Privacy Policy

1. About this policy

VistaDomot is operated by Fenniks Digital Solutions Limited, of Ilorin, Kwara State, Nigeria. VistaDomot is a product of Fennik. In this policy, "VistaDomot", "we", "us" and "our" mean Fenniks Digital Solutions Limited, which is the data controller responsible for your personal information.

This policy covers the VistaDomot mobile app, the website at vistadomot.com, and the host dashboard at host.vistadomot.com. It applies to everyone who uses VistaDomot: people booking a serviced apartment or renting a home on a long lease ("renters"), the owners and operators who list homes ("hosts"), and the people a host adds to their team. We handle your personal information in line with the Nigeria Data Protection Act 2023 (the NDPA).

2. Account and sign-in

You can browse homes without an account. To book, message a host, request a viewing or list a property, you need one. You can sign up with an email address and password, or with Google or Apple.

• When you sign in with Google or Apple, we receive the name and email address, and a profile photo from Google, that you allow them to share.
• We store your name, username, email address, phone number if you add one, and profile photo, so you can sign in, so a host knows who they are dealing with, and so we can keep your account secure. You can change these in Settings.
• If you save homes before you have an account, the list is kept on your device and moves to your account when you sign in.

3. Booking a serviced stay

Serviced apartments are booked instantly and never ask for identity documents. When you book one, we record your dates, the number of guests, the price breakdown and your payment.

The host you book with can see your name, email address and phone number, and your booking reference, so they can prepare for you and reach you. When you arrive, the host records your check-in and the flat you have been given, and that is added to your booking.

Door codes. Some partner operators run smart locks on their flats. Where they do, your booking is issued a door code of its own when the payment goes through. It works from your check-in day to your check-out day and stops working afterwards. We keep the code against your booking so the app can show it to you, and the operator's team can see it too, because they run the building. If you booked the same flat on that operator's own website first, the code you already have is carried over rather than a second one being issued.

4. Identity verification (KYC)

A long lease is a real tenancy, so before your first long-lease booking you complete a one-time identity check, in Settings. It is never part of checkout, and serviced stays never ask for it. For this we collect:

• Your ID type (NIN slip, international passport, driver's licence or voter's card), ID number, and the ID's expiry date where it has one.
• A photo or scan of the ID document.
• Your full legal name as shown on the ID, date of birth, phone number, and current residential address.
• A guarantor's full name and phone number. A guarantor vouches for you and pays nothing.

Why we collect it: to confirm your identity for a tenancy, prevent fraud, and prepare the tenancy agreement. Fennik's verification team reviews it once, within two working days, and after that your long-lease bookings go straight through.

Your ID photo is private. ID documents are kept in private storage and are never public. They are seen only by you and by Fennik's verification team, who open them through short-lived secure links.

What the host sees: when you book a long lease, the host can see your legal name, phone number, email address, date of birth, residential address, your guarantor's name and phone number, and that your identity has been verified. The host never sees your ID document or your ID number.

If you give a guarantor's details, you must have that guarantor's permission to share them with us.

We keep your KYC details and ID document while your account is open, and delete them when you delete your account (see section 22).

5. Title verification

Before any home can be booked on VistaDomot, Fennik's legal team checks its title. Section 7 of our Terms explains what that check covers and what it does not. For it, a host gives us:

• The type of title document (for example a Certificate of Occupancy, Governor's Consent, Deed of Assignment, Right of Occupancy, registered survey plan or excision gazette).
• Copies or photos of the title documents.
• The name that appears on the title, which we match against the host's government ID.

Title documents are kept in private storage. Only the host's own team and Fennik's legal team can open them. Renters never see the documents.

What renters see: once a title is verified, the listing shows a verification record: the kind of document checked, its reference number, when the original was sighted, when the owner's identity was confirmed, when the unit was inspected, the inspector's code (never their name), and when the next re-check is due. Hosts are told before they list that the reference number is published this way, because it is what makes the record checkable rather than a badge.

6. Tenancy agreements

For a long lease, the tenancy agreement is prepared from a template written by a lawyer instructed by Fennik, not by the host. It uses your legal name and residential address, your guarantor's details, the rent, the term and the other terms of the let, and the host's legal name and address.

