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Who holds your information

HM Kariuki Trust of P.O. Box 12130, Nakuru 20100 is the data controller. You can reach us on +254 733 232 888 or at admin@reinstrade.com.

What we collect

Your name, national ID or passport number, phone number, email address, and the unit you rent.

Your rent account: what you have been charged, what you have paid, the M-Pesa or bank reference for each payment, and any balance outstanding.

Repairs you report, messages you send us, and your tenancy agreement.

If you register as a tradesman or labourer rather than as a tenant, we collect your name, ID number, phone number, email address and trade, and we keep a record of the jobs we give you, what was agreed for them and what we paid.

Why we need it, and on what basis

To run your tenancy — billing rent and services, matching your payments, issuing receipts and invoices, and answering you. This is necessary to perform the tenancy agreement between us.

To meet obligations the law places on us, including keeping accounting records for the Kenya Revenue Authority.

Your ID number is collected to confirm who you are before a tenancy is granted and to identify you in any dispute. Giving it is a condition of the tenancy.

If you work for us as a tradesman or labourer, we use your details to engage you, to issue work orders, and to pay you and account for that payment. This is necessary to perform our agreement with you and to meet our tax obligations.

Who else sees it

Nobody outside this office, except where we must: our bank and M-Pesa in order to match your payments; a contractor attending a repair, who is told only what the job requires; our advocate or auditor where a matter requires it; and any authority entitled to it by law.

We do not sell your information, and we do not use it for marketing.

Where it is kept

Our records are held on secure servers operated by our technology providers, which are located outside Kenya, in the European Union. The Data Protection Act allows this where the receiving country offers comparable protection; the European Union does, and our providers are bound by contract to protect your information to the same standard as if it were held here.

How long we keep it

For as long as you are our tenant, and afterwards for seven years, which is the period we are required to keep accounting and tax records. After that it is deleted.

The same seven years applies to the record of work we have given a tradesman or labourer and what we paid for it.

Your login is closed when your tenancy ends. Your statement and receipts remain our records and can be requested from the office at any time.

Your rights

You may ask to see the information we hold about you, have anything wrong corrected, ask us to delete what we no longer need, object to how we are using it, or ask for a copy in a portable form.

You can correct your own details from your own page. Details already on file are changed by asking us, so that the record stays reliable.

You may withdraw your consent at any time by writing to the office. Withdrawing it does not undo what we did while it was in force, and we may still keep what the law requires us to keep.

If you are not satisfied with how we have handled your information, you may complain to the Office of the Data Protection Commissioner.