Privacy Policy

Effective Date: July 20, 2024

At Octa‑Sanctum Solutions®, we are committed to protecting your privacy and ensuring that your personal data is handled responsibly, transparently, and in compliance with the General Data Protection Regulation (GDPR), the Kenya Data Protection Act 2019, and other applicable laws.

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1. Who We Are

Octa‑Sanctum Solutions® is a Kenyan-based digital technology company specializing in cloud-native ERP systems, AI-powered microservices, and tailored solutions for Africa's public and private sector ecosystems.

2. Data We Collect

• Personal Identification Information: Name, email address, phone number, organization, role/title.
• Account Information: Login credentials, preferences, profile data.
• Technical Data: IP address, browser type, device ID, operating system, access times, referring websites.
• Usage Data: Interactions with our platform, module usage patterns, and page visits.
• Communication Data: Messages, support requests, and communication preferences.

3. How We Use Your Data

We use your data to:

• Provide, improve, and personalize our digital services and platforms.
• Authenticate users and secure access.
• Send system alerts, updates, or administrative messages.
• Respond to support queries and customer service needs.
• Analyze usage trends for system optimization.
• Meet legal and regulatory requirements.

4. Legal Basis for Processing

We process your data lawfully under the following grounds:

• Consent: When you explicitly allow us to process your data (e.g., newsletter sign-up).
• Contractual necessity: To fulfill our obligations when you use our services.
• Legal obligation: To comply with legal and regulatory requirements.
• Legitimate interest: For analytics, product improvement, or marketing (with safeguards).

5. Data Sharing & Third Parties

We do not sell or rent your personal data. However, we may share data with:

• Cloud service providers (e.g., Google Cloud) for infrastructure hosting.
• Payment processors (if applicable).
• Regulatory bodies or law enforcement as required by law.
• Authorized Octa-Sanctum developers or support staff under strict NDAs.

6. International Transfers

If we transfer data outside Kenya or the EEA, we ensure an adequate level of protection through mechanisms such as Data Processing Agreements, Standard Contractual Clauses, or adequacy decisions.

7. Data Retention

We retain personal data only as long as necessary for the purpose it was collected, or as required by law. After that, data is securely deleted or anonymized.

8. Your Data Protection Rights

You have the right to:

• Access your personal data.
• Request correction of inaccurate data.
• Request deletion of your data (Right to be Forgotten).
• Restrict or object to processing.
• Data portability in a machine-readable format.
• Withdraw your consent at any time.
• Lodge a complaint with the Office of the Data Protection Commissioner (ODPC – Kenya) or your local authority.

9. Cookies & Tracking Technologies

We use cookies to enhance user experience, provide core functionality, and analyze traffic. You may adjust cookie settings in your browser at any time.

10. Authentication and Security

At Octa-Sanctum Solutions®, we take your security seriously. Unlike many platforms that store login credentials in browser cookies (which can be vulnerable to interception or misuse), our systems use secure, server-stored session tokens to manage user authentication.

This approach significantly reduces the risk of credential theft from cookie-based attacks such as cross-site scripting (XSS) or session hijacking. Only a short-lived session identifier is used on your device, and all sensitive credentials are encrypted and stored securely on our servers.

11. Data Security

We implement industry-standard security protocols including encryption, firewalls, regular vulnerability assessments, and access control to protect your data.

12. Children’s Data

Our services are not directed to children under 13 years. We do not knowingly collect data from minors without parental consent.

13. Updates to This Policy

We may update this Privacy Policy periodically. Any major changes will be notified through our platform or via email if necessary.

14. Contact Us

If you have any questions or wish to exercise your data rights, contact us at:

• Email: privacy@octa-sanctumsolutions.co.ke
• Phone: +254 701 345 818
• Address: Octa‑Sanctum Solutions®, Nyandarua, Kenya

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