Privacy Policy

Introduction

Protata Solutions Limited is committed to protecting the rights and freedoms of data subjects, while safely and securely processing their data in accordance with all of our legal obligations as per the Data Protection Act and other applicable privacy laws.

We hold personal data about our employees, clients, suppliers and other individuals for a variety of business purposes and it’s only through this personal data that we are able to provide our services.

This policy sets out how we seek to protect personal data and ensure that our staff understands the rules governing their use of the personal data to which they have access in the course of their work. Please read this Policy carefully as by using our website or any services we offer, you are agreeing to be bound by this Policy in respect of the information collected about you.

Who we are

Protata.co.ke is owned and operated by Protata Solutions Limited (“Protata Solutions Limited”, we or us), a company registered in Kenya. Please note that we do not provide, own or lease any property ourselves and we do not act for any other lettings or real estate agency. Our registered office is Karen Village, Studio 13, Ngong Road, Nairobi. P. O. Box 2886-00606 Nairobi. Kenya.

What this Privacy Policy is for

Our Privacy Policy only applies to you when you use our services or application programming interfaces available on or through our site (including when we collect personal data from a property or general enquiry received via an associated/partner property website or one of the online property portals). This Privacy Policy gives information about:why we collect, store, share and use personal data (such as information that identifies, relates to or describes you, or which is capable of being associated with you);

What personal data we collect;

The choices we offer, including how to access and update your personal data; andour use of cookies and how you may disable such cookies.It doesn’t apply however to the practices of companies that Protata Solutions Limited does not own or control. You will be subject to the terms and conditions of use and privacy policies of those other websites or companies when you are using them.

When we collect personal data

We may collect your personal data when you use this site or our services; specific situations include:accessing or browsing our website; communicating with us in person or via phone/email;completing our online forms; andcalling us or sending us an enquiry (including via 3rd party property portal websites).

We may also collect your personal data from our business partners who have your consent to pass it on, or when we monitor and record email and telephone communications with you or between you and others who are using our systems or those of our agents acting on our behalf.

Personal data collected

When you visit, register or use the services on our website or via a Protata Solutions Limited Office, you may be asked to provide certain information about yourself, including your name, contact details, company name or affiliation, gender, date of birth and information about your property or personal circumstances as a Seller, Purchaser, Landlord, Tenant, Licensee or anyone interested in a property or the products & services offered by us. Collectively, we refer to this as “Your Information”. All of the areas on our website where you might enter personal information assume your agreement and consent (or otherwise) to our use of your information. We always use the most recently submitted information or form to reflect your current consent status.

Why we collect your information

We (and those acting on our behalf) collect, store and process your personal data for the following reasons:to make our website available, to customise it, to provide our content and your content tailored to individual requirements; to understand your needs and provide you with improved products and services, newsletters and other communications;to make this website’s content available to you when you use third party websites;for purposes related to providing our services to you, including the selling, letting & managing of property;protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent /franchise quality, integrity, compliance and security of business processes;to communicate with third party credit reference agencies to perform credit checks against you or on your behalf;for our internal record keeping requirements including collection of anonymised details about visitors to our website to compile aggregate statistics or produce internal reports;

with your agreement, to contact you about our or our business partners’ promotions, products, and services or other information which we think you may find interesting, offers, or for customer satisfaction purposes (including contact by email or SMS);for market research, analysis, testing, monitoring, risk management and administrative purposes (including diagnosing technology problems which may be reported to us); andfor any purposes related to the above or where we have a legal right or duty to use or disclose your information (including for abuse, crime and fraud prevention and related purposes).The following features, by their nature, require and make use of personally identifiable information.

SMS and email messaging from us

Protata Solutions Limited services which include sending SMS and email messages are as follows:

We may use your Information to contact you via email or SMS with marketing that is of legitimate interest to you based on your request for our services

Cookies and tracking

What are cookies?

A cookie is a small data file which asks permission to be placed on your computer’s hard drive or other mobile or handheld device as you browse this Site or advertisements, videos or other types of Content and which ‘remembers’ that your computer or device accesses this Site. If you accept the cookie, the file is added to your computer’s hard drive or other mobile or handheld device. Most web browsers automatically accept cookies but you may modify your browser settings to decline cookies or to be notified of cookies being placed.

Why do we use cookies?

Cookies assist the effective operation of this site, giving access to services like ‘Live Chat’ that would otherwise be disabled. Cookies also enable us to respond to you as an individual and to tailor our operations to your needs by gathering and remembering personal data about your preferences. Like all sites, our servers automatically record ‘log files’ containing information about the volume and characteristics of our website traffic e.g. IP address, numbers of pages viewed, length of time spent on site etc. We use this information to build pictures of how the website is used that help us to monitor and improve our service. We cannot identify you from your log files. We use Google AdWords remarketing services to advertise on third party websites (including Google) to previous visitors to our site. It could mean that we advertise to previous visitors who have not yet completed a task on our site, for example using the contact form to make an enquiry. This could be in the form of an advertisement on the Google search results page or a 3rd party website in the Google Display Network. Third-party vendors, including Google, use cookies to serve ads based on someone’s past visits to our website.

