Privacy Policy & Data Protection

Last updated: October 30, 2026

M@JICS Property Management / PropBill Field Agent is committed to protecting personal information and handling personal data responsibly in accordance with applicable privacy and data-protection requirements, including the Data Protection Act, 2019 (Kenya) and applicable regulations.

This Privacy Policy explains how M@JICS Property Management ("M@JICS", "we", "us", or "our") collects, uses, stores, protects, and shares personal information through our property management and billing services, including the PropBill Field Agent mobile application ("the App").

PropBill Field Agent is intended for authorized field agents and authorized business users. The App supports field operations including meter readings, meter-reading photographs, customer and property information, field visits, maintenance activities, and synchronization with our property management and billing systems.

By using the App or our related services, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

Depending on the services you use and your role, we may collect or process the following categories of information.

1.1 Identity Data

Full name
National ID number where required
Passport details where applicable
User or employee identification information

1.2 Contact Data

Telephone/mobile number
Email address
Physical or postal address

1.3 Account and Authentication Data

Username
User ID
Authentication information
Organization or field-agent assignment
Account and access information

1.4 Customer and Property Data

Customer information
Property information
Building, unit or room information
Tenant and occupancy information
Lease information
Maintenance requests
Service and field-visit information

1.5 Meter and Billing Data

Meter number
Previous meter readings
Current meter readings
Reading dates and times
Consumption information
Billing periods
Billing and payment information
Meter-reading notes

1.6 Financial Data

Rent payment records
Deposit records
M-Pesa transaction references
Payment records and receipts
Billing and collection information

1.7 Camera and Photographs

PropBill Field Agent may request access to the device camera when a photograph is required for an authorized field activity.

Camera access may be used to:

Capture meter photographs;
Document meter readings;
Document field activities;
Provide evidence associated with a field visit;
Upload photographs to the authorized billing system.

Camera access is requested only when a feature requiring the camera is used.

1.8 Employment and Verification Data

Employer name
Employer contact information
Information required for tenant verification

1.9 Device and Technical Information

We may process limited technical information necessary to operate, secure, troubleshoot, and improve the App, including:

Device model
Android operating-system version
Application version
Network/connectivity information
Diagnostic information
Error and crash information
Authentication and session information

2. How We Collect Information

Information may be collected when you:

Create or use an account;
Use PropBill Field Agent;
Enter or update customer information;
Record a meter reading;
Capture a meter photograph;
Submit a maintenance or service request;
Make or record a payment;
Communicate with us;
Use our property management services.

3. Purpose of Data Processing

We process information for legitimate business, operational, contractual, and legal purposes, including:

Tenant billing and rent collection;
Meter reading and utility billing;
Property and tenant management;
Landlord reporting and disbursement calculations;
Lease management and renewal tracking;
Maintenance request coordination;
Field-agent activities and verification;
Customer service and communication;
SMS and WhatsApp notification delivery;
Payment processing and reconciliation;
Regulatory and tax compliance;
Fraud prevention and security;
Technical support and troubleshooting;
Improving our services and systems.

4. Legal Basis for Processing

Depending on the circumstances, we may process personal information under one or more lawful bases permitted by applicable data-protection law, including:

Contractual Necessity: Processing required to provide property management, billing, tenancy, or related services.
Legal Obligation: Processing required to comply with applicable legal, regulatory, tax, accounting, or reporting requirements.
Legitimate Interests: Fraud prevention, security, arrears management, service administration, and improvement of our services.
Consent: Where applicable, processing based on your consent, including certain marketing or optional communications.

5. How We Use PropBill Field Agent Data

PropBill Field Agent may process information to allow authorized field agents to:

Access assigned properties or customer records;
Record meter readings;
Capture meter photographs;
Record field visits;
Submit field-service information;
Synchronize information with our backend systems;
Update authorized customer or property records;
Support billing and collection operations.

Important: Field agents are expected to access and process customer information only for authorized work-related purposes.

6. Camera and Photographic Information

The App uses the device camera when required for field activities, particularly meter-reading documentation.

Photographs may be associated with a meter, customer account, property, or field visit and may be transmitted to our authorized backend systems.

Camera access is not intended for continuous monitoring or unrelated photography.

7. Data Sharing

We share personal information only where necessary for legitimate business operations, authorized services, legal obligations, or technical service provision.

