Clarease Pro

Terms of Service

Effective Date: October 10, 2025

Welcome to Clarease Pro ("we", "our", or "us"). These Terms of Service ("Terms") govern your access to and use of the Clarease Pro property management system and related services available at https://clarease.pro/ (the "Service"). By accessing or using the Service you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. About Clarease Pro

Clarease Pro is an online Property Management System designed to help landlords and property agents manage tenant communication, invoicing, and payments. Users include landlords, property managers, agents, and tenants.

2. Eligibility

You must be at least 18 years old and capable of forming a binding contract to use this Service. By using Clarease Pro you represent that all registration and account information you provide is accurate and complete.

3. Account Registration

To use certain features you may need to create an account. You agree to:

• Provide accurate and complete information during registration;
• Keep your login credentials secure;
• Notify us immediately if you suspect unauthorized access to your account(s).

You are responsible for all activities that occur under your account(s).

4. Use of the Service

You agree to use the Service only for lawful property-management purposes. You must not:

• Use the Service for unlawful, fraudulent, or misleading activity;
• Attempt to gain unauthorized access to any part of the Service;
• Send spam or unsolicited messages outside the intended property communication features;
• Interfere with the Service’s operation or security.

5. Communication Features

The Service facilitates automated communication between landlords (or agents) and tenants, including:

• Bulk invoicing and automated receipt delivery;
• Property announcements and notifications;
• On-demand account statements.

All communication is conducted using email addresses and phone numbers (for SMS) provided during the KYC (Know Your Customer) onboarding process. When a tenant vacates a property and clears their balance, their email addresses and phone numbers will be set to inactive and will not be used for future communication.

6. Data and Privacy

We collect and process personal data (for example: names, emails, and property-related information) to provide the Service. Your use of Clarease Pro is also governed by our Privacy Policy.

7. Intellectual Property

All content, software, features, and materials within the Clarease Pro platform are owned by or licensed to the platform owner. You may not copy, modify, distribute, or create derivative works without written permission.

8. Service Availability and Changes

We strive to maintain reliable, secure service. However:

• The Service may be modified, updated, or discontinued at any time without prior notice;
• We are not responsible for interruptions, delays, or data loss due to factors beyond our control (hosting downtime, network outages, third-party services).

9. Fees and Payments

Certain features may be offered on a paid or subscription basis. Applicable fees, payment terms, and refund policies will be clearly displayed during signup or upgrade processes.

10. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties, express or implied. We do not guarantee the Service will be uninterrupted, error-free, or secure at all times.

11. Limitation of Liability

To the fullest extent permitted by law:

• Clarease Pro and its owner are not liable for indirect, incidental, special, or consequential damages arising from your use of the Service;
• Our total liability for any claim shall not exceed the amount you paid (if any) in the 12 months preceding the claim.

12. Termination

We may suspend or terminate access to the Service at our discretion, including for violations of these Terms. Upon termination your right to use the Service ceases immediately; sections related to liability, intellectual property, and governing law survive termination.

13. Governing Law

These Terms shall be governed by and construed under the laws of Kenya, without regard to conflict of law principles.

14. Contact

For questions about these Terms, contact:

Clarease Pro
Attn: Legal / Terms of Service
Email: info@clarease.pro
Phone: +254 723 29 49 88
Website: https://clarease.pro/

Privacy Policy

Effective Date: October 10, 2025

Welcome to Clarease Pro ("we","our","us"). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website and property management system at https://clarease.pro/ (the "Service"). By using Clarease Pro you agree to this Privacy Policy.

1. Information We Collect

We collect information necessary to provide and improve our services. This includes:

a. Account Information

Name, email addresses, phone numbers, and other contact details provided during registration and onboarding; landlord, agent, and tenant identification details as part of KYC.

b. Property and Transaction Data

Property identifiers, tenant and landlord account records, invoices, payment receipts, and statement histories.

c. Communication Data

Messages, notifications, announcements sent through the system and tenant responses or delivery confirmations (if applicable).

d. Technical Information

IP addresses, browser agents, usage logs and other telemetry to improve performance and security.

We do not collect sensitive financial information (such as full credit card numbers) directly unless integrated through a third-party payment processor; any such data is handled by the payment provider.

2. How We Use Your Information

We use data only for purposes directly related to property management, including:

• Sending invoices, receipts, and account statements;
• Sending property-related announcements (e.g., maintenance notices);
• Managing user accounts and access control;
• Responding to support requests and improving the Service;
• Complying with legal and regulatory obligations.

We do not sell, rent, or trade user information to third parties.

3. Email Communication

Clarease Pro automates several types of emails:

• Invoices: Sent in bulk toward the end of each month;
• Receipts: Sent automatically after payment records are entered;
• Announcements: Sent occasionally for important updates;
• Account Statements: Sent on tenant request.

When a tenant moves out and clears their balance, their email address is removed from future mailing lists.

4. SMS Communication

Clarease Pro also provides SMS communication for:

• Account Balance Notifications: Sent to inform tenants of their current account status;
• Debt Reminders: Sent to tenants with outstanding balances to encourage timely payment;
• Property Announcements: Sent for urgent property-related updates and notifications.

SMS communication uses phone numbers provided during the KYC onboarding process. When a tenant vacates a property and clears their balance, their phone numbers will be set to inactive and will not be used for future SMS communication.

5. Legal Basis for Processing (for reference)

If you are in a jurisdiction with data protection laws (such as the GDPR), our processing is based on:

• Performance of a contract (property management services);
• Compliance with legal obligations;
• Legitimate interests (system operation and communication);
• Consent, where explicitly requested (optional notifications).

6. Data Retention

We retain personal and transaction data only as long as necessary to provide the Service, comply with legal requirements, resolve disputes, and enforce our agreements. When data is no longer required it will be securely deleted or anonymized.

7. Data Security

We use reasonable technical and organizational measures to protect your information, including secure server infrastructure, encrypted data transmission (HTTPS), and access controls. However, no online service can guarantee absolute security.

8. Sharing of Information

We may share limited data in the following situations:

• Service providers: third parties who help operate the Service (e.g., hosting, email delivery, payment processors);
• Legal requests: in response to lawful requests by public authorities, courts, or regulators;
• Protection: to protect rights, property, or safety, or to investigate fraud or security threats.

All service providers are contractually bound to maintain confidentiality and protect data.

9. Cookies and Analytics

We may use cookies and similar technologies to keep you logged in, measure usage, and improve performance. You may control cookies via browser settings, though blocking cookies may affect functionality.

10. Your Rights

Depending on your location you may have rights to access, correct, or delete your personal data, to restrict or object to processing, and to withdraw consent where applicable. To exercise your rights contact us using the details below.

11. Third-Party Links

Our site may contain links to third-party sites or services. We are not responsible for the privacy practices or content of those sites. Review their policies before providing personal information.

12. Updates to This Policy

We may update this Privacy Policy occasionally. We will post the revised policy on this page with a new effective date. Continued use after changes constitutes acceptance of the updated policy.

13. Contact

Clarease Pro
Attn: Data Protection / Privacy
Email: info@clarease.pro
Phone: +254 723 29 49 88
Website: https://clarease.pro/