What to do if you do not want us to use cookies/tracking

Rejecting cookies may prevent you from taking full advantage of our website and stop this Site from operating properly when you use it. If you do not consent, or wish to withdraw your consent to the use of cookies, you must disable the cookies by deleting them, amend your cookie settings on your computer/device, or you must stop using this website. If you wish to opt-out from Google Analytics tracking on both this site and entirely, Google suggests using their Analytics Opt-out Browser Add-on.

Information security

We are committed to ensuring that your personal data is secure and comply with all legal requirements.

What we do to protect your information

The security of your personal information is very important and Protata Solutions Limited is committed to protecting the information we collect. We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission (unless they are providing services as outlined above) and to prevent unauthorised access to it. The computers that store the information are kept in secure facilities with restricted physical access and we use secure firewalls and other measures to restrict electronic access. We use SSL encryption on our website, from which we transfer certain personal information.

We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.

All of the information we collect or record is restricted to our offices. Only employees and Licensee’s who need the information to perform a specific job are granted access to personally identifiable information. We will explicitly ask you when we need information to identify you. We may require you to cooperate with our security checks before we disclose information to you.

Keeping your personal data

We retain your personal data, any other information which we have collected and any of your content that you have submitted to the extent required by applicable laws and as we may require for operational and legal purposes.

Information we share

If we offer or supply a service to you that is provided on our behalf by a third party we may have to pass your information to them in order to deliver the service. By using our website & services you consent to us providing your information to the third parties licensed by us to provide such services. We share the information we collect with, but not limited to:

  • Vetted affiliates and partners / Financial Institutions / Insurance Companies for business facilitation to provide required services, such as mortgages, insurance cover etc;
  • Formally contracted service providers to perform services on our behalf including: hosting data centres, infrastructure, applications, cloud services;and other relevant regulatory bodies; andProspective employers requesting references via your written consent.
  • On our website, features can be accessed where we partner with other entities that are not affiliated with Countrywide. These include social networking, geo-location tools etc. are operated by third parties (indicated appropriately) who may use or share personal information in accordance with their own privacy policies. It is recommended that you review the third parties’ privacy policies if you use the relevant features.
  • Where information is transferred outside the Kenya, we ensure that there are adequate safeguards in place to protect your information. We will not pass your data to anyone who is not also registered with the Data Protection Act or who is not subject to these or similar provisions in our contract with them and we will not allow the third party to use your information commercially without your consent.
  • We will not otherwise disclose, sell or distribute your information to any third party without your permission unless we are required to do so by law.

Your control over your personal data and access to it

Access and correction

For free of charge, you may have the right to:obtain confirmation that we hold personal information about you;request access to and receive information about the personal information we maintain about you; andreceive copies of the personal information we maintain about you.

Your choice to consent

If we process your information under legitimate interest you can object at any time on legitimate grounds, to the processing of your personal information.

If we obtain your information by consent you have the right to withdraw any consent you previously provided to us. You have the choice to restrict our collection or use of your personal data in the following ways:

  • when you are asked by us to accept a cookie or to fill in a form on our website, look for your cookie settings and the area that you can click to indicate your preference as to use of your personal data for marketing or other purposes;if you have previously agreed to accept a cookie, then you may change your mind at any time disabling or deleting the cookie or amending your cookie settings; andyou have the choice as to whether we use your personal data to send you promotional or other information about third parties or us.
  • If you consent but later change your mind to receiving such communications, you may contact us and we will cease such activity.

Children

Our services are for users age 18 and over and we do not knowingly collect personal information from children under the age of 18. If you are a parent or guardian of a child under the age of 18 and believe he or she has disclosed personal information to us please contact us.

If we learn that we are engaged in that processing with such users, we will halt such processing and will take reasonable measures to promptly remove applicable information from our records.

Privacy Policy updates

By accessing any part of our Site, you consent to be bound by this Privacy Policy as it stands at the time of access. We recommend that you revisit this page regularly to keep up to date and to make sure that you are happy with changes. Updates and changes are legally binding upon you as soon as we post them (superseding any prior policy that may apply) whether or not we provide you any other notice of such changes.

How to get in touch

Please get in touch with us using one of the following methods:

Write to us at to Protata Solutions LimitedHead Office: Karen Village, Studio 13, Ngong Road, Nairobi,Kenya. P. O. Box 2886-00606 Nairobi.

Email us at info@protata.co.ke or directly contact our Data Protection Officer Evans Waweru – Evans.waweru@protata.co.ke