Landlords / Property Owners: Relevant rent, tenancy, property, billing, and payment information.
Authorized Property Management Staff: Information required to perform assigned duties.
Safaricom PLC: Where applicable, information necessary for M-Pesa transaction processing and reconciliation.
Kenya Revenue Authority: Information required for applicable tax and regulatory compliance.
SMS / Communication Providers: Information necessary to deliver authorized notifications.
Cloud and Technology Providers: Information necessary to host, secure, maintain, and operate our systems.
Legal or Regulatory Authorities: Where disclosure is required or permitted by law.

We do not sell, rent, or trade personal information to third parties for their own marketing purposes.

8. Third-Party Services

Our systems may use third-party services and technology providers for functions such as hosting, authentication, payment processing, communication, monitoring, diagnostics, and technical support.

Such providers may process information only as necessary to provide their services and subject to applicable contractual, security, and privacy requirements.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, business operations, legal obligations, dispute resolution, security, and regulatory requirements.

Where applicable, our current operational retention practices include:

Active tenancies: Duration of tenancy plus applicable legal or operational retention requirements.
Financial records: Retained for the period required by applicable tax, accounting, and legal requirements.
Inactive accounts: Retained only as reasonably necessary before deletion, anonymization, or archiving, subject to legal requirements.

10. Data Security

We implement reasonable technical and organizational safeguards designed to protect personal information from unauthorized access, alteration, disclosure, loss, misuse, or destruction.

Encryption in transit where supported;
Secure server infrastructure;
Role-based access control;
Unique user credentials;
Password and authentication controls;
Audit logging where applicable;
Restricted administrative access;
Regular system maintenance and security updates.

No electronic storage or transmission system can be guaranteed to be completely secure. Users are responsible for protecting their passwords, devices, and authentication information.

11. Offline Storage and Synchronization

PropBill Field Agent may temporarily store certain information on a device to allow authorized field agents to continue working when internet connectivity is unavailable or unreliable.

When connectivity becomes available, applicable information may be synchronized with our authorized backend systems.

Users should keep their devices protected and should not allow unauthorized persons to access the App.

12. App Permissions

Camera Permission

Used to capture meter photographs and other authorized field-service documentation.

Internet / Network Access

Used to communicate with backend systems, authenticate users, synchronize records, and upload required photographs or data.

The App requests permissions when they are required for applicable functionality.

13. Data Protection Rights

Subject to applicable law, data subjects may have rights concerning their personal information, including:

Access: Request access to personal information we hold about you.
Rectification: Request correction of inaccurate or incomplete information.
Erasure: Request deletion of personal information where legally applicable.
Restriction: Request restriction of processing in applicable circumstances.
Objection: Object to certain forms of processing.
Portability: Request personal information in a structured format where this right applies.
Complaint: Lodge a complaint regarding the processing of your personal information.

14. Account and Data Deletion

Users may request deletion of their account or personal information by contacting us using the details below.

We will review and process valid requests in accordance with applicable law and our data-retention obligations.

Some information may need to be retained where required by law, necessary for legal claims, accounting, security, fraud prevention, or other lawful purposes.

15. Children's Privacy

PropBill Field Agent is intended for authorized business and field-service users and is not directed toward children.

We do not knowingly collect personal information from children for purposes unrelated to providing the service.

16. International Data Processing

Some of our technology or service providers may process or store information outside Kenya.

Where personal information is transferred outside Kenya, appropriate safeguards and lawful mechanisms will be applied where required by applicable law.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, the App, technology, data-processing practices, legal requirements, or security practices.

When material changes are made, we will update the Last Updated date displayed at the top of this page.

18. Contact Our Data Protection Team

Data Controller: M@JICS PropBill

Privacy / Data Protection Email: majicspropbill@sulisea.co.ke

Phone: +254 203872607

Address: Methodist Ministries Centre, Oloitoktok Rd, Nairobi, Kenya

19. Office of the Data Protection Commissioner

For complaints or concerns regarding data protection, you may contact the Office of the Data Protection Commissioner (ODPC) through its official website:

www.odpc.go.ke

Email: info@odpc.go.ke

20. Consent and Acknowledgement

By using PropBill Field Agent or our related property management services, you acknowledge that you have read and understood this Privacy Policy.

Where consent is required by applicable law, we will obtain consent before processing personal information on the basis of that consent.

Nothing in this Privacy Policy removes or limits any rights available to you under applicable data-protection law.