial records such as invoices, payments and ledger entries: 5 years, as the Tax Procedures Code Act requires
Active tenancy records: for the tenancy, then 5 years, matching the financial records they relate to
Applications that weren't accepted: 6 months
Public enquiries: 12 months
Messages and notifications: 24 months
Security and audit logs: 3 years
IP addresses kept for rate limiting: 90 days

What you can ask us to do

Part IV of the Act gives you the right to:

Know what we hold about you and why
Get a copy of it
Correct anything wrong or incomplete
Object to what we're doing with it
Stop direct marketing: we'll always honour this one
Have it erased where we've no lawful reason to keep it
Complain to the Personal Data Protection Office

Email [email protected] and tell us what you want, with enough detail for us to find you. We'll reply within 30 days. There's no charge.

If a landlord or agency entered your information, we'll pass your request to them and tell you who they are.

Some things we can't delete. The law requires us to keep financial records. Where that applies, we remove or mask your identifying details and keep only the accounting entry.

If our answer doesn't satisfy you, complain to the Personal Data Protection Office: [email protected], or NITA‑U Offices, Palm Courts, Plot 6 Lumumba Avenue, Kampala.

How we protect it

Encryption: in transit over HTTPS, and at rest
Database access control: one organisation's records are technically unreachable from another
Role-based permissions: staff see only what their role needs
Private file storage: tenant documents, payment proofs and maintenance photos aren't publicly reachable
Server-side credentials: payment provider keys never reach your browser
Change logging: we record who changed what, and when

No system is perfectly secure. We work to the standard this kind of information deserves.

If something goes wrong

If a breach is likely to harm you, we'll tell the Personal Data Protection Office and everyone affected as soon as we can, as section 23 of the Act requires. We'll explain what happened, what was involved, and what we're doing about it.

Children

RentEase isn't for anyone under 18, and we don't knowingly collect their information. Where a child is named as an occupant, we record only their name and relationship, entered by the adult tenant.

Cookies

We use only what's needed to keep you signed in and keep the service secure. No advertising cookies, no analytics cookies, no tracking you across other sites.

Changes to this policy

We'll post changes here and update the date at the top. If a change affects your rights, we'll tell account holders directly.

Privacy policy