Back to home
FigBloom Property Management

Privacy Policy

Effective date: September 28, 2026

FigBloom Digital Group ("FigBloom", "we", "us", or "our") provides a property management platform (the "Service") used by property managers, landlords/owners, caretakers, and tenants to manage properties, units, leases, rent payments, maintenance, and related communications. This Privacy Policy explains what personal data we collect, how we use it, and the choices you have.

By creating an account or otherwise using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information depending on your role on the platform:

  • Account & identity data: name, email address, phone number, password (stored hashed), role (property manager, owner, caretaker, tenant), and workspace/organization membership.
  • Property & lease data: property, unit, and lease details, tenant assignments, and move-in/move-out records entered by property managers or caretakers.
  • Payment data: rent invoices, payment amounts, dates, and status. M-Pesa payments made through the Service are processed by Safaricom, and card payments for FigBloom subscriptions are processed by Stripe — we store transaction references and receipts but do not store your M-Pesa PIN or full card number, which are entered directly with those providers. Rent paid to a landlord or property manager directly (for example in cash or by bank transfer) is recorded in the Service by them.
  • Maintenance & inspection records: maintenance requests, notes, photos/attachments, and inspection reports submitted by tenants, caretakers, or property managers.
  • Communications: messages sent through the platform's messaging tools, and delivery data for notifications sent by email, SMS, or WhatsApp (SMS through Celcom Africa and WhatsApp through apiwap.com).
  • Chatbot interactions: questions and messages you send to "Sophie", our in-app AI assistant. Sophie is powered by a third-party AI provider (currently OpenAI). To answer you, the messages you send, and the workspace records Sophie looks up on your behalf (for example invoices, tenants or maintenance requests you are allowed to see), are sent to that provider to generate a reply.
  • Website enquiries: if you send us an enquiry through the form on our website, we collect your name, email address, phone number, the size of your portfolio and what you use today. We store it, together with your IP address and browser type to help us spot spam, and email it to our sales team so we can reply.
  • Usage & device data: log data such as IP address, browser type, and access times, collected automatically for security and troubleshooting. We also use PostHog (hosted in the EU) for product analytics inside the Service. It records the pages you visit and the buttons and links you use, and once you sign in these events are linked to your account (user ID, email address and role). Session recording is switched off, and invitation tokens are removed from the page addresses PostHog receives.

2. How We Use Information

  • To provide, operate, and maintain the Service (accounts, dashboards, leases, invoices, maintenance tracking).
  • To process rent and fee payments and reconcile them against tenant accounts.
  • To send transactional notifications (payment confirmations, maintenance updates, rent reminders) by email, SMS, or WhatsApp.
  • To respond to support requests, website enquiries and chatbot queries.
  • To understand how the Service is used so we can improve it.
  • To detect, investigate, and prevent fraud, abuse, or security incidents.
  • To comply with legal and regulatory obligations.

3. Who We Share Information With

We do not sell personal data. We share information only as needed to operate the Service:

  • Within your workspace: a tenant's lease, unit, and payment data is visible to the property managers and caretakers assigned to that property, and a property manager's records are visible to the landlord/owner they manage on behalf of.
  • Payment processors: Safaricom (M-Pesa/Daraja) and Stripe, to process payments.
  • Communication providers: our email delivery provider, our SMS gateway (Celcom Africa) and our WhatsApp provider (apiwap.com), solely to deliver the notifications and messages you or your workspace configured.
  • AI provider: OpenAI, to generate replies for the "Sophie" assistant, as described above.
  • Analytics provider: PostHog (EU), for the product analytics described above.
  • Service providers: hosting and infrastructure providers who process data on our behalf under confidentiality obligations.
  • Legal requirements: where required by law, regulation, or a valid legal process.

4. Data Retention

We retain personal data for as long as your account or workspace is active, and afterward for as long as needed to comply with legal, accounting, or reporting obligations (including financial records related to rent payments), resolve disputes, and enforce our agreements.

5. Data Security

We use reasonable technical and organizational measures — including encrypted connections, hashed passwords, and role-based access control — to protect personal data against unauthorized access, loss, or misuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Your Rights

Subject to applicable data protection law (including Kenya's Data Protection Act, 2019, where applicable), you may have the right to access, correct, or request deletion of your personal data, object to or restrict certain processing, and request a copy of your data in a portable format. To exercise these rights, contact us using the details below. If your data was entered on your behalf by a property manager or landlord (for example, as a tenant), some requests may need to be actioned through your workspace administrator.

7. Children's Privacy

The Service is intended for adults managing or renting property and is not directed at children. We do not knowingly collect personal data from children.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the effective date above, and where appropriate, by additional notice within the Service.

9. Contact Us

Questions about this Privacy Policy or how your data is handled can be sent to privacy@figbloom.org.