At Empire Tech Automations, we take your privacy seriously — not because a law requires it (though it does), but because trust is the foundation of every good working relationship. This Privacy Policy explains clearly and honestly what personal information we collect, why we collect it, how we use it, and what rights you have over it.

We've written this policy to be actually readable. If you have questions after reading it, please email us — we'll respond like a human, not a legal department.

1. Who We Are

Empire Tech Automations is a technology company registered in Kenya, with our principal place of business in Nairobi. For the purposes of data protection law, we are the data controller — meaning we are responsible for deciding how and why personal data about you is processed.

Our contact details:

• 📧 info@empiretech.co.ke
• 📞 +254 742 648 795
• 📍 Nairobi, Kenya

This policy applies to our website at empiretech.co.ke and to personal data collected in the course of our service engagements.

2. Information We Collect

We collect personal information in a few different contexts:

Information You Provide Directly

• Contact form submissions: Your name, email address, phone number, company name, and the content of your message
• Service interest: The type of service you're enquiring about (e.g., software development, hardware, automation audit)
• Project data: Information you share with us during discovery calls, project engagements, or consultations — which may include business process details, staff information, or client records depending on the nature of your project
• Communication history: Emails, WhatsApp messages, and meeting notes from our working relationship

Information Collected Automatically

• Server logs: IP address, browser type, operating system, pages visited, referral URL, and timestamps — collected automatically by our web server
• Cookies: Minimal functional cookies to remember your preferences. See our Cookie Policy for full details

Information From Third Parties

We may receive information about you from LinkedIn, referrals, or professional introductions when initiating a business relationship. We only retain this information if it leads to an active engagement.

3. How We Use Your Information

We use your personal data for specific, legitimate purposes only:

• To respond to your enquiries — when you submit our contact form or send us an email, we use your details to respond to you promptly
• To deliver our services — to set up and manage projects, communicate about deliverables, send invoices, and maintain project records
• To improve our website and services — aggregate, anonymised analytics help us understand what's working and what isn't
• To send relevant service updates — only with your explicit consent, and you can unsubscribe at any time
• Legal and compliance purposes — where we are required to process data under applicable law

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

4. Legal Basis for Processing

Under the Kenya Data Protection Act 2019 (and where applicable, GDPR for European contacts), we process your personal data on the following legal grounds:

• Consent — when you submit our contact form or agree to receive communications, you're consenting to us processing your contact details for that purpose
• Performance of a contract — when we are engaged in an active project, processing your data is necessary to fulfil our service obligations
• Legitimate interests — we have a legitimate interest in operating a business website, maintaining service records, and communicating with prospective clients — provided this doesn't override your rights
• Legal obligation — where Kenyan law requires us to process or retain certain data (e.g., financial records)

5. Data Sharing & Third Parties

We want to be completely clear about this: we do not sell, rent, or trade your personal information. Ever.

We may share information in the following limited circumstances:

• Trusted service providers: Our web hosting provider stores website data on our behalf. These providers operate under strict data processing agreements and may only use your data to provide services to us.
• Project sub-contractors: Where a project requires specialist expertise, we may engage a vetted sub-contractor who will be bound by confidentiality obligations before accessing any client data.
• Legal requirements: If required by court order, government authority, or applicable law, we may disclose data. We will always inform you where legally permitted to do so.

Any third party that receives your data is carefully vetted and contractually obligated to handle it responsibly.

6. Data Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. These include:

• HTTPS encryption for all data in transit on our website
• CSRF protection on all web forms to prevent cross-site request forgery
• Access controls limiting which staff members can access client data
• Regular security reviews as part of our internal operations

No method of internet transmission or electronic storage is 100% secure. While we take all reasonable precautions, we cannot guarantee absolute security. If we ever become aware of a data breach affecting you, we will notify you as required by law.

7. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purpose it was collected, or as required by Kenyan law:

• Contact form enquiries: Up to 2 years from the date of submission, or until the enquiry is resolved
• Active project records: For the duration of the project plus 5 years, to comply with financial record-keeping requirements
• Email correspondence: Up to 3 years from the last substantive communication
• Server logs: Up to 90 days for security and diagnostic purposes

When data is no longer needed, it is securely deleted or anonymised.

8. Your Rights

Under the Kenya Data Protection Act 2019, you have the following rights regarding personal data we hold about you:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate or incomplete data
• Right to erasure — you can request deletion of your personal data, subject to our legal retention obligations
• Right to restrict processing — you can ask us to limit how we use your data in certain circumstances
• Right to data portability — you can request your data in a structured, machine-readable format
• Right to object — you can object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — where processing is based on consent, you can withdraw it at any time, without affecting the lawfulness of prior processing

To exercise any of these rights, email us at info@empiretech.co.ke with the subject line "Data Rights Request." We will respond within 30 days and won't charge you for making a request.

If you believe we have handled your data improperly, you have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya.

9. International Data Transfers

Empire Tech Automations is based in Kenya and primarily serves clients in East Africa. In some cases — for example, where we use cloud services with international data centres — your data may be processed or stored outside Kenya.

We ensure that any international transfer of personal data is protected by appropriate safeguards, including data processing agreements incorporating standard contractual clauses. We only transfer data to countries or organisations that provide an adequate level of protection.

10. Cookies

Our website uses a small number of cookies for essential functionality and to remember your preferences (like whether you've accepted our cookie notice). We do not use cookies for advertising or cross-site tracking.

For full details on what cookies we use, their purpose, and how to manage them, please see our Cookie Policy.

11. Children's Privacy

Our website and services are directed at businesses and professionals, not at children. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has submitted information through our website, please contact us immediately and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. When we make significant changes, we'll update the "Last updated" date at the top of this page.

We encourage you to review this page occasionally. Your continued use of our website or services after changes are published constitutes acceptance of the updated policy.

13. Contact & Data Protection Queries

For any questions, data rights requests, or concerns about how we handle your personal information, please contact us:

📧 info@empiretech.co.ke  Ã‚·  📞 +254 742 648 795

We aim to respond to all privacy-related enquiries within 3 business days and resolve requests within 30 days.