Privacy Policy

How We Protect Your Data

1. Introduction

Jepaks Systems ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information in compliance with the Kenya Data Protection Act 2019. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our accounting software and services.

2. Data Controller

Jepaks Systems acts as the data controller for personal data processed through our accounting software. As a data controller, we determine the purposes and means of processing your personal data.

Contact Information:

  • Company: Jepaks Systems
  • Email: info@jepaks.systems
  • Phone: +254 101 300 000
  • Address: Nairobi, Kenya

3. Information We Collect

We collect different types of information to provide and improve our services:

3.1 Personal Information
  • Full name and contact details
  • Business information and registration details
  • Email address and phone number
  • Billing and payment information
3.2 Financial Data
  • Invoice and transaction records
  • Expense and income data
  • Tax-related information
  • Purchases and sales data
3.3 Technical Data
  • IP address and device information
  • Browser type and version
  • Usage data and analytics
  • Cookies and similar tracking technologies

4. How We Use Your Information

We use your information for the following purposes:

  • To provide and maintain our accounting services
  • To process transactions and manage your account
  • To generate financial reports and analytics
  • To comply with legal and regulatory requirements
  • To improve our services and user experience
  • To communicate with you about updates and support
  • To prevent fraud and ensure security

5. Data Security

We implement robust security measures to protect your data:

  • 256-bit SSL encryption for data transmission
  • Secure data centers with redundant backups
  • Regular security audits and vulnerability assessments
  • Access controls and authentication mechanisms
  • GDPR-compliant data protection practices

While we take reasonable measures to protect your data, no method of transmission over the Internet or electronic storage is 100% secure.

6. Data Retention

We retain your personal data only for as long as necessary:

  • Active Accounts: Data is retained while your account is active
  • Financial Records: 7 years as required by Kenyan law
  • Inactive Accounts: Data is retained for 1 year after account deactivation
  • Backup Data: Retained for 3 years for disaster recovery

You can request data deletion at any time, subject to legal requirements.

7. Your Rights Under Kenya Data Protection Act

You have the following rights regarding your personal data:

  • Right to Access: Request a copy of your personal data
  • Right to Rectification: Correct inaccurate or incomplete data
  • Right to Erasure: Request deletion of your data
  • Right to Restrict Processing: Limit how we use your data
  • Right to Data Portability: Receive your data in a structured format
  • Right to Object: Object to certain types of processing
  • Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, contact us at info@jepaks.systems.

8. Third-Party Services

We may use third-party services that process your data:

  • Payment Processors: For M-Pesa and card payments
  • Cloud Hosting Providers: For data storage and backup
  • Analytics Services: For service improvement
  • Customer Support Tools: For communication

All third-party processors are required to maintain similar privacy and security standards.

9. Cookies and Tracking Technologies

We use cookies to improve your experience:

  • Essential Cookies: Required for basic functionality
  • Analytics Cookies: Help us understand usage patterns
  • Preference Cookies: Remember your settings
  • Security Cookies: Enhance security measures

You can control cookies through your browser settings. However, disabling essential cookies may affect service functionality.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

Last Updated: March 2024

12. Contact Us

If you have questions about this Privacy Policy or our data practices:

  • Email: info@jepaks.systems
  • Phone: +254 101 300 000
  • Address: Jepaks Systems, Nairobi, Kenya

You also have the right to lodge a complaint with the Office of the Data Protection Commissioner Kenya if you believe your data protection rights have been violated.