This Privacy Policy explains how Optisites (“we”, “us”, “our”) collects, uses, and protects information you provide when you visit our website or engage our services. It applies to optisites.net and any related sub-domains, forms, or services we operate.
We are committed to handling your personal data in compliance with the Kenya Data Protection Act, 2019 and, where applicable, the EU General Data Protection Regulation (GDPR).
1. Information we collect
1.1 Information you provide directly
- Contact details — name, email address, phone number, and company when you fill in a quote form, request a consultation, or email us.
- Project information — details about your business, project requirements, and any files or assets you share with us during a project.
- Communications — copies of emails, WhatsApp messages, and meeting notes exchