Privacy Policy

Last updated: June 2026 | Effective from: 1 January 2025

1. Who We Are

PropertyZ is a property management software platform (Software-as-a-Service) developed and operated by Bouwen Legacy Limited, a company registered in Uganda. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website (propertyz.ug), the PropertyZ management portal, or engage with our services.

2. Information We Collect

We collect the following categories of information:

Identity data: Full name, National ID (NIN), Tax Identification Number (TIN), date of birth, passport photos
Contact data: Phone number, WhatsApp number, email address, physical address
Financial data: Bank account details, mobile money numbers, rent payment records, deposit amounts
Property data: Property addresses, unit numbers, tenancy terms, maintenance history
Document data: Scanned tenancy agreements, IDs, employment letters, and reference letters
Technical data: IP address, browser type, device information, session logs for security purposes
Communication data: Messages sent through our portal, WhatsApp interactions, and email correspondence

3. How We Use Your Information

Processing rent payments and issuing receipts
Managing tenancy agreements and lease renewals
Dispatching maintenance requests and tracking completion
Generating monthly financial reports for property owners
Sending WhatsApp and email notifications (rent reminders, maintenance updates, receipts)
Conducting tenant screening and background verification
Complying with Uganda Revenue Authority (URA) tax obligations (PAYE, withholding tax)
Preventing fraud and maintaining system security

4. Legal Basis for Processing (Uganda Data Protection)

Under the Uganda Data Protection and Privacy Act 2019, we process your data on the following bases:

Contract performance — processing required to fulfil your tenancy or property management agreement
Legal obligation — URA tax compliance, NSSF, and regulatory requirements
Legitimate interests — fraud prevention, security monitoring, and service improvement
Consent — WhatsApp notifications (you may opt out at any time by contacting your Property Officer)

5. Data Sharing

We share your data only where necessary:

Property owners — we share tenant payment records and tenancy details with the owner of the property you rent
Technicians — name, unit, and nature of fault shared when dispatching maintenance
URA / Government — tax filing obligations as required by law
Banks / Mobile Money — transaction references for payment processing
We do not sell your personal data to any third party for marketing or commercial purposes

6. Data Security

PropertyZ applies the following security measures:

AES-256-CBC encryption for sensitive fields (NIN, TIN, API credentials)
Role-based access control — staff see only what their role permits
Tamper-proof audit trail with chained hash verification on every transaction
Two-factor authentication (2FA) available for all portal users
IP-based access controls and automatic account lockout after failed login attempts
Daily automated backups retained for 90 days

7. Data Retention

We retain your data as follows:

Tenancy records: 7 years after tenancy ends (for tax and legal compliance)
Financial records: 7 years (URA requirement)
Maintenance records: 5 years
Security logs: 90 days
Website visitor data: 12 months

8. Your Rights

Under the Uganda Data Protection and Privacy Act 2019, you have the right to:

Access your personal data held by PropertyZ
Correct inaccurate or outdated information
Request deletion of your data (where legally permitted)
Withdraw consent for WhatsApp communications
Lodge a complaint with the Personal Data Protection Office of Uganda

To exercise any of these rights, contact us at [email protected] or through our contact form.

9. Cookies

Our website uses essential cookies only — for session management and security. We do not use advertising or tracking cookies. You may disable cookies in your browser, but this may affect portal functionality.

10. Changes to This Policy

We may update this policy as our services evolve or as legal requirements change. Material changes will be communicated to registered users by WhatsApp or email at least 14 days before taking effect.