Privacy and personal data

Kenya's Data Protection Act gives every owner and resident the right to a copy of their data, to have it corrected, and to have it erased. Maskani handles each of these as a request with a legal deadline, and keeps personal data only as long as the schedule below allows.

Who handles requests

Anyone with the Handle data subject requests permission sees Settings, Privacy requests. Tenant administrators have it. Give it to whoever answers the estate's data protection questions, and nobody else: they can download a person's data and erase it.

The deadlines

Request	What the person asks for	Deadline from receipt
A copy of their data	Everything the estate holds about them	7 days
A correction	A wrong name, phone, email or other detail fixed	14 days
Erasure	Their details removed	14 days

Each request shows Respond by. Late ones turn red and the Overdue only switch lists them. The estate contact gets an email when a request arrives.

How a request moves

flowchart LR
  A[Resident asks in the portal] --> V[Identity confirmed]
  B[Office records a phone, letter or walk-in request] --> C{Confirm who they are}
  C -->|Code to the phone on record| V
  C -->|Seen in person with ID| V
  V --> K{What did they ask for?}
  K -->|A copy| D[Download their data, then mark as done]
  K -->|A correction| E[Fix the details on their page, then record what changed]
  K -->|Erasure| F{Still owns, buys or lives in a unit?}
  F -->|Yes| R[End those links first, or reject with that reason]
  F -->|No| G[Erase their details]
  D --> P[The person can download their copy in the portal]

Requests from the portal

A resident signed in to the portal has already proved who they are, so the request goes straight to To do. They find it under the account menu, Your data and privacy.

Requests made to the office

Press Record a request, find the person and choose what they ask for. Before anything else, confirm it is really them:

• Send code sends a six digit code to the phone and email already on their record, never to a number the caller gives you. Ask them to read it back and type it in. A code lasts five minutes.
• They are here in person: write down what you saw, for example the last digits of their ID.

A copy of their data

Download their data gives a zip file with one spreadsheet per part (units, accounts, vehicles, visitor passes, repair requests, bill queries, privacy requests) and the same in one data.json file. Identity numbers show only their last four characters and their visitors' phones are hidden, because the file may travel by email. Send it to them, then Mark as done; they can also download it from the portal from then on. Bills and statements stay in the portal under each account.

A correction

Correct the details on the person's page as usual, then record what changed and press Mark as corrected.

Erasure

The law requires the estate to keep its financial records. Erasing a person therefore:

• replaces their name with "Former resident" and a short reference;
• clears their phone, email, identity numbers, address, notes and consents;
• ends their portal access and removes their cars;
• cancels any visitor passes still running;
• keeps every bill, payment, contract and statement, under that reference.

Someone who still owns, is buying or lives in a unit cannot be erased: they are in a contract with the estate. End their link to the unit first (a sale or move-out does this), or reject the request and tell them why.

Rejecting a request

Any open request can be rejected with a reason, for example when the person could not be identified. The person sees the reason in the portal.

What the audit trail records

Confirming someone's identity, downloading their data, erasing them and rejecting a request all appear in Settings, Audit trail under Personal data, with who did it and when.

How long data is kept

A daily job removes personal data once it has done its job:

Data	Kept for
Gate entries, exits and guard patrol scans	90 days
Visitor passes (visitor names, phones, number plates)	90 days after the pass ends
Returning visitors	One year after their last visit, unless banned or expected on a current pass
Who opened a document, and from where	1 year
The audit trail	1 year
Bills, payments, contracts, statements	Kept, as the law requires

Terms and privacy notice

Residents accept the estate's terms and privacy notice the first time they sign in, and again when the estate changes its Resident terms version under Settings, General. Each acceptance is kept with the date, the privacy notice version and where it came from, and the resident can see the whole list on Your data and privacy.