The agreement is witnessed. Fennik's lawyer witnesses it by default; a landlord whose own solicitor already acts for the building can name them instead, and that solicitor's name and details then appear on your agreement. A landlord may also add their own clauses to the template. The witness and those clauses are copied onto your booking the moment you sign, so the document you agreed to is the document that is kept, whatever the landlord changes later.

You sign in the app and your signed copy is kept in your account, where you can read or save it at any time.

7. Homes that already have tenants

An owner who lists a property somebody is already living in does not have to pretend the tenancy is new. The landlord writes down the tenancy that exists: which flat, when it started, how long it runs, the rent, and the tenant's name and phone number. That gives the tenancy a reference, which the landlord gives to the tenant as a one-time code.

When you type that code into the app, the tenancy becomes yours. Your account is linked to it, the flat stops showing as free, your renewal reminders run over its last week, and you can report a repair through the app instead of a phone call nobody can later prove happened.

Each code works once, and the first account to use it is the one the tenancy is linked to, so keep yours private. No money is recorded against a tenancy like this, because none of it came through us, and the agreement you signed with your landlord is still your own.

8. Ratings and reviews

Only somebody who has actually booked a home can rate it. A rating is one to five stars, with an optional comment of up to 500 characters, and a serviced guest can leave one after the stay is over, which is when they know.

A review is public. Your rating, your comment and the name on your profile are shown on that home's listing to anybody who can see it, including people without an account. The home's average rating and the number of ratings are shown on its card. If you would rather not be named, change the name on your profile before you post. You can replace your own review at any time, and only one review per person counts for each home.

9. Messages and the Desk

The Desk is where you talk to hosts and get things sorted.

• Direct messages: every booking or enquiry opens a private thread between you and the host. There is no agent in between, so this is how the two of you talk. Messages in a thread are visible to you and to the people on that host's team.
• Report an issue: maintenance and facility requests, with the property, what is wrong, how urgent it is, your description and any photos you add. A request goes to the host first and, if nobody answers within 24 hours, to us as well. Your host can ask when you are around for a repair, and the times you give back are stored on the issue so a technician does not turn up to a locked door. Every step is timestamped.
• Courtyard and Sport: group channels for the residents of the same building or estate. Only verified residents can see them, and messages are visible to that channel's members. Serviced guests staying less than a week are not added to channels. You can report messages and block people; reports, blocks and any temporary bans are recorded, and somebody you have blocked cannot reach your screen or send you a notification.
• Viewings: the times you ask for, any note you add, and the host's reply.
• Help and support: messages you send to our support team, with your name, email address and any booking reference attached, so we can help without asking you to repeat yourself.
• Saved homes and preferences: the homes you save, the homes you follow while they are being checked, and your notification settings.

Your name and profile photo are visible to hosts you contact and to members of any channel you are in.

What VistaDomot staff can read. When an issue is reported or a dispute is raised, our team can read that issue and its trail, because that is how we help settle it. We do not read the direct messages between you and your host, and we do not read the Courtyard or Sport channels. If a message in a channel is reported to us, we see the message that was reported and nothing else around it.

10. Location

If you allow it, the app uses your device's location to show you homes near you and how far away they are. Your location is never sent to our servers and is never stored by us. It is used on your device, to sort what you see, and nowhere else. You can always type a city or area instead, and we never share your location with a host.

This is separate from a property's own location. A host placing a listing on the map sets a pin for the property, and that pin is part of the listing: it is public, because somebody deciding whether to view a place needs to know where it is.

