PRIVACY
POLICY.

WHO WE ARE

Finlanza Limited ("Finlanza", "we", "our", "us") is a Business Systems Architecture Firm registered in Kenya. We provide Zoho implementation, integration, and vertical product engineering services across East Africa.

This Privacy Policy applies to personal data collected through our website at finlanza.com, through our services engagements, and through direct business communications.

Data Controller: Finlanza Limited
Contact: legal@finlanza.com
Address: Nairobi, Kenya
Phone: +254 724 463 536

LEGAL BASIS

This policy is issued in compliance with Kenya Data Protection Act, 2019 (Cap. 411C) and Data Protection (General) Regulations, 2021. Where our services extend to other East African jurisdictions, we apply equivalent standards under applicable local law.

We process personal data on following legal grounds:

• Contract performance — to deliver services you have engaged us for
• Legitimate interests — to communicate with prospective clients, manage relationships, and improve our services
• Legal obligation — to comply with applicable Kenyan law including tax, corporate, and regulatory requirements
• Consent — where you have explicitly provided it (e.g. marketing communications)

WHAT DATA WE COLLECT

Data you provide directly

• Name, job title, company name
• Email address and phone number
• Business information shared during scoping calls, proposals, or engagements
• Information submitted through our website contact forms or scorecard
• Communications sent to us by email, phone, or WhatsApp

Data collected automatically

• IP address and browser type when you visit finlanza.com
• Pages visited and time spent on site
• Referral source (how you found our website)

Data from third parties

• Business contact information from LinkedIn or referrals from existing clients
• Company information from public registries where relevant to engagement scoping

We do not collect sensitive personal data (health, financial account details, biometric data) unless strictly required by a specific engagement and with your explicit consent.

HOW WE USE YOUR DATA

We use personal data for following purposes:

• Responding to enquiries and booking discovery calls
• Delivering implementation, integration, and support services under contract
• Preparing proposals, invoices, and project documentation
• Communicating project updates and service notifications
• Sending relevant insights or product updates (where you have consented)
• Complying with legal and regulatory obligations including KRA tax filings
• Improving our website and understanding how prospects engage with our content

We do not use your data for automated decision-making or profiling.

DATA SHARING

We do not sell, rent, or trade personal data. We may share data in limited circumstances:

Service providers

We use Zoho Corporation's suite of products (CRM, Books, Projects, Sign, Campaigns) to manage client relationships, invoicing, and project delivery. Zoho processes data on our behalf under data processing agreements. Zoho's privacy policy is available at zoho.com/privacy.

Legal and regulatory

We may disclose personal data to Kenya Revenue Authority, Office of Data Protection Commissioner, or other competent authorities where required by law or court order.

Business transfers

In event of a merger, acquisition, or sale of Finlanza Limited, personal data may be transferred as part of that transaction, subject to equivalent privacy protections.

We do not share personal data with any third-party advertisers or data brokers.

DATA RETENTION

We retain personal data for as long as necessary to fulfil purposes for which it was collected, or as required by law:

• Prospect data — up to 2 years from last contact, unless you request deletion earlier
• Client engagement data — 7 years from engagement close, to comply with Kenya tax and corporate record-keeping requirements
• Invoice and financial records — 7 years, as required under Kenya Income Tax Act (Cap. 470)
• Website analytics — 13 months on a rolling basis

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

YOUR RIGHTS

Under Kenya Data Protection Act, 2019, you have following rights regarding your personal data:

• Right of access — to request a copy of personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your data, subject to legal retention obligations
• Right to restrict processing — to request that we limit how we use your data
• Right to data portability — to receive your data in a structured, commonly used format
• Right to object — to object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, to withdraw it at any time without affecting prior processing

To exercise any of these rights, contact us at legal@finlanza.com. We will respond within 21 days as required under Act.

If you are unsatisfied with our response, you may lodge a complaint with Office of Data Protection Commissioner of Kenya at odpc.go.ke.

CROSS-BORDER TRANSFERS

Our services are delivered across East Africa and data may be processed by service providers (including Zoho) in jurisdictions outside Kenya. Where such transfers occur, we ensure adequate safeguards are in place consistent with requirements of Kenya Data Protection Act, 2019 and Data Protection (Registration of Data Controllers and Data Processors) Regulations, 2021.

COOKIES AND WEBSITE TRACKING

Our website (finlanza.com) uses minimal tracking. We do not use third-party advertising cookies. Basic analytics may be used to understand site performance and visitor behaviour. You can control cookie settings through your browser at any time.

We do not use cookies to build advertising profiles or share browsing data with third parties.

SECURITY

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

• Access controls and role-based permissions within our Zoho systems
• TLS encryption for data in transit
• Regular review of data access logs
• Staff awareness of data handling obligations

No system is entirely secure. If you suspect a data breach affecting your personal data, contact us immediately at legal@finlanza.com.

CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in law, our services, or our data practices. The effective date at the top of this page will be updated accordingly. Material changes will be communicated to active clients directly.

Continued use of our website or services after an update constitutes acceptance of revised policy.

CONTACT US

For any questions, data requests, or complaints regarding this Privacy Policy, contact: