Privacy Policy

1. Who we are

Smart Locations Limited (“Smart Locations”, smartlocations.co), headquartered in Nairobi, Kenya, offers property listings and property management in Kenya and East Africa. We are the data controller for personal data collected through this website. Contact us at hello@smartlocations.co. Write to this address for any privacy question or to exercise your rights.

2. Data we collect

• Enquiry and proposal forms: your name, email, phone number, role (e.g. homeowner or developer), property type, location, number of units and your message.
• Property enquiries: the listing you asked about, together with your contact details.
• Emails with us: the content of replies exchanged about your enquiry.
• Technical data: basic information your browser sends (such as IP address, device and pages visited), used for security and to keep the site running.

We do not ask for sensitive personal data (such as health, religion or ethnicity). Our services are for adults; we do not knowingly collect data from children under 18, and will delete it if we learn we have.

3. How we use it

• To reply to your enquiry and send the confirmation email you request.
• To prepare property management proposals and arrange viewings.
• To keep records of our conversations so we can follow up properly.
• To protect the website against abuse and meet legal obligations.

Under section 30 of the Data Protection Act, 2019 we rely on: your consent (for example when you tick to receive updates); steps you ask us to take before entering a contract (such as a management proposal or viewing); our legitimate interest in answering enquiries and keeping the site secure; and compliance with legal obligations (such as tax and tenancy records).

We do not sell your data. We only send marketing where you have agreed, every message includes a way to opt out, and we stop as soon as you ask (section 37). We do not make decisions about you based solely on automated processing.

AI assistance: our team may use an AI writing tool to help draft replies to your enquiry. A team member reviews every reply before it is sent, and the content of your enquiry is not used to train AI models by us.

4. Who we share it with

Only trusted service providers who help us run the site — secure hosting and database storage, email delivery and AI writing assistance for drafting replies — under contracts that require them to protect your data. Some of these providers store or process data outside Kenya. Where they do, we transfer data only in line with sections 48 to 50 of the Data Protection Act — to providers that offer appropriate safeguards for its security and protection. We may also disclose data where the law requires it.

5. How long we keep it

Enquiries are kept for up to 24 months after our last contact with you, unless you become a client, in which case records are kept for as long as the law requires (for example tax and tenancy records). You can ask us to delete your data sooner.

6. Security

Data is stored in access-controlled systems, transmitted over encrypted connections, and only our team can see enquiries. No system is perfectly secure, but if a breach is likely to put your data at risk we will notify the Office of the Data Protection Commissioner within 72 hours of becoming aware of it, and tell you without undue delay, as section 43 of the Act requires.

7. Your rights

• Be told how your data is used, and get a copy of it.
• Correct inaccurate data or ask us to delete it.
• Object to or restrict processing, and withdraw consent at any time.
• Ask us to transfer your data to another provider (data portability).
• Not be subject to a decision based only on automated processing.

Email hello@smartlocations.co and we will respond within the time limits set by the Data Protection (General) Regulations, 2021. We may need to confirm your identity first. Requests are free unless they are clearly excessive. You can also complain to the Office of the Data Protection Commissioner (Kenya).

8. Changes

We may update this policy. The date at the top shows the latest version.