Privacy Policy

1. Who this Privacy Policy applies to

This Privacy Policy applies to users of Roovaa, including renters, landlords, agents, caretakers, students, applicants, employers, administrators, visitors, and anyone who accesses or interacts with the Roovaa platform.

By using Roovaa, creating an account, submitting a listing or opportunity, contacting another user, requesting a viewing, applying for a role, uploading documents, or using our services, you acknowledge that your personal data may be handled as described in this Privacy Policy.

For this Privacy Policy, references to “Roovaa”, “we”, “us” and “our” refer to Vunela Ventures Ltd in its capacity as owner of the Roovaa platform.

2. Personal data we may collect

Depending on how you use Roovaa, we may collect the following categories of personal data:

• Account information such as name, username, email address, phone number, password credentials, account role (renter, landlord, caretaker, student, employer), and account status.
• Contact information used for communication, OTP verification, account security, viewing requests, job applications, and support.
• Landlord, agency, or employer information such as company name, registration details, property management roles, caretaker assignments, and corporate verification details.
• Listing and Opportunity information such as property title, description, location, county, unit types, prices, vacancy requirements, application deadlines, amenities, photos, videos, virtual tours, and availability.
• Student and applicant documents including Curriculum Vitae (CVs), cover letters, academic transcripts, portfolios, and student ID details uploaded for attachments or internships.
• Verification information such as identity documents, ownership or authority documents, selfies, business registration certificates, and verification review details where applicable.
• Communication information such as messages, inquiries, viewing requests, job applications, support requests, reports, and replies between users.
• Technical information such as device type, browser type, session activity, and security events. Roovaa does not use IP addresses to identify anonymous visitors for analytics.
• Usage information such as page visits, viewed listings, searches, filters, clicked buttons, registration steps, opportunity applications, viewing requests, and platform preferences.
• First-party analytics information such as a browser session identifier, landing page, referrer domain, UTM campaign source, device type, and whether a session is anonymous or linked to a logged-in account.

3. How we collect personal data

We may collect personal data directly from you when you create an account, log in, use Google sign-in, complete your profile, submit forms, create listings or opportunities, upload media, send messages, request viewings, apply for opportunities, contact support, or report a listing.

We may also collect data automatically when you use the platform, such as first-party session activity, device information, browser information, referrer/UTM campaign information, and security logs. First-party analytics helps us measure Opportunities and Spaces funnels, search demand, registrations, applications, and viewing behavior. When you authenticate in the same browser, the relevant analytics session may be linked to your account for legitimate funnel measurement; it is not treated as anonymous after that linkage.

Where Google sign-in or other third-party login tools are used, Roovaa may receive basic account information such as your email address and profile details from that third-party service, depending on your consent and the third party’s settings.

4. Why we use personal data

Roovaa may use personal data for the following purposes:

• To create, manage, secure, and authenticate user accounts across all roles.
• To verify phone numbers, send OTPs, and support account security.
• To display rental listings, property spaces, and internship/attachment opportunities.
• To facilitate job and attachment applications, matching student profiles with verified employer requirements.
• To allow landlords, agents, caretakers, and employers to manage listings, inquiries, applications, and viewing requests.
• To enable messaging, contact access, viewing requests, saved searches, document wallets, and dashboard features.
• To review, approve, reject, moderate, suspend, or remove listings, opportunities, and user accounts where necessary.
• To detect fraud, spam, fake listings, phantom jobs, abuse, unauthorized access, or unsafe activity.
• To provide customer support, respond to complaints, and investigate reports.
• To improve Roovaa's design, performance, security, search quality, and user experience.
• To comply with applicable legal, regulatory, tax, security, Data Protection Act (2019), dispute resolution, or enforcement requirements.

5. Lawful basis for processing

Roovaa processes personal data where there is an appropriate reason to do so, such as your consent, performance of a service you requested, account creation, platform security, legitimate platform operations, fraud prevention, legal compliance, dispute handling, or protection of users and the platform under Kenyan law.

Where consent is required, you may withdraw it, but this may affect your ability to use some Roovaa features or maintain active job applications.

6. Phone numbers, email OTPs, and email communication

Roovaa may use your phone number for account verification and fraud prevention. Email is used for OTP delivery, security alerts, viewing request updates, listing/opportunity communication, and important platform notices.

We may also use phone numbers to help reduce fraud, duplicate accounts, fake listings, phantom jobs, unauthorized access, and misuse of the platform.

Roovaa does not currently provide SMS automation or SMS delivery as part of this implementation.

7. Google sign-in

Roovaa may allow users to sign in or register using Google. When you use Google sign-in, Roovaa may receive information such as your email address and basic profile information from Google.

Roovaa may still require additional information, such as your phone number, role, student details, or employer company credentials, before allowing full access to the platform.

Google sign-in does not automatically verify a landlord, agent, employer, property, or opportunity. Manual verification workflows still apply.

8. Listing, opportunity, and public profile information

Some information submitted to Roovaa may be visible to other users or visitors. This may include listing titles, descriptions, locations, county, unit types, rent amounts, internship criteria, employer company names, verification badges, and selected contact information where shown by the platform.

