Privacy policy

1. Who we are

Estate Manager (myestate.site) is a multi-estate platform for governance, revenue assurance and property administration. Each estate that uses the platform is the data controller for the personal data in its own workspace. Estate Manager acts as the data processor, hosting and operating the platform on each estate's instructions. This policy explains what is collected, why, who it is shared with, how long it is kept and the rights you have — in line with the Nigeria Data Protection Act 2023 and the Nigeria Data Protection Regulation.

2. Personal data we collect

Depending on your relationship with an estate on the platform, we may hold:

• Identity and contact data — full name, email address, phone number, and a passport photograph where you or a visitor you register provide one.
• Account data — your sign-in email, authentication identifiers from Google if you choose Google sign-in, role and permissions, and your acceptance of our terms.
• Property and occupancy data — the plots you own or occupy, your capacity (owner, occupier, corporate liable party), tenancy periods and family members you register.
• Financial data — invoices raised against your property, payments, receipts, credit notes, payment plans, arrears, disputes, proof-of-payment documents you upload and payment references returned by our payment processor. We do not store your card details.
• Operational and security data — service requests, work orders, visitor invitations and their purpose, gate entry and exit records, access-card and PIN identifiers, staff attendance clock-ins and clock-outs.
• Technical data — device and browser information, and records generated when you use the platform offline that are synchronised when your device reconnects.
• Audit data — a record of significant actions taken on the platform, including who took them and when.

3. Where the data comes from

Most data comes directly from you when you register, sign in, update your account, raise a request, invite a visitor or make a payment. Some comes from your estate office when it creates or updates property and party records, from another resident who registers you as a family member, from gate officers who record movements, and from our payment processor when it confirms a transaction.

4. Why we use it and our lawful basis

Personal data is processed only where there is a lawful basis to do so:

• Performance of obligations to members — maintaining the property register, raising and explaining invoices, recording payments and receipts, operating the resident portal and handling disputes.
• Legitimate interests of the estate — revenue assurance and debt recovery, estate security and access control, facility maintenance, governance record-keeping and preventing fraud or misuse of the platform.
• Legal obligation — keeping accurate financial and accounting records and responding to lawful requests from authorities.
• Consent — optional features such as uploading a photograph or opting into non-essential messages. You may withdraw consent at any time without affecting processing already carried out.

5. Communications

Estates send service communications — invoices, receipts, payment reminders, demand letters, announcements, account and security notices — by email and in-app notification. These are part of the service and are not marketing. We do not sell your contact details or use them for third-party advertising.

6. Who we share it with

Personal data is shared only where necessary, and only with:

• Your estate's officers and staff, on a role-scoped basis — staff see the operational records their role requires, residents see their own properties and accounts, and family members see only the limited features their sponsor has enabled.
• Our payment processor, to initiate and confirm card payments and to reconcile bank transfers.
• Our hosting, database and email providers, who process data on our instructions under confidentiality obligations.
• Professional advisers, including solicitors and auditors, where debt recovery, a dispute or an audit requires it.
• Law enforcement or regulators, where we are legally required to disclose.

One estate can never see another estate's data. Platform support access to an estate's workspace is exceptional, time-bound and recorded in an audit log. Some providers operate servers outside Nigeria; where personal data is transferred abroad, we rely on providers that offer an adequate level of protection and contractual safeguards.

7. How long we keep it

Financial records — invoices, receipts, credit notes and recovery records — are retained for at least seven years to meet accounting and audit obligations. Property and party records are retained for as long as the plot relationship exists and for a reasonable period afterwards so historical liability can be evidenced. Gate movement records, visitor logs and attendance records are retained for up to twenty-four months. Audit logs are retained for the life of the platform. Account data is deleted or anonymised when your relationship with the estate ends, except where a longer retention period is required above.

8. How we protect it

Access is controlled by individual accounts, roles and database-level permissions, so each person can reach only the records their role allows, and each estate's workspace is isolated from every other estate. Data is transmitted over encrypted connections and held with reputable hosting providers. Significant actions are written to an audit log. Where data is temporarily held on a gate device to allow offline operation, it is limited to what the gate needs and is cleared on sign-out. No system is completely secure; you must keep your sign-in credentials confidential and tell your estate office immediately if you suspect your account has been misused.

9. Your rights

Subject to law, you may:

• Ask for a copy of the personal data held about you.
• Ask for data that is inaccurate or incomplete to be corrected.
• Ask for data to be deleted where there is no longer a lawful reason to keep it.
• Object to, or ask for restriction of, processing based on legitimate interests.
• Withdraw consent where processing is based on consent.
• Ask for your data in a portable, machine-readable format.
• Complain to the Nigeria Data Protection Commission if you believe your data has been handled unlawfully.

Requests about your estate records should go to your estate office in the first instance; platform-level requests can be made to the contact address below. We will respond within thirty days. Note that records required to be kept, such as invoices and receipts, cannot be deleted while a financial obligation or retention period subsists.

10. Children

The platform is intended for adults. Where a resident registers a family member under eighteen, the registering adult is responsible for that entry and must limit it to the information the estate needs for access and security.

11. Cookies and local storage

We use cookies and browser storage that are strictly necessary to keep you signed in, remember your acceptance of our terms and allow the gate console and portal to work offline. We do not use advertising or third-party tracking cookies.

12. Changes to this policy

We may update this policy as the platform or the law changes. The date at the top of this page shows when it was last revised, and material changes will be announced through the platform.

13. Contact us

For any question about this policy, or to exercise any of the rights above, contact us:

Estate Manager — myestate.site
privacy@myestate.site