Draft for review. Hyazin Feed Limited must check this text, complete the marked points [in brackets] and remove this note before publication. It is not legal advice.
Privacy Policy
Hyazin Feed Limited respects your privacy. This policy explains which personal data we collect when you use this website, why we use it, who we share it with, how long we keep it and what rights you have under the Kenya Data Protection Act, 2019 and its regulations.
1. Who we are
P.O. Box 29, 40301 Kendu Bay, Kenya
Phone: +254 799 343572 · E-mail: contact@hyazinfeed.co.ke
Registration with the Office of the Data Protection Commissioner (ODPC): [registration number, or remove if exempt]
Data protection contact / Data Protection Officer: [name and e-mail, e.g. privacy@hyazinfeed.co.ke]
2. Data we collect
| When | Data |
|---|---|
| You place an order | Name, phone / M-Pesa number, delivery place, products and quantities, order number, language |
| You pay with M-Pesa | Phone number, amount, M-Pesa receipt number, payment status. We never see or store your M-Pesa PIN. |
| You ask for an SMS reminder | Phone number, product, number of bags, reminder date, language |
| You send a business enquiry | Company name, type of business, contact person, phone, e-mail (optional), town / county, products and volumes, message |
| You visit the website | Technical data the web server records automatically, such as IP address, date and time, page requested and browser type (server log files). To limit abuse we also keep a one-way coded version of your IP address for a few minutes. |
We do not use advertising, tracking or analytics tools, and we do not set cookies. The calculators on this website run in your browser; what you type there is not sent to us unless you send an order, reminder or enquiry.
3. Purposes and legal basis
| Purpose | Legal basis |
|---|---|
| Processing and delivering your order, taking payment, sending order and payment confirmations by SMS | Performance of a contract with you, and your consent given in the order form |
| Sending the SMS reorder reminder you asked for | Your consent. You can withdraw it at any time by replying STOP or by contacting us. |
| Answering business enquiries and stockist applications | Your consent and steps taken at your request before entering into a contract |
| Keeping accounting and tax records | Compliance with legal obligations under Kenyan law |
| Keeping the website secure and preventing misuse | Our legitimate interest in a safe and working service |
We do not use your data for marketing messages unless you have agreed to receive them, and every such message lets you opt out. We do not sell personal data. We do not make decisions about you based solely on automated processing.
4. Who receives your data
We share personal data only as far as necessary, with service providers who process it on our behalf and under our instructions:
- Safaricom PLC – M-Pesa payments (phone number and amount)
- Africa's Talking Ltd – sending SMS (phone number and message text)
- [hosting provider, country] – hosting of this website and its data
- [e-mail provider] – delivery of order notifications to our team
- Delivery partners, if we use them for your order (name, phone, delivery place)
- Authorities, where Kenyan law requires it
If you choose to contact us via WhatsApp, WhatsApp (Meta Platforms) processes your messages under its own privacy policy. This website only opens WhatsApp when you click a WhatsApp button.
5. Transfers outside Kenya
Some service providers may store or process data outside Kenya [e.g. hosting location – state the country or remove this section]. Where this happens, we only transfer data where the Data Protection Act allows it, for example where appropriate safeguards are in place or the transfer is necessary for your order.
6. How long we keep data
| Data | Retention |
|---|---|
| Orders and payment records | [5 years], as required for accounting and tax purposes |
| SMS reminders | Deleted automatically 30 days after the reminder was sent |
| Business enquiries that do not lead to a contract | [12 months] |
| Coded IP addresses for abuse protection | A few minutes |
| Server log files | [as set by the hosting provider, e.g. 14 days] |
7. Data stored on your device
To make the website easier to use, your browser keeps the following on your own device (local storage). It is not sent to us, and you can delete it at any time by clearing your browser data:
- your order list (shopping basket),
- “My farm” – the animal groups you entered,
- your language and light / dark display setting.
8. Your rights
Under the Data Protection Act you have the right to:
- be informed about how your personal data is used,
- access the personal data we hold about you,
- have inaccurate data corrected,
- have false, misleading or unlawfully processed data deleted,
- object to the processing of your data, including for direct marketing,
- withdraw your consent at any time – this does not affect processing that took place before,
- receive your data in a commonly used, machine-readable format (data portability).
To use your rights, contact us at contact@hyazinfeed.co.ke or call +254 799 343572. We may ask you to confirm your identity, for example by using the phone number you ordered with. We will respond within the time limits set by the law.
9. Security
The website uses an encrypted connection (HTTPS). Order data is stored in a protected area that cannot be reached from the internet, access is limited to staff who need it, and payment amounts are checked on the server with Safaricom. If a data breach puts your rights at risk, we will notify the Data Commissioner and, where required, you, as the law requires.
10. Children
This website is meant for farmers and businesses. It is not directed at children, and we do not knowingly collect personal data from persons under 18 without the consent of a parent or guardian.
11. Complaints
If you believe we have not handled your personal data correctly, please contact us first – we will try to resolve the matter. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC): www.odpc.go.ke.
12. Changes
We may update this policy when our services or the law change. The current version is always available on this page, with its effective date at the top.
Muhtasari kwa Kiswahili
Hyazin Feed Limited inakusanya jina, namba ya simu, mahali pa kupelekea na maelezo ya oda yako ili kushughulikia oda, malipo ya M-Pesa, SMS za uthibitisho na ukumbusho uliouomba. Kwa maombi ya biashara tunahifadhi maelezo ya kampuni na mawasiliano. Tunashiriki data na Safaricom (M-Pesa), Africa's Talking (SMS) na mtoa huduma wa tovuti pale tu inapohitajika. Hatutumii vidakuzi wala zana za kufuatilia, na hatuuzi data yako.
Una haki ya kujua, kuona, kurekebisha na kufuta data yako, kupinga matumizi yake na kuondoa idhini yako wakati wowote – kwa SMS jibu STOP. Wasiliana nasi: contact@hyazinfeed.co.ke, +254 799 343572. Unaweza pia kuwasilisha malalamiko kwa Ofisi ya Kamishna wa Ulinzi wa Data (ODPC): www.odpc.go.ke.