Legal

Privacy Policy

Last updated: March 2026

This policy applies to ProSuite, operated by Regginna Technology Services Limited.

1. Who We Are

    ProSuite is a property management platform developed and operated by Regginna Technology Services Limited, a company incorporated in Kenya. References to "ProSuite", "we", "us", or "our" throughout this policy refer to Regginna Technology Services Limited.

    This Privacy Policy explains how we collect, use, store, and protect personal information when you use ProSuite's services, including the ProSuite web application, the Safi WhatsApp assistant, and any related services.

2. Information We Collect

    We collect information in the following ways:

    From property operators (landlords, property managers, land sellers, hospitality operators):

  • •Account registration details: name, email address, phone number, company name
  • •Property and unit information you add to the platform
  • •Tenant and buyer records you manage within the platform
  • •Payment and invoice records
  • •Maintenance and communication logs

    • From tenants, buyers, and guests using Safi (WhatsApp):

  • •Your WhatsApp phone number (provided automatically when you message us)
  • •The content of messages you send to Safi
  • •Property search queries and inquiries
  • •Maintenance requests submitted via WhatsApp

    • Automatically collected:

  • •Usage data and logs when you access the platform
  • •Device and browser information

3. How We Use Your Information

    We use the information we collect to:

  • •Provide, operate, and improve the ProSuite platform
  • •Respond to property inquiries and maintenance requests through Safi
  • •Process rent payments, generate invoices, and track arrears
  • •Send notifications, reminders, and communications related to your tenancy or property
  • •Verify identity and prevent fraudulent activity
  • •Comply with legal obligations under Kenyan law
  • •Improve and personalise your experience on the platform

    • We do not sell your personal information to third parties. We do not use your information for advertising purposes unrelated to ProSuite services.

4. WhatsApp Business Platform

    ProSuite uses the WhatsApp Business Platform (provided by Meta Platforms, Inc.) to power the Safi property assistant. When you interact with Safi via WhatsApp:

  • •Your WhatsApp phone number and message content are transmitted to us through the WhatsApp Business API
  • •Messages are processed by our AI assistant to respond to your inquiry
  • •We store relevant message data (such as property search history and maintenance requests) to provide continuity of service
  • •We comply with Meta's WhatsApp Business Terms of Service and usage policies

    • WhatsApp messages sent to Safi are subject to both this Privacy Policy and Meta's own Privacy Policy (available at https://www.whatsapp.com/legal/privacy-policy). By messaging Safi on WhatsApp, you consent to your messages being processed as described above.

    We only use WhatsApp messaging for legitimate property-related interactions. We do not use the WhatsApp channel to send unsolicited marketing messages.

5. Data Storage and Security

    Your data is stored on secure servers. We implement technical and organisational measures to protect personal information against unauthorised access, loss, or disclosure, including:

  • •Encrypted connections (HTTPS/TLS) for all data in transit
  • •Secure, isolated databases per property operator
  • •Access controls limiting who within our team can access your data
  • •Regular security reviews

    • While we take reasonable steps to protect your information, no system is entirely secure. We encourage you to use strong passwords and notify us immediately if you suspect any unauthorised access to your account.

6. Sharing of Information

    We share personal information only in the following circumstances:

    With property operators: If you are a tenant, buyer, or guest interacting via Safi, your inquiry details (such as name, phone number, and property interest) may be shared with the relevant property operator to follow up on your request.

    Service providers: We use trusted third-party services to operate the platform, including cloud hosting providers and the WhatsApp Business API. These providers are contractually required to keep your data secure.

    Legal requirements: We may disclose information if required to do so by law, court order, or a regulatory authority in Kenya.

    Business transfers: If Regginna Technology Services Limited is involved in a merger, acquisition, or asset sale, your information may be transferred as part of that transaction. We will notify affected users before any such transfer.

7. Data Retention

    We retain your personal information for as long as your account is active or as long as needed to provide services. Specifically:

  • •Active tenant/buyer data is retained for the duration of the tenancy or buyer relationship
  • •Financial records (invoices, payments) are retained for a minimum of 7 years as required by Kenyan tax and accounting regulations
  • •WhatsApp conversation logs are retained for up to 12 months to support dispute resolution and service continuity
  • •Deleted accounts: upon request, we will delete personal data within 30 days, except where retention is required by law

8. Your Rights

    Subject to applicable Kenyan law, you have the right to:

  • •Access the personal information we hold about you
  • •Correct inaccurate or incomplete information
  • •Delete your personal information (subject to legal retention requirements)
  • •Withdraw consent where processing is based on your consent
  • •Object to certain types of processing

    • To exercise any of these rights, please contact us using the details in Section 9 below. We will respond within 30 days.

9. Contact Us

    If you have questions about this Privacy Policy, wish to exercise your data rights, or have a complaint about how we handle your information, please contact us:

    Regginna Technology Services Limited

    Operating as: ProSuite

    Email: privacy@pro-suite.co

    Website: https://pro-suite.co

    Kenya

    We take privacy concerns seriously and will respond promptly to all enquiries.

10. Changes to This Policy

    We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. When we make significant changes, we will:

  • •Update the "Last updated" date at the top of this page
  • •Notify active users via email or in-app notification

    • Your continued use of ProSuite after changes are posted constitutes acceptance of the revised policy. We encourage you to review this page periodically.

Questions about this policy?

Contact Regginna Technology Services Limited at privacy@pro-suite.co