1. Introduction & scope

Shays General Investment Company Limited (“Shays Estate”, “we”, “us”) operates the real-estate management platform at https://www.shaysestate.com and related staff, tenant and agent portals.

This Privacy Policy explains how we collect, use, store and protect personal data under the Tanzania Personal Data Protection Act, 2022 (PDPA), its regulations, and good international practice including GDPR principles where they align.

It applies to staff using the dashboard, tenants using the portal, property agents (dalali), and visitors who submit applications or payments through the system.

2. Information we collect

We collect only what is needed to run leases, payments, communications and platform security:

Identity: full name, gender, national ID (NIDA or other ID type), passport (where required), photo, occupation, and optional fields such as religion or place of origin.
Contact: phone number, alternate phone, email, and residential or office address.
Property & lease records: apartment/room, lease term, rent, water charges, deposits, vacate notices and related documents.
Financial data: payment receipts, invoices, rent/water amounts, payment proofs, and reversal/approval history.
System communications: SMS (via NextSMS), email, tenant–staff chat, and community group posts.
Usage & security data: IP address, login and failed-login logs, sessions, and staff activity (audit) logs.

3. How we use the data

We process personal data for legitimate real-estate operations:

Tenant onboarding, identity checks and lease administration.
Rent collection, invoicing/receipts and arrears follow-up.
SMS and email alerts (rent reminders, notices, OTP/2FA, staff alerts).
Tenant portal, chat, community groups and agent workflows.
Account security (roles, 2FA, lockouts and incident review).
Legal, tax or regulatory obligations and lawful authority requests.

We do not sell personal data. We share it only where necessary:

SMS providers (e.g. NextSMS) to deliver text messages.
Our mail server (mail.shaysestate.com) for office email.
Hosting / infrastructure providers that keep the platform online.
Legal process or competent regulators when required by law.
Authorised Shays Estate staff according to their role (admin, supervisor, IT).

5. Security & retention

We use HTTPS/SSL, role-based access control, hashed passwords, secure sessions and activity logs.

We keep data for as long as needed for leases, accounting, claims and legal duties. Afterwards we delete or anonymise it where practicable. Deleted tenant records may be retained briefly in an internal archive before permanent removal.

6. Your rights

Under PDPA 2022 you may:

Request access to the personal data we hold about you.
Request correction of inaccurate or incomplete data.
Request deletion or restriction of processing, where the law allows.
Object to non-essential processing (for example optional notices).
Lodge a complaint with the competent data-protection authority in Tanzania.

Some requests may be refused where the law requires us to keep records (for example leases or payments).

7. Cookies & devices

We use cookies / browser storage for login, language, theme and accessibility preferences. The progressive web app (PWA) may store limited data on your device for offline use.

8. Children

The platform is not directed at children under 18. We do not knowingly register children as tenants or portal users.

9. Contact

For privacy questions or data-subject requests, use our single office email:

Email: info@shaysestate.com
Address: P.O. BOX 60000, Mapinga, Pwani, Tanzania
Website: https://www.shaysestate.com

We will respond within a reasonable time under the PDPA. We may update this policy; the latest version is always on this page.

Privacy Policy