Privacy Policy

At SmartBizSystems ("we", "us", or "our"), we respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) or use our AI Commander tool, and tell you about your privacy rights and how the law protects you.

This policy is compliant with the Data Protection Act, 2019 (Kenya) and international standards.

1. Information We Collect

We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data: First name, last name, username (via Google/Clerk Auth).
• Contact Data: Email address and telephone number (if provided for WhatsApp integration).
• Transaction Data: Details about payments to and from you (processed via Paystack/IntaSend). Note: We do not store your credit card or M-Pesa PINs directly.
• Technical Data: Internet protocol (IP) address, browser type and version, time zone setting and location.
• Usage Data: How you use our website, including prompts sent to the AI Commander.

2. How We Use Your Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Service Delivery

To register you as a new customer, process your AI generation requests via OpenAI, and manage your account access.

Payments

To process your subscription fees via M-Pesa or Card through our secured payment partners.

Communication

To manage our relationship with you, which will include notifying you about changes to our terms or privacy policy, or asking you to leave a review.

3. Third-Party Services

We use trusted third-party providers to power our services. By using SmartBizSystems, you acknowledge that data may be processed by:

• Clerk: For secure authentication and user management.
• OpenAI: To generate the marketing copy and content (your prompts are sent to their API).
• Vercel: For website hosting and serverless functions.
• Paystack / IntaSend: For processing payments.

4. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. By default, user accounts that are inactive for 24 months may be archived or deleted.

5. Your Legal Rights

Under the Kenyan Data Protection Act, 2019, you have rights including:

• Right to be informed: You have the right to be told how your data is being used.
• Right of access: You have the right to request a copy of the information we hold about you.
• Right to rectification: You have the right to correct data that is inaccurate or incomplete.
• Right to erasure: In certain circumstances, you can ask for the data we hold about you to be erased from our records.

To exercise any of these rights, please contact us at [email protected].

6. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. Access to your personal data is limited to those employees, agents, contractors, and other third parties who have a business need to know.

7. Contact Us

If you have any questions about this privacy policy or our privacy practices, please contact our Data Protection Officer: