Privacy Policy

Last updated: June 16, 2026

EasyBill is a business operations platform from Saharasoft Solutions LTD. The app supports water billing, rent and property management, short-stay operations, visitor management, field work, documents, payments, messaging, reporting, and team administration.

This policy explains what data the platform processes, why it is used, and how organizations and users can request support, export, or deletion.

Who This Policy Covers

This policy applies to:

• Company owners and administrators who configure and manage an EasyBill company.
• Staff users who use the dashboard or mobile app for office, billing, property, short-stay, visitor, or field work.
• Customers, tenants, guests, visitors, and contacts whose information is entered by an organization using EasyBill.

Most information in EasyBill is controlled by the organization that created or imported it. If you are a customer, tenant, guest, or visitor, contact the organization that manages your account first. You can also contact Saharasoft support for help routing a request.

Data We Process

Depending on the modules your organization uses, EasyBill may process:

• Account and login data: names, email addresses, phone numbers, authentication identifiers, staff profiles, roles, and permissions.
• Company data: company profile, contacts, branches, departments, billing configuration, pricing rules, plans, and operational settings.
• Water billing data: customers, accounts, meters, meter readings, bills, tariffs, payments, disconnections, routes, regions, meter photos, and field notes.
• Property and rent data: properties, units, tenants, leases, deposits, charges, invoices, receipts, complaints, inspections, documents, and maintenance records.
• Short-stay data: bookings, calendars, guests, channels, unit readiness, supplies, operations tasks, audits, analytics, and related images or notes.
• Visitor and work order data: visitor logs, host details, check-in records, ID or visitor photos where enabled, maintenance requests, evidence, and task updates.
• Financial and payment records: invoices, bills, payments, balances, deposits, expenses, statements, reconciliations, and payment references.
• Messaging data: SMS, email, and push notification recipients, message content, delivery logs, templates, and campaign records when the messaging module is used.
• Documents and media: uploaded documents, contracts, IDs, inspection media, task evidence, meter reading images, company logos, and exported files.
• Location data: meter and property locations, field map/navigation use, and geotagged field evidence where enabled.
• Device and diagnostic data: app version, platform, device details, session information, errors, and audit logs used for security, support, and troubleshooting.

How We Use Data

We use data to:

• Provide the app’s core water billing, rent/property, short-stay, visitor, and field operations features.
• Authenticate users and enforce company roles and permissions.
• Generate bills, invoices, receipts, reports, statements, reminders, and operational dashboards.
• Upload, store, preview, and manage documents and images.
• Show maps, open navigation, and record field evidence when a user chooses a location-enabled workflow.
• Send service messages, billing reminders, notifications, and support responses.
• Investigate errors, protect accounts, prevent misuse, and maintain audit trails.
• Improve reliability, usability, and support processes.

We do not sell personal data. We do not use mobile app data for third-party advertising tracking.

Permissions Used By The Mobile App

The mobile app requests permissions only when needed by a workflow:

• Camera: capture meter readings, IDs, tenant documents, visitor photos, task evidence, or inspection images.
• Photos and files: upload or save meter readings, tenant documents, guest records, visitor photos, task evidence, inspection images, contracts, and exports.
• Location: while the app is open, show meter/property maps, open navigation, and geotag field evidence. The app does not request background location.
• Notifications: send operational alerts, reminders, and status updates when enabled.

Sharing And Service Providers

EasyBill may share data only as needed to operate the service:

• With the organization that owns or administers the EasyBill company.
• With authorized staff users according to their assigned permissions.
• With infrastructure, storage, messaging, analytics, authentication, payment, and support providers that help operate the platform.
• With regulators, courts, or law enforcement only where required by law or necessary to protect rights, safety, or service integrity.

Third-party services may include cloud hosting, file storage, SMS/email providers, payment processors, map providers, authentication services, diagnostics tools, and customer support tools.

Security

We use technical and organizational controls designed to protect data, including encrypted transport, access controls, company-level authorization, audit logs, backup processes, and restricted administrative access.

No system is perfectly secure. Organizations should keep staff accounts current, remove users who no longer need access, and use strong passwords or supported authentication methods.

Retention

Data is retained while an organization uses EasyBill and as needed for business records, audit requirements, dispute handling, backups, legal obligations, and service continuity.

Organizations may request exports or deletion. Some records may need to be retained where required by law, accounting rules, payment disputes, fraud prevention, or security investigations.

Your Choices And Requests

Depending on your role and the organization controlling the data, you can request:

• Access to your data.
• Correction of inaccurate data.
• Export of company records.
• Deletion or deactivation of records where legally and operationally allowed.
• Help with permissions, account access, or privacy questions.

Contact the organization that manages your records, or contact Saharasoft support at:

• Email: support@easybiller.com
• Phone: +254 721 137 000

Children’s Data

EasyBill is a business operations app and is not intended for children. Organizations should not create staff accounts for children or enter child data unless they have a lawful business reason and proper authority to do so.

Changes To This Policy

We may update this policy as the product, legal requirements, or service providers change. The latest version will be published at this page with an updated date.