How Kikavu Tech Solutions collects, uses, and protects personal data across our website, client portal, GPS Fleet Tracking platform, School Management Systems, and AI-enabled tools.
Kikavu Tech Solutions ("Kikavu Tech Solutions," "we," "us," or "our") provides website development, mobile app development, custom software, ERP/CRM systems, School Management Systems, GPS Fleet Tracking, AI automation, cloud hosting, cybersecurity, and related IT services to clients in Tanzania and internationally. This Privacy Policy explains how we collect, use, disclose, and safeguard personal data when you visit our website, use our client portal, or use software and services we develop, host, or support.
We process personal data in accordance with the Tanzania Personal Data Protection Act, 2022 ("the Act"), and, where applicable to clients or data subjects in the European Union/European Economic Area, the General Data Protection Regulation (GDPR).
Kikavu Tech Solutions is a technology company based in Chamazi, Dar es Salaam, Tanzania, acting as the data controller for personal data collected through our own website and client-facing accounts, and as a data processor on behalf of clients for data held within software, portals, GPS platforms, and School Management Systems we build, host, or maintain (see our Data Processing Agreement).
Where the GDPR applies, we rely on: performance of a contract; your consent (e.g., for marketing cookies or newsletters); our legitimate interests (e.g., securing our systems, improving services); and compliance with legal obligations. Under Tanzania's Personal Data Protection Act, we process personal data only where it is necessary, proportionate, and based on a lawful ground, including consent, contractual necessity, and legal obligation.
Where we provide GPS Fleet Tracking services, the business client (e.g., an employer or logistics company) is typically the data controller responsible for informing drivers and vehicle users that tracking is in place and for what purpose. Kikavu Tech Solutions acts as a processor, storing and transmitting location data securely and only as instructed by the client, and does not sell or independently use location data for unrelated purposes.
Where our School Management Systems process data relating to children, the school remains the data controller and is responsible for obtaining any necessary parental/guardian consent. We apply data minimisation, restrict access to authorised school staff accounts, and do not use student data for advertising or unrelated commercial purposes.
Where AI automation features are used, inputs and outputs may be processed via secure third-party AI infrastructure providers under contractual confidentiality terms. We do not use client-submitted data to train third-party public AI models without explicit client consent. Outputs generated by AI tools may require human review before business use, and Kikavu Tech Solutions does not warrant the accuracy of AI-generated content.
We may share personal data with: hosting and cloud infrastructure providers; payment gateways and mobile money processors; SMS/email delivery providers; professional advisers (auditors, lawyers); law enforcement or regulators where legally required; and successors in the event of a merger, acquisition, or asset sale. We do not sell personal data to third parties.
Some hosting, cloud, or AI infrastructure providers we use may store or process data outside Tanzania. Where this occurs, we require providers to maintain security and confidentiality standards consistent with this Policy and, where applicable, GDPR-recognised transfer mechanisms such as Standard Contractual Clauses.
We retain personal data only for as long as necessary to fulfil the purposes described in this Policy, meet contractual commitments, and comply with legal, tax, and accounting obligations. Client data held within hosted software is retained per the applicable service agreement and is deleted or returned on termination, subject to our Data Processing Agreement.
We apply technical and organisational safeguards including encryption in transit, access controls, firewalls, regular backups, and monitoring, as detailed in our Information Security Policy. No system is completely secure, and we cannot guarantee absolute security of data transmitted over the internet.
Subject to applicable law, you may have the right to: access the personal data we hold about you; request correction or deletion; restrict or object to processing; request data portability; and withdraw consent at any time. Tanzania-based data subjects may also lodge a complaint with the Personal Data Protection Commission. Requests can be sent to info@kikavutechsolutions.com.
Our public website is not directed at children under 18. Where our School Management Systems process data belonging to minors, this is done solely on behalf of, and under the instruction of, the contracting school as described in Section 6.
Our website, portals, and software may link to or integrate with third-party services (e.g., payment gateways, Google Analytics, social media platforms). We are not responsible for the privacy practices of third parties; we encourage you to review their respective policies.
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Material changes will be notified via the website or client portal. Continued use of our services after changes take effect constitutes acceptance of the revised Policy.
For privacy-related questions or to exercise your data protection rights, contact us at info@kikavutechsolutions.com or +255 769 558 137, Chamazi, Dar es Salaam, Tanzania.