You should not upload private, sensitive, misleading, unsafe, or unnecessary personal information into public listing descriptions, job descriptions, images, messages, or property media.

9. Verification and student documents

Roovaa may request verification documents from landlords, agents, or employers to improve trust and safety. These documents may include identity documents, selfies, ownership documents, or business permits.

For students and applicants, uploaded documents such as CVs, cover letters, transcripts, certificates and portfolios are managed as private application information. Roovaa reviews candidate information internally for eligibility and shortlisting. Relevant application information and requested documents are shared with the verified employer for the named vacancy only when the applicant has been shortlisted and the shortlist is handed over, unless another lawful and clearly disclosed workflow applies.

Verification and document management processes do not guarantee that a property, employer, person, transaction, or opportunity is completely risk-free.

10. Messages, applications, and viewing requests

Roovaa may process messages, inquiries, viewing requests, job applications, application statuses, and related communication to provide platform interaction features.

Roovaa may review or restrict communication where necessary to investigate reports, prevent fraud, improve safety, enforce our Terms, or respond to legal or security concerns.

Where Roovaa creates and temporarily manages a Property Provider account before that account is handed over to its owner, authorised Roovaa staff may access and respond to listing enquiries on behalf of that Property Provider.

Messages sent by Roovaa under this temporary management arrangement are identified as Roovaa-managed communications and are recorded separately from messages personally sent by the Property Provider.

This temporary messaging access ends when the Property Provider account is handed over to its owner or when Roovaa management of the account is disabled. Continued content-management support does not automatically give Roovaa continuing access to the provider's private conversations after handover.

Users should avoid sharing unnecessary sensitive information, passwords, OTPs, financial details, or private documents in public or unverified messages.

11. Cookies and similar technologies

Roovaa may use cookies or similar technologies to keep users logged in, secure sessions, remember preferences, analyze platform usage, improve performance, and protect against suspicious activity.

You may be able to control cookies through your browser settings. Blocking some cookies may affect login, account security, dashboard features, or platform functionality.

12. Sharing of personal data

Roovaa may share personal data only where necessary for platform operation, user communication, service delivery, security, legal compliance, or user-requested features.

Personal data may be shared with:

• Other users where required for listing communication, contact access, viewing requests, or platform interaction.
• Landlords, agents, caretakers, renters, or verified employers involved in a relevant listing, inquiry, job application, message, or viewing request.
• Service providers that support hosting, email, authentication, maps, analytics, media storage, security, and technical operations.
• Professional advisers, regulators, law enforcement, courts, or public authorities where legally required under Kenyan law or necessary to protect rights and safety.
• Successor entities if Roovaa is involved in a business transfer, restructuring, merger, acquisition, or similar process, subject to appropriate safeguards.

Roovaa does not sell personal data as a business product.

13. Data security

Roovaa aims to use reasonable technical and organizational measures to protect personal data from unauthorized access, misuse, loss, alteration, disclosure, or destruction, in alignment with the Kenya Data Protection Act.

These measures may include authentication controls, access restrictions, encrypted connections where available, secure hosting practices, password protection, review controls, and moderation workflows.

No online platform can guarantee complete security. Users should protect their passwords, OTPs, email accounts, devices, and phone numbers.

14. Data retention

Roovaa keeps personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including account management, listing history, job applications, dispute handling, fraud prevention, legal compliance, security, and platform operations.

Some data may be retained after account closure where necessary to comply with legal obligations, resolve disputes, prevent fraud, enforce Terms, maintain audit records, or protect users and the platform.

Raw first-party analytics sessions and events are normally retained for the configured analytics retention period, currently 180 days by default. Aggregated weekly business metrics and audit history may be retained longer because they do not reproduce private documents or message content.

15. Your privacy rights

Subject to applicable Kenyan law (including the Data Protection Act, 2019), you have rights relating to your personal data, including the right to be informed about how your data is used, access your personal data, object to certain processing, request correction of false or misleading data, and request deletion of personal data.

To exercise these rights, contact Roovaa using the official support or contact details provided on the platform. Roovaa may need to verify your identity before acting on your request.

16. Children and minors

Roovaa is intended for users who can lawfully use rental, property, academic attachment, employment, and account services. Users should not create accounts or submit personal data if they are not legally able to enter into relevant agreements or use the platform safely.

17. International service providers

Some service providers used by Roovaa may store or process data outside Kenya. Where this happens, Roovaa aims to use appropriate safeguards and service providers that support reasonable data protection and security measures.

18. Third-party links

Roovaa may contain links to third-party websites, maps, social media pages, payment providers, or external services. Roovaa is not responsible for the privacy practices, security, content, or terms of third-party services that we do not control.

19. Changes to this Privacy Policy

Roovaa may update this Privacy Policy from time to time. The updated version will be posted on this page with a new “Last updated” date. Continued use of Roovaa after updates are posted means you acknowledge the updated Privacy Policy.

20. Contact and privacy requests

For privacy questions, data access requests, correction requests, deletion requests, complaints, or concerns about this Privacy Policy, contact Roovaa through the official contact or support channels provided on the platform.