11. Hosts and operators

If you list on VistaDomot, we collect:

• Your work email address, and the name, email address and role (owner or manager) of anyone you add to your team.
• Whether you are an individual or a company, the name renters see, and the legal name that goes on tenancy agreements.
• Your listings: address, map pin, description, photos (including a photo for each amenity you list), a walkthrough video if you upload one, prices, fees, availability, and whether you offer viewings.
• A link to a 360 or 3D tour, if you have one made. We store the link only. The tour itself is hosted by whoever made it, such as Kuula, Matterport or CloudPano, and opening it takes the viewer to that provider, under that provider's own privacy policy.
• Payout bank details. Paystack confirms the account name with your bank, and we share your bank and account number with Paystack to set up the account your money settles into. We keep the bank name, the confirmed account name and the last four digits; the full account number is held by Paystack. The same applies to any further accounts you set up to divide a payment, such as one for deposits or one for a facility manager.
• Requests you make to go online or offline, to change your bank account or add a payout destination, or to change your display name or legal name, together with the reason you give.
• Check-in records, and the tenancies you write down for people already living in your property.
• For a partner operator running smart locks, the lock's device identifier for each flat. This is kept in a table only your own team and Fennik can read, and is never part of a public listing.

Your display name, your legal name, your ratings, and your live listings, including their address, photos and prices, are public so renters can find and judge them. Your bank details, your lock device identifiers, and the reason for any offline request are never public.

12. Payments

Payments are processed by Paystack. VistaDomot never sees or stores your card details.

When you pay, the money is divided at the moment it settles, by Paystack, rather than landing in one place and being moved by hand afterwards:

• The rent, and the cleaning fee on a serviced stay, settle into the host's bank account.
• A caution deposit settles into whichever account the host keeps deposits in, and is returned by the host.
• On a long lease, the share of the legal and agreement fee that belongs to the lawyer who writes your agreement settles into the lawyer's own account directly, without passing through ours.
• VistaDomot keeps its booking fee, and the rest of the legal and agreement fee.
• A host can also divide their own money further, for example sending the estate service charge to whoever runs the generator, or a share to a co-owner. Those destinations are the host's own and are approved by Fennik before they go live.

We receive confirmation of each payment and keep records such as the amount, the reference, the price breakdown and the receipt.

13. Technical information

The VistaDomot app and website do not use analytics, advertising or crash-reporting tools. The technical information we handle is:

• In-app notifications about your bookings, viewings, identity check and messages, stored with your account.
• Push notifications. If you allow them, we store a notification token for each device you signed in on, and the platform it runs (iOS or Android), so we can send you a push when a booking, a payment, a viewing, a message, an issue or an identity check moves, and when a stay or tenancy is coming to an end. Tokens are sent to Expo, which delivers the notification to Apple or Google on our behalf. If a host turns on notifications for the dashboard in their browser, we store a browser push subscription for the same purpose. You can mute any category, or all of them, in Settings, and we store those choices.
• Technical logs kept by our hosting and infrastructure providers for security and reliability.

14. How we use your information

We use your information to:

• Create and secure your account and sign you in.
• Show you homes, process your booking, verify your identity where a long lease needs it, prepare and witness tenancy agreements, issue your door code where a flat has a smart lock, and issue your receipt.
• Check a property's title and publish the verification record before it can be booked.
• Link a tenancy you already have to your account when a home you live in is listed.
• Let your host confirm and manage your stay or tenancy, check you in, and answer your messages and issues.
• Show ratings and reviews on a listing.
• Run the Desk: messages, issue reports, channels and viewings, and send you updates about them.
• Take payments and settle them to hosts, to a lawyer, and to the other destinations a host has set up.
• Keep VistaDomot secure, prevent fraud and double-letting, handle disputes, and meet our legal obligations.

15. Legal bases for processing

Under the NDPA, we rely on these legal bases:

• Performance of a contract: to give you the booking, tenancy and listing services you signed up for.
• Consent: where you agree to something specific, such as location access or push notifications. You can withdraw consent at any time.
• Legal obligation: to keep the records the law requires and to comply with the NDPA.
• Legitimate interests: to keep VistaDomot secure, verify titles, prevent fraud and double-letting, and run the service well, in a way that does not override your rights.

