Betterfix Management ("we", "us") respects your privacy. This policy explains how we handle personal data when you use this website, contact us, or when we provide workforce management services to our clients. We process personal data in line with the Data Protection Act, 2019 (Kenya) and the regulations made under it.
1. Who we are
Betterfix Management is based in Kitale, Kenya. You can contact us about privacy at [email protected] or +254 720 211155. [If registered: we are registered with the Office of the Data Protection Commissioner (ODPC) under registration number [NUMBER].]
2. Our two roles
- Data controller for information you give us directly, for example when you send an enquiry, call or message us.
- Data processor for our clients' employee data. When we run attendance, timesheets, HR cases or payroll for an employer, that employer is the data controller. We process their employees' data only on their documented instructions, under a written agreement.
3. What we collect
Website enquiries
Your name, company, phone number, email address, number of employees, industry and your message. Please don't send workers' identity documents, bank details or other sensitive information through the website form.
Client employee data (as a processor)
Depending on the services, this may include names, ID and staff numbers, contact details, attendance and shift records, timesheets, disciplinary records, pay rates, bank or mobile money details, and statutory numbers (KRA PIN, NSSF and SHA/SHIF numbers).
Technical data
Our hosting provider may log basic technical information such as IP address and browser type to keep the website secure. [Update this if you add analytics or cookies.]
4. Why we use it and our lawful basis
- To respond to your enquiry and prepare a proposal (your consent and our legitimate interest in responding).
- To deliver services under a contract with our clients (performance of a contract).
- To meet legal obligations, including tax, statutory deductions and employment record-keeping (legal obligation).
5. Sharing
We don't sell personal data. We share it only where needed to provide the services or meet the law, for example with the client employer, banks and mobile money providers for wage payments, KRA, NSSF and the Social Health Authority for statutory deductions, and our IT and hosting providers under confidentiality obligations.
6. Transfers outside Kenya
Some of our service providers (such as email or website hosting) may store data outside Kenya. Where this happens we take steps to make sure the data is adequately protected, as required by the Act. [List providers and locations if known.]
7. How long we keep data
We keep enquiry data for up to [12 months] if no engagement follows. We keep client employee records for as long as our client instructs and the law requires (for example, payroll and tax records), then return or securely delete them.
8. Security
We use access controls, limit access to staff who need it for their work, and protect records against loss, misuse and unauthorised access. [Add specifics, e.g. encrypted storage, password policies.]
9. Your rights
Under the Data Protection Act, 2019 you have the right to be informed about how your data is used, to access it, to object to processing, and to ask for incorrect data to be corrected or for data to be deleted. If you are an employee of one of our clients, please contact your employer first; we will help them respond.
To exercise your rights, contact us at [email protected]. If you are not satisfied with our response, you can complain to the Office of the Data Protection Commissioner (odpc.go.ke).
10. Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed.