1. Introduction
Selo Systems ("Selo Systems", "we", "us", or "our") provides software development, networking, CCTV installation, web hosting, and IT consultancy services from Eldoret, Kenya, and operates the website selosystems.co.ke. This Privacy Policy explains how we collect, use, disclose, and protect personal data belonging to our clients, prospective clients, website visitors, and end users of systems we host or build, in accordance with the Kenya Data Protection Act, 2019, and its subsidiary regulations.
By using our website, engaging our Services, or providing us with your personal data, you acknowledge that this Policy applies to that processing.
2. Information We Collect
Depending on how you interact with us, we may collect the following categories of personal data:
- Contact details: name, phone number, email address, physical or business address
- Business information: company name, role, and details relevant to a quotation or project (e.g. site address for networking or CCTV work)
- Account and technical data: usernames, hashed passwords, IP addresses, device and browser information, and system logs generated through hosting, network, or hotspot services we manage
- Payment information: billing details and transaction records (Selo Systems does not store full payment card or M-Pesa PIN details; these are processed by our licensed payment providers)
- CCTV and site data: where we install or maintain CCTV systems, we may have incidental access to footage or site layouts for configuration and support purposes only, and do not access or use footage content beyond what is necessary for the technical Service
- Communications: correspondence, support tickets, and call or message records relating to your engagement with us
3. How We Use Your Information
We use personal data for the following purposes:
- To prepare quotations, deliver Services, and manage client projects
- To configure, host, secure, and maintain systems, networks, and CCTV installations on behalf of clients
- To process payments and maintain accounting and tax records
- To communicate with you about your project, service updates, or support issues
- To improve our Services, website, and internal operations
- To comply with legal, tax, and regulatory obligations in Kenya
- To send marketing communications about our services, where you have consented or as otherwise permitted by law, and always with an option to opt out
4. Legal Basis for Processing
We process personal data on one or more of the following legal bases recognised under the Data Protection Act, 2019: performance of a contract with you, your consent, compliance with a legal obligation, and our legitimate business interests (such as service delivery, security, and fraud prevention), balanced against your rights as a data subject.
5. Data Sharing and Disclosure
We do not sell personal data. We may share personal data with:
- Trusted third-party service providers who support our operations, such as cloud hosting providers, domain registrars, and payment processors, under confidentiality obligations
- Equipment or software vendors, where necessary to fulfil warranty or licensing requirements
- Government or regulatory authorities, where required by law or a valid legal process
- A successor entity in the event of a merger, acquisition, or sale of business assets, subject to equivalent privacy protections
Where Selo Systems hosts or manages a system on behalf of a client (for example, an ERP, LMS, or website), the client remains the data controller for the personal data within that system, and Selo Systems acts as a data processor, processing that data only on the client's documented instructions.
6. Data Security
We implement reasonable technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction, including access controls, encrypted connections (SSL/TLS via Certbot/Let's Encrypt), network segmentation, and restricted administrative access to servers and devices we manage. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
7. Data Retention
We retain personal data for as long as necessary to fulfil the purposes described in this Policy, including any applicable legal, accounting, or reporting requirements. When data is no longer required, we take reasonable steps to securely delete or anonymise it, or to return it to the relevant client, in line with our agreement with that client.
8. Your Rights as a Data Subject
Under the Data Protection Act, 2019, you have the right to:
- Be informed of the use to which your personal data is to be put
- Access your personal data held by us
- Request correction of inaccurate or outdated personal data
- Request deletion of your personal data, subject to legal or contractual retention requirements
- Object to or restrict certain processing, including direct marketing
- Withdraw consent at any time, where processing is based on consent
- Lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya
To exercise any of these rights, please contact us using the details in Section 12. Where the personal data in question is held by us as a processor on behalf of a client (for example, within a client's hosted system), we will direct your request to that client, who remains the data controller.
9. Cookies and Website Analytics
Our website, selosystems.co.ke, may use cookies and similar technologies to remember preferences, understand site usage, and improve performance. You can control or disable cookies through your browser settings; doing so may affect certain website functionality.
10. Children's Privacy
Our Services are intended for businesses and individuals aged 18 and above. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected personal data from a child without appropriate consent, we will take steps to delete it.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted at selosystems.co.ke with a revised "Last updated" date. We encourage you to review this Policy periodically.
12. Contact Us
For questions, requests, or complaints regarding this Privacy Policy or our handling of your personal data, please contact:
