1. Scope & Data Controller
This Privacy Policy applies to all services offered by Mavo Services Ltd ('useMavo', 'we', 'our', or 'us'), including the useMavo web dashboard (app.mavoservices.com / usemavo.com), the useMavo tenant and technician mobile applications (iOS and Android), and associated APIs and customer support channels.
Mavo Services Ltd is the data controller responsible for personal data processed through our platform. If you have questions regarding data governance, you may reach our Data Protection Officer at usemavo@mavoservices.com or at our headquarters at Norrsken House Kigali, Rwanda.
2. Information We Collect
A. Account & Profile Information
When you register or are invited to useMavo, we collect your full name, email address, phone number, physical address, company or business name, and authentication credentials (including hashed passwords and two-factor verification status).
B. Property & Portfolio Data
For landlords and property managers, we process property names, addresses, structure layouts, floor plans, unit numbers, amenity specifications, ownership percentages, and custom building attributes.
C. Lease, Tenant & Contract Records
We collect information necessary to administer tenancy relationships, including tenant identification documents, emergency contacts, digital lease agreements, signatory timestamps, contract clauses, lease terms, security deposits, and notices.
D. Financial & Transaction Information
To facilitate rent collection and expense tracking, we process transaction metadata including payment amounts, dates, payment method references (such as MTN MoMo or Airtel Money transaction IDs, bank reference numbers), and invoice statuses. We do not store raw credit card numbers or mobile money PINs on our servers.
E. Maintenance & Work Order Media
When tenants or managers report maintenance requests, we collect issue descriptions, photos, videos, technician dispatch notes, and completion checklists.
F. Technical & Usage Data
We automatically collect device identifiers, operating system versions, IP addresses, browser types, session timestamps, and audit log events to monitor system stability and detect unauthorized access.
3. How We Use Your Information
We use the collected information strictly for legitimate business and contractual purposes, including:
Service Delivery & Core Platform Operations
Enabling property management, creating and executing digital leases, generating rent invoices, and provisioning tenant portal access.
Payment Processing & Reconciliation
Facilitating seamless rent payments and security deposit refunds via integrated mobile money operators (MTN MoMo, Airtel Money) and banking partners.
Communication & Notifications
Sending automated rent reminders, maintenance updates, lease renewal notices, security OTPs, and customer support responses via email, SMS, and in-app push notifications.
Security, Auditing & Fraud Prevention
Maintaining immutable audit trails of financial records and contract modifications, preventing unauthorized logins, and verifying user identity.
4. Information Sharing & Third Parties
We never sell, rent, or trade your personal information to advertisers. We only share data with trusted third parties under strict confidentiality and data protection agreements in the following circumstances:
Property Parties
Tenants and property managers share necessary lease, payment, and maintenance details with each other within their designated property workspace.
Service Providers & Infrastructure
We partner with industry-leading infrastructure providers for cloud hosting, database redundancy, transactional email delivery, SMS gateways, and payment clearing.
Legal & Regulatory Compliance
We may disclose information if required by applicable laws, court orders, or governmental regulations in Rwanda or relevant jurisdictions.
5. Data Security & Storage
We enforce robust technical and organizational security controls to protect your data:
• Encryption: All data in transit is encrypted using modern TLS 1.3 cryptographic protocols. Sensitive stored data is encrypted at rest using AES-256 standards.
• Access Controls: Role-based access controls (RBAC) restrict internal data access strictly to authorized personnel on a verified need-to-know basis.
• Backups & Redundancy: Automated, encrypted database backups are taken daily and stored across multi-zone infrastructure to ensure business continuity.
6. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, maintain active subscriptions, comply with statutory tax and accounting obligations (which may require financial transaction records to be kept for up to 7 years), and resolve legal disputes.
When data is no longer required, it is permanently deleted or anonymized in accordance with our data disposal schedule.
7. Your Rights & Choices
Depending on your jurisdiction and applicable data protection regulations, you possess the following rights:
• Right of Access: You may request a copy of the personal information we hold about you.
• Right to Rectification: You may update or correct inaccurate profile and property details directly from your dashboard or by contacting us.
• Right to Erasure ('Right to be Forgotten'): You may request the deletion of your account and personal data, subject to legal and contractual retention requirements.
• Right to Restrict Processing & Data Portability: You can export your tenant, lease, and expense records in structured CSV or PDF formats.
• Right to Withdraw Consent: You may opt out of non-essential marketing emails or push notifications at any time.
9. Updates to this Policy
We may update this Privacy Policy from time to time to reflect enhancements in our services, changes in applicable data protection laws, or operational requirements. When significant revisions occur, we will notify you through an in-app banner or via email prior to the changes taking effect.
10. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us:
• Email: usemavo@mavoservices.com
• Phone / WhatsApp: +250 786 558 579
• Office: Mavo Services Ltd, Norrsken House Kigali, Rwanda
Need clarification regarding data processing?
Our privacy compliance team is available to assist you.