PRIVACY POLICY

KaydTech Solutions

Effective Date: 17/09/2025
Last Updated: 17/09/2025

1. INTRODUCTION

KaydTech Solutions ("Company," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you use our services, including KaydHR and other digital platforms. Our Commitment: We believe in transparency, data minimization, and giving you control over your personal information.

2. COMPANY INFORMATION

Company Name: KaydTech Solutions
Website: https://kaydtechsolutions.com
Jurisdiction: Somalia
Data Protection Officer: Osman Khalid
Contact Email: osmankhalid177@gmail.com

3. SCOPE OF THIS POLICY

This Privacy Policy applies to:

• All KaydTech Solutions services and platforms
• Our website and mobile applications
• KaydHR and other SaaS products
• All interactions with our company
• Data collected from users in Somalia and internationally

4. INFORMATION WE COLLECT

4.1 Personal Information

Account Information:

• Full name and contact details
• Email address and phone number
• Company name and position
• Username and password (encrypted)
• Profile photographs

Business Information:

• Company registration details
• Tax identification numbers
• Business addresses and locations
• Industry and company size

4.2 Employee Data (KaydHR Users)

HR Management Data:

• Employee personal details
• Employment history and records
• Salary and payroll information
• Attendance and time tracking data
• Performance evaluations
• Training records and certifications

Biometric and Location Data:

• GPS location for attendance tracking
• Geofencing data for workplace verification
• Timestamps for clock-in/clock-out
• Device information for mobile access

4.3 Technical Information

System Data:

• IP addresses and device identifiers
• Browser type and operating system
• Login times and usage patterns
• Feature usage and preferences
• Error logs and performance data

Communication Data:

• Chat messages within our platforms
• Support ticket communications
• Email correspondence
• Notification preferences

4.4 Payment Information

Financial Data:

• Mobile money account details (EVC Plus, Sahal)
• Transaction history and records
• Billing addresses
• Payment method preferences
• Invoice and receipt information

5. HOW WE COLLECT INFORMATION

5.1 Direct Collection

• Information you provide during registration
• Data entered into our platforms
• Communications with our support team
• Survey responses and feedback
• Event registrations and interactions

5.2 Automatic Collection

• Usage data through cookies and analytics
• Log files and server records
• Mobile app usage statistics
• GPS location data (with permission)
• Device and browser information

5.3 Third-Party Sources

• Mobile money payment processors
• Business verification services
• Public business registries
• Social media platforms (with consent)
• Partner integrations and APIs

6. HOW WE USE YOUR INFORMATION

6.1 Service Provision

• Creating and managing user accounts
• Processing transactions and payments
• Providing customer support
• Delivering requested services and features
• Maintaining platform security and functionality

6.2 HR Management (KaydHR)

• Employee attendance tracking
• Payroll processing and management
• Performance monitoring and evaluation
• Compliance with employment regulations
• Generating HR reports and analytics

6.3 Business Operations

• Improving our services and user experience
• Developing new features and products
• Conducting market research and analysis
• Ensuring compliance with legal requirements
• Preventing fraud and security threats

6.4 Communication

• Sending service notifications and updates
• Marketing communications (with consent)
• Technical support and troubleshooting
• Important policy and terms updates
• Emergency security notifications

7. LEGAL BASIS FOR PROCESSING

We process your personal information based on:

7.1 Contractual Necessity

• Fulfilling our service agreements
• Processing payments and transactions
• Providing customer support
• Maintaining account security

7.2 Legitimate Interests

• Improving our services and user experience
• Preventing fraud and security threats
• Conducting business analytics
• Marketing to existing customers

7.3 Legal Compliance

• Meeting regulatory requirements
• Responding to legal requests
• Maintaining financial records
• Ensuring workplace safety compliance

7.4 Consent

• Marketing communications to prospects
• Optional feature usage
• Third-party integrations
• Location tracking services

8. INFORMATION SHARING AND DISCLOSURE

8.1 We DO NOT Sell Personal Information

We never sell, rent, or trade your personal information to third parties for marketing purposes.

8.2 Authorized Sharing

Service Providers:

• Cloud hosting and infrastructure providers
• Payment processors (mobile money platforms)
• Customer support tools and services
• Analytics and monitoring services
• Security and fraud prevention services

Business Partners:

• Authorized resellers and distributors
• Integration partners (with consent)
• Professional service providers
• Auditors and legal advisors

8.3 Legal Requirements

We may disclose information when required by:

• Somali law and regulations
• Court orders and legal processes
• Government agency requests
• Law enforcement investigations
• National security requirements

8.4 Business Transfers

In case of merger, acquisition, or sale, personal information may be transferred to the new entity with appropriate protections.