16. Who we share it with

We do not sell your personal information. We share it only where it is needed to run the service, with parties that receive only what they need:

• The host you book with: the booking and the details described in sections 3 and 4, so they can confirm and manage your stay or tenancy.
• The lawyer who prepares tenancy agreements, and the witness on your agreement: the details in section 6, on long leases only.
• Paystack: payment processing, and settling payments to hosts, to the lawyer and to a host's other payout destinations.
• Supabase: database, authentication and file storage.
• Vercel: hosting for the website, the host dashboard and our internal console.
• Resend: account emails, such as confirmation and password reset.
• Expo, Apple and Google: delivering push notifications to your device.
• Google and Apple: sign-in, when you choose them.
• A tour provider such as Kuula, Matterport or CloudPano: only if you open a 360 or 3D tour from a listing, which takes you to their site.
• Other renters and the public: your name, photo and messages in the Courtyard and Sport channels you are part of, and your name and comment on any review you leave.
• Authorities: where the law requires it.

17. Where your data is stored

Our database and file storage are hosted in Western Europe. Because our providers operate globally, your data may be processed on servers outside Nigeria. Wherever your data is handled, we take steps to keep it protected and to make sure any transfer happens with appropriate safeguards in place.

18. How long we keep it

• Account and profile: while your account is open.
• KYC details and ID documents: while your account is open. When you delete your account these are removed from storage first, and gone within 7 days.
• Title documents: while the listing or the host account is active, and for seven years afterwards, which is the period Nigerian tax and company law requires records of a transaction to be kept.
• Messages, issue reports, reviews and viewings: while your account is open.
• Booking, payment and receipt records: for seven years, as Nigerian tax and accounting law requires, even after your account is deleted, with your name and personal details removed.
• Signed tenancy agreements: for the length of the tenancy and for seven years afterwards.

Everything we delete is gone from our live systems immediately and from our routine backups within 7 days.

19. Security

We take reasonable steps to protect your information. In particular:

• Data is encrypted in transit.
• Access to each person's data is restricted at the database level, not only in the app.
• ID documents and title documents are stored privately and opened only through short-lived links.
• Lock device identifiers are held apart from the public listing tables.
• Changing where a host's money goes needs a request, a reason and a person at VistaDomot to approve it.

No online service can be completely secure, so please help by keeping your login details private.

20. Your rights under the NDPA

Under the Nigeria Data Protection Act 2023, you have the right to:

• Access the personal information we hold about you.
• Correct information that is wrong or out of date.
• Delete your information, where we are not required to keep it.
• Object to, or ask us to restrict, how we process your information.
• Withdraw any consent you have given.
• Lodge a complaint with the Nigeria Data Protection Commission (NDPC).

To exercise any of these, email us at hello@vistadomot.com. We may need to verify your identity first, and we will respond within the time the law allows.

21. Data breaches

If a personal data breach happens, we will notify the Nigeria Data Protection Commission (NDPC) and the affected users as the NDPA requires.

22. Deleting your account

You can delete your account in the app under Settings, then Account settings, then Delete account, or ask us to delete it by emailing hello@vistadomot.com from the address on your account. How to delete your account sets out both routes in full.

What is deleted: your profile, username and photo; your identity verification (KYC) details and ID document; your viewings; your message threads and the messages in them; your reviews; your saved homes, blocks and notifications; and anything you sent to our support team. It is gone from our live systems at once and from our backups within 7 days.

What is kept: records of past bookings and payments, with your name and personal details removed, because the host needs an accurate record of who occupied a home and what was paid, and Nigerian law requires financial records to be kept.

You cannot delete your account while you hold a paid or active stay or tenancy, or while a payment is still being resolved, and people on a host's team cannot delete their account from the app while they are on it.

23. Minimum age

You must be at least 18 to use VistaDomot. If you believe someone under 18 has given us personal information, contact us and we will take appropriate steps.

24. Cookies and similar technologies

The VistaDomot website does not use cookies to track you or to advertise to you. The host dashboard uses only essential cookies, the ones that keep you signed in. The VistaDomot app uses storage on your device to keep you signed in and to remember your preferences, such as whether you allowed location and the homes you saved before signing in.

25. Changes to this policy

We may update this policy from time to time. If we make a significant change, we will do our best to let you know, and we will always update the date at the top.

26. Contact us

Questions about your privacy, or want to make a request? Reach us at hello@vistadomot.com, at support@vistadomot.com, or through Help and support in the app.