Privacy policy
In effect from 26 October 2026
Draft. This page is being reviewed and isn’t final yet. Questions: [email protected].
This policy explains what personal data PropertyAdmin collects, why, who sees it, how long it’s kept and your rights over it. It covers our website, the PropertyAdmin apps, and the messages we send.
Who we are
PropertyAdmin is run by [Company name] Limited (RC [RC number]), [Registered address], Lagos, Nigeria (“PropertyAdmin”, “we”, “us”).
Our Data Protection Officer answers anything about your personal data: [email protected].
When we decide, and when our customers do
PropertyAdmin is used by property managers, agencies, landlords, compounds and community associations (our “customers”).
- For your own PropertyAdmin login, and for billing our customers, we decide how your data is used. We are the data controller.
- For what a customer keeps on PropertyAdmin about other people, such as tenants, households, residents, guests and vehicles, the customer decides. They are the data controller, and we process that data for them, on their instructions, as their data processor.
If you’re a tenant or a resident, the agency, landlord, compound or association that added you is your first point of contact. You can still ask us, and we’ll pass your request to them or help them answer it.
What we collect
About people who sign in: name, email address, phone number, password (stored only as a one-way hash), the accounts you belong to and your role in each, and when you sign in.
What customers add about others:
- For rent: tenants’ names and phone numbers, the units they rent, rent due and paid, lease dates, and replies to rent reminders.
- For repairs: the job, who it’s assigned to, notes, costs and photos.
- For compounds and communities: households (name, phone, address, unit type), vehicles (plate, make, colour), levies and payments recorded, notices, duty rotas, issues and incidents with photos, parking reports, events and RSVPs, meetings and minutes.
- At the gate: guests’ names and phone numbers on passes, and when each visit arrived and left.
- For votes and elections: who may vote and who has voted. On a secret ballot we keep only the totals for each choice, never how a household voted.
When you pay us: payments are made on Paystack. We receive the amount, the payment reference, whether it succeeded and the payment channel. We never see or store your card or bank details.
Messages: the SMS, WhatsApp messages and emails we send for our customers. That means who each one went to, its text and whether it was delivered.
Technical data: your IP address and browser in our security logs, and the cookies described below.
Why we use it, and on what basis
- To provide PropertyAdmin to the people and organisations who use it: running accounts, sending the reminders, statements, notices and alerts they ask for, and billing. Basis: our contract with you, or with the customer you’re part of.
- To keep it secure: signing you in, preventing fraud and abuse, keeping an audit log of changes. Basis: our legitimate interest in a safe service.
- To meet the law: tax and accounting records, and answering lawful requests from the authorities. Basis: legal obligation.
- To tell you about PropertyAdmin: only if you’ve agreed, and you can stop it at any time. Basis: consent.
When we process data for a customer, the customer is responsible for having a lawful basis for it, for example telling their tenants or residents that they use PropertyAdmin.
We don’t sell personal data. We don’t use it for advertising. We don’t make decisions about people by automated means alone that have legal or similarly significant effects on them.
Data sent outside Nigeria
Some of our providers store or process data outside Nigeria. Files and photos are stored with Amazon Web Services in the United States.
We transfer personal data abroad only as the Nigeria Data Protection Act 2023 allows: to a country the Nigeria Data Protection Commission treats as giving adequate protection, or with appropriate safeguards in place, such as contractual commitments from the provider.
Ask our Data Protection Officer for details of the safeguards for any transfer.
How long we keep it
We keep personal data only as long as it’s needed. These periods are applied automatically every day:
| Visitor log and guest passes | 90 days |
|---|---|
| Messages we send for you | Phone number and text cleared after 6 months |
| Incidents and parking reports | A year after they’re resolved, with their photos |
| A household that moved out | Name, phone, vehicles and passes cleared 30 days after it’s marked empty |
| Spreadsheets sent to us | 90 days |
| Payments and votes | Kept as the community’s records, without your name once you’ve asked us to delete it |
Everything else is kept while the account it belongs to is in use. When a customer stops using PropertyAdmin, we delete or anonymise its data once they ask us to. A demo account and everything in it are deleted automatically when the demo ends.
Some records we must keep longer by law: invoices and payment records are kept for six years for tax purposes.
How we protect it
Data travels encrypted (HTTPS).
Passwords, guest-pass codes and the links in our messages are stored only as one-way hashes. Sign-in tokens are kept in cookies your browser’s scripts can’t read.
Everyone sees only what their role allows. A caretaker sees only their buildings. A gate guard sees only who’s expected, without phone numbers. A household sees only its own visitors.
Changes are written to an audit log, and our staff’s access is limited by their role.
If a breach puts people’s rights at risk, we’ll tell the Nigeria Data Protection Commission within 72 hours. We’ll also tell the customers concerned and, where the risk is high, the people affected.
Your rights
Under the Nigeria Data Protection Act 2023 you have the right to:
- be told how your data is used (this policy)
- get a copy of your data
- have it corrected
- have it deleted
- restrict how it’s used
- object to its use
- get it in a portable file
- withdraw consent you gave
- not be subject to decisions made by automated means alone
To use any of them, send a request from our Your data page or email [email protected]. We’ll confirm it’s you and reply within 30 days. It’s free unless a request is plainly unfounded or excessive.
If you’re unhappy with how we’ve handled your data, you can complain to the Nigeria Data Protection Commission (ndpc.gov.ng). We’d like the chance to put it right first.
Children
PropertyAdmin is for adults. You must be 18 or over to have a login. We don’t knowingly collect data from children. A customer may list a household or a guest without its members’ ages, and should keep information about children to what’s needed.
Changes to this policy
If we change this policy, we’ll update the date at the top. If a change matters, we’ll tell signed-in users in the app or by email before it takes effect.