Policies | HousingHub

👨‍🏠

Tenant Responsibilities

Timely payment of rent and utilities as agreed in the lease
Maintaining property cleanliness, hygiene, and safety at all times
Reporting maintenance issues promptly through the HousingHub platform
Respecting neighbours, building rules, and community standards
Not making unauthorized alterations, modifications, or damage to the property
Giving proper notice before vacating as specified in the lease agreement
Allowing authorized property inspections with reasonable notice

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Property Owner & Broker Responsibilities

Providing accurate, truthful property listings with no misleading information
Ensuring all properties meet safety, health, and legal housing standards
Responding promptly to tenant inquiries, applications, and maintenance requests
Respecting tenant privacy and providing proper notice before property visits
Following fair housing practices without discrimination of any kind
Maintaining clear lease agreements with transparent and honest rental terms
Keeping proper records of payments, contracts, and tenant communications
Brokers must act professionally and avoid unauthorized fees or fraudulent activity

🔍

Property Inspection Rules

All property inspections must be scheduled and agreed upon with tenants in advance
Owners and brokers must provide at least 24–48 hours notice before any visit
Emergency inspections are only permitted when urgent safety or structural risks exist
Inspections must respect tenant privacy and cause minimal disruption to daily life
Inspection findings, reports, and photos must be recorded and shared via HousingHub
Tenants may report improper, unannounced, or harassing inspections to HousingHub support
Move-in and move-out inspection checklists must be completed and signed by both parties

📋

Tenancy & Rent Agreement Policy

A user becomes an official tenant only after a successful and verified payment on HousingHub
Tenancy records are created automatically in the system upon payment confirmation
Each tenancy is linked to a specific property, payment reference, and action (rent/buy/lease)
Active tenants have access to their lease, payment history, and maintenance portal
Tenancy status may be set to active, expired, or terminated by the landlord or admin
Tenants must be formally offboarded when vacating, with all outstanding balances cleared
Sub-letting or transferring tenancy without landlord approval is strictly prohibited

👔

Employment & Staff Conduct Policies

All HousingHub staff must maintain professionalism when dealing with tenants and property owners
Employees must protect tenant and landlord data and honour all confidentiality agreements
Staff must provide timely, accurate, and respectful support to all platform users
Unethical behaviour, corruption, bribery, or harassment is strictly prohibited and actionable
All employees must follow company procedures for complaints and dispute resolution
System administrators must ensure platform security and enforce proper access control
Staff are expected to communicate openly, respectfully, and transparently at all times

⚖️

Termination & Staff Discipline Procedures

All HousingHub staff must comply with professional, ethical, and legal standards
Policy violations may result in formal warnings, suspension, or contract termination
Serious misconduct such as fraud, harassment, or data misuse leads to immediate dismissal
Every employee has the right to a fair and documented investigation before any disciplinary action
Repeated negligence, poor performance, or customer complaints may result in contract termination
All disciplinary actions are formally documented and reviewed by senior management
Departing staff must return all company credentials, devices, and access rights immediately

💲

Payment & Fees

Rent is due on the first day of each month unless otherwise specified in the lease
Late payments may incur penalty fees as clearly outlined in the signed lease agreement
Security deposits are fully refundable upon lease completion subject to satisfactory inspection
Utility bills (water, electricity, internet) are the tenant’s responsibility unless stated otherwise
All payment receipts are issued and stored digitally through the HousingHub platform
Payments may be made via MTN MoMo, Airtel Money, debit/credit card, or bank transfer
Disputes on payments must be raised within 7 days of the transaction for review

🔧

Maintenance & Repairs

All maintenance requests must be submitted through the HousingHub maintenance portal
Emergency repairs such as electrical faults and burst pipes will be prioritised and addressed within 24 hours
Non-emergency requests will be scheduled within 72 hours based on technician availability
Tenants are responsible for minor upkeep and must report damages promptly to avoid escalation
Property managers must document all repair progress, costs, and completion status on the platform
Repairs caused by tenant negligence or misuse may be charged to the tenant’s account
Tenants can track the live status of their maintenance requests from their dashboard

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Privacy & Data Protection

All tenant, landlord, and broker information is securely stored using encryption
Personal data is only shared with authorised personnel or when required by law
HousingHub fully complies with local and applicable data protection regulations
Tenant documents, lease agreements, and payment records are kept strictly confidential
Access logs and audit trails are maintained for security and accountability purposes
Users may request deletion or amendment of their personal data by contacting support
HousingHub will never sell or share user data with third parties for commercial purposes

⚖️

Legal & Compliance

All lease agreements and property contracts comply with Ugandan housing and tenancy laws
Evictions are only carried out following proper legal procedures and adequate notice periods
Security deposit handling adheres strictly to local housing and financial regulations
Non-compliance with platform rules may result in account suspension or legal referral
HousingHub reserves the right to remove listings or accounts that violate legal standards
Disputes that cannot be resolved on the platform may be referred to relevant Ugandan authorities

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Feedback & Complaint Handling

Tenants, landlords, and brokers may submit complaints anonymously or with identification
All complaints are logged, tracked, and followed up until full resolution
Response times and follow-ups are actively monitored through the HousingHub platform
Feedback surveys are issued regularly to all users to improve platform quality and service
Management will communicate all resolutions transparently to the parties involved
Unresolved or escalated complaints may be reviewed by senior HousingHub management
Malicious, false, or abusive complaints may result in account review or suspension

HOUSING HUB

HousingHub Policies

Tenant Responsibilities

Property Owner & Broker Responsibilities

Property Inspection Rules

Tenancy & Rent Agreement Policy

Employment & Staff Conduct Policies

Termination & Staff Discipline Procedures

Payment & Fees

Maintenance & Repairs

Privacy & Data Protection

Legal & Compliance

Feedback & Complaint Handling

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