Legal

Privacy policy

Last updated: 4 November 2026

1. Who we are

Estate Ledger is software for letting agencies and landlords: this website and the web portal. In this policy, “we” and “us” mean the team that provides Estate Ledger.

This policy explains how we handle personal information. As a company registered in Uganda we follow its Data Protection and Privacy Act, 2019. If you have a question about it, use our contact page.

2. What we collect

When you open an account or are added as staff

Your name, phone number and/or email address, and a password (which we store only as a one-way hash we cannot read).
The agency's or property's name, whether it manages for landlords or for itself, its currency and its settings.
Your role, the buildings you are assigned to as a caretaker, and a record of when you sign in.

What you record while using Estate Ledger

Landlords, properties, units, tenants, leases, bills, payments, receipts, deposits, payouts, expenses, repairs, meter readings, photos and documents.
Which person entered each record and each reversal, and when (the audit trail).

From your browser

Technical logs such as IP address, browser type and error reports, used to keep the service running and secure.

If a phone app is released

There is no Estate Ledger phone app today. If we release one, this policy will cover it, and the app would also record a device name and identifier, the app version and sync status, so the account can see its phones and remove one.

Payments for your plan

Plan payments are processed by our payment provider. We receive the result (amount, method, reference and status); we do not receive or store card numbers or mobile money PINs.

When you contact us

What you write in the contact form or send us by email or WhatsApp, and the details you give us to reply.

3. Your tenants' and landlords' details

The agency or landlord using Estate Ledger decides what it records about its tenants and landlords (for example a name, phone number, ID number, next of kin, payments and balances) and why. The agency or landlord is responsible for that information, and we process it on its behalf and only on its instructions. ID numbers are stored encrypted and are never shown in logs or exports, except on the tenant's own record. The account holder is responsible for having a lawful reason to keep its tenants' and landlords' information. We do not use it for our own purposes, and we never contact tenants or landlords except to deliver what the account asks us to, such as a sign-in code by email for their own portal.

4. How we use it

To provide Estate Ledger: sign staff, tenants and landlords in, store the account's records, and produce its receipts, statements and reports.
To send the messages the service needs, such as sign-in codes, by email. Receipts and reminders are written for you, and you send them from your own phone.
To tell the account holder about the account: its trial, its plan, payments and important changes.
To keep the service secure, prevent abuse, fix problems and make backups.
To answer questions and give support, and to meet legal obligations, such as keeping payment records.

We do not sell personal information, and we do not use an account's records to advertise to it, its tenants, its landlords or anyone else.

Only with the service providers we need to run Estate Ledger, each bound to protect it and use it only for us:

Our hosting provider, where the servers and backups are kept.
Our email provider, which delivers the sign-in codes and other email the service sends.
Our payment provider, to take plan payments by mobile money or card.
Authorities, only when the law requires it.

Some of these providers may process information in other countries. Where they do, we take the steps the Act requires to make sure it is equally protected.

6. How long we keep it

An account's records are kept for as long as it has an account with us, including when a payment is late.
If the account's owner closes it, there is a 30-day period to change your mind; after that every record of that account is deleted. Copies in backups disappear as the backups rotate.
Contact-form messages are kept for as long as we need to answer them and keep a record of the conversation.

7. How we protect it

Every account's records are kept separate, backed up every night, and protected by staff roles, caretakers who see only their buildings, hashed passwords and encrypted connections. Our security page explains how. No system is perfectly secure; if we ever learn of a breach that affects your information, we will tell you and the Personal Data Protection Office as the law requires.

8. Your rights

Under the Data Protection and Privacy Act, 2019 you may:

ask what personal information we hold about you and get a copy;
ask us to correct information that is wrong or incomplete;
ask us to delete it, or to stop or limit using it, where the law allows;
object to direct marketing at any time;
complain to the Personal Data Protection Office if you are not happy with how we handled your request.

If you are a tenant or a landlord of an agency that uses Estate Ledger, please contact that agency first: it decides what is kept about you. For anything else, use our contact page.

9. Cookies

We use only the cookies needed to run the website: one that keeps you signed in, and one that protects forms against forgery. We do not use advertising or tracking cookies.

10. Changes and contact

If we change this policy in a way that matters, we will tell account holders by email or a notice in the web portal before the change takes effect. The date at the top shows when it last changed.

Questions or requests: Phone +256 783 204 665. Or use our contact page.