9. DATA SECURITY MEASURES

9.1 Technical Safeguards

• End-to-end encryption for sensitive data
• Secure Socket Layer (SSL) for data transmission
• Multi-factor authentication options
• Regular security audits and penetration testing
• Automated backup and disaster recovery

9.2 Administrative Safeguards

• Employee training on data protection
• Access controls and authorization levels
• Regular security policy updates
• Incident response procedures
• Vendor security assessments

9.3 Physical Safeguards

• Secure data center facilities
• Environmental controls and monitoring
• Restricted physical access
• Secure disposal of hardware
• Backup storage security

10. DATA RETENTION

10.1 Retention Periods

Active Accounts:

• Personal data: Retained while account is active
• Transaction records: 7 years for financial compliance
• Communication logs: 3 years for support purposes
• Usage analytics: 2 years for service improvement

Inactive Accounts:

• Account data: Deleted after 2 years of inactivity
• Essential records: Retained per legal requirements
• Backup data: Purged according to retention schedule

10.2 Deletion Procedures

• Secure deletion using industry standards
• Certificate of destruction for sensitive data
• Regular purging of expired data
• User-requested deletion processing

11. YOUR PRIVACY RIGHTS

11.1 Access Rights

• Request copies of your personal information
• Obtain information about data processing
• Receive data in a portable format
• Access data processing history

11.2 Correction Rights

• Update incorrect personal information
• Complete incomplete data records
• Correct outdated information
• Modify account preferences

11.3 Deletion Rights

• Request deletion of personal information
• Close your account permanently
• Remove specific data categories
• Exercise "right to be forgotten"

11.4 Control Rights

• Opt-out of marketing communications
• Disable location tracking
• Manage cookie preferences
• Control data sharing settings

11.5 Objection Rights

• Object to data processing for marketing
• Refuse automated decision-making
• Withdraw consent at any time
• Restrict certain processing activities

12. INTERNATIONAL DATA TRANSFERS

12.1 Cross-Border Transfers

• Data may be processed outside Somalia
• Adequate protection measures implemented
• Standard contractual clauses used
• Regular compliance monitoring

12.2 Safeguards

• Encryption during transmission
• Secure cloud infrastructure
• Vendor compliance requirements
• Regular security assessments

13. COOKIES AND TRACKING TECHNOLOGIES

13.1 Types of Cookies

Essential Cookies:

• Authentication and security
• Session management
• Load balancing
• Error prevention

Analytics Cookies:

• Usage statistics and patterns
• Performance monitoring
• Feature usage analysis
• User experience improvement

Preference Cookies:

• Language and region settings
• Interface customization
• Notification preferences
• Accessibility options

13.2 Cookie Management

• Browser settings control
• Opt-out mechanisms available
• Regular cookie audits
• Clear disclosure of usage

14. CHILDREN'S PRIVACY

14.1 Age Restrictions

• Services not intended for children under 18
• No knowing collection of children's data
• Parental consent required for minors
• Special protections for educational use

14.2 Parental Rights

• Access to child's information
• Deletion of child's data
• Control over data collection
• Notification of data practices

15. THIRD-PARTY SERVICES

15.1 Integration Partners

• Mobile money providers (EVC Plus, Sahal)
• Cloud service providers
• Analytics platforms
• Customer support tools

15.2 External Links

• Third-party websites not covered by this policy
• User responsibility for external privacy policies
• No control over third-party practices
• Regular review of partner policies

16. DATA BREACH PROCEDURES

16.1 Incident Response

• Immediate containment and assessment
• Risk evaluation and impact analysis
• Regulatory notification within 72 hours
• User notification for high-risk breaches

16.2 User Notification

• Clear description of the incident
• Types of information involved
• Steps taken to address the breach
• Recommended user actions

17. PRIVACY BY DESIGN

17.1 Core Principles

• Proactive rather than reactive measures
• Privacy as the default setting
• Full functionality with privacy protection
• End-to-end security implementation
• Visibility and transparency for users

17.2 Implementation

• Regular privacy impact assessments
• Privacy considerations in system design
• Ongoing staff training and awareness
• Continuous improvement processes

18. CONTACT INFORMATION

18.1 Privacy Inquiries

Data Protection Officer:
Email: osmankhalid177@gmail.com
Phone: +252906798833 General Privacy Questions:
Email: support@kaydtechsolutions.com
Address: Garowe, Somalia

18.2 Regulatory Complaints

If you believe we have not addressed your privacy concerns adequately, you may contact relevant Somali regulatory authorities.

19. POLICY UPDATES

19.1 Notification of Changes

• Email notification for material changes
• Website posting of updated policy
• 30-day notice period for significant changes
• Continued service use implies acceptance

19.2 Version Control

• Effective date clearly displayed
• Previous versions archived
• Change summary provided
• Regular policy reviews conducted

20. SPECIFIC PROVISIONS FOR SOMALIA

20.1 Local Compliance

• Adherence to Somali data protection laws
• Respect for cultural and religious values
• Support for local language preferences
• Compliance with banking regulations

20.2 Mobile Money Integration

• Secure integration with EVC Plus and Sahal
• Transaction data protection
• Compliance with financial regulations
• User consent for payment processing

By using our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.