Privacy Policy

Effective Date: 22nd May 2025

Mind Cloud Systems Ltd. (“we,” “us,” or “our”) respects your privacy and is committed to protecting the personal data you share with us through our product, Askari Cloud (the “Platform”). This Privacy Policy outlines how we collect, use, store, disclose, and safeguard your information when you use our platform and related services. This policy is in accordance with the Data Protection Act, 2019 (Kenya) and other applicable data protection laws.

1. Information We Collect

We collect the following types of information:

a) Personal Information

Includes, but is not limited to:

• Names
• ID/passport numbers
• Email addresses
• Phone numbers
• Job titles
• Photos (e.g., guard profile images)

b) Business Data

Includes data input by our clients such as:

• Client/customer company information
• Premise details
• Guard deployment data
• Rosters and scheduling information
• Incident reports
• Location data (e.g., GPS logs)

c) Usage & Technical Data

Includes:

• Device identifiers
• Browser type
• IP address
• Date/time of access
• Log files and analytics data

2. How We Use Your Information

We use collected information for the following purposes:

• To provide and maintain the Askari Cloud platform
• To personalize and improve user experience
• To manage contracts and customer support
• To conduct audits, data analysis, and research
• To comply with legal obligations
• To communicate with you about product updates or service issues
• To generate operational or performance reports

3. Legal Basis for Processing

We process personal data under one or more of the following legal bases:

• Your consent
• Performance of a contract
• Compliance with a legal obligation
• Our legitimate interests, such as improving service delivery or platform security

4. Data Sharing and Disclosure

We do not sell or rent your personal data. We may share your data with:

• Authorized personnel within your organization
• Third-party service providers (e.g., cloud storage, analytics, SMS providers) under strict data processing agreements
• Regulatory or law enforcement agencies when required by law
• Our affiliated companies under similar confidentiality and data protection obligations

5. Data Retention

We retain personal data only as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

Upon termination of a customer’s contract or upon request, data may be deleted or anonymized in accordance with applicable laws and internal retention policies.

6. Data Security

We implement robust security measures to protect your data, including:

• End-to-end encryption
• Role-based access control
• Audit trails and logging
• Secure data storage (both at rest and in transit)
• Regular security reviews and penetration testing.

However, no system can guarantee absolute security.

Users are encouraged to maintain strong passwords and avoid sharing login credentials.

7. Your Rights

Subject to applicable law, you have the following rights:

• Access your personal data
• Correct inaccurate or incomplete data
• Request deletion of your data (“Right to be Forgotten”)
• Object to processing or request restrictions
• Withdraw consent at any time (where processing is based on consent)
• Data portability where applicable. To exercise these rights, contact us at: hello@askaricloud.com

8. Third-Party Services

The Platform may contain links or integrations with third-party services. We are not responsible for the privacy practices or content of such services. We encourage you to read their privacy policies.

9. International Data Transfers

If data is transferred outside Kenya, we will ensure adequate safeguards are in place, such as Data Processing Agreements and adherence to standard contractual clauses, in accordance with the Data Protection Act.

10. Children’s Privacy

Our platform is not intended for use by individuals under the age of 18 without parental or guardian consent. We do not knowingly collect data from minors.

11. Changes to This Privacy Policy

We may update this policy from time to time. Any changes will be posted on this page and, where appropriate, notified to you via email or system notification. Your continued use of the Platform constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:

Mind Cloud Systems Ltd.

Email: hello@askaricloud.com

Phone: +254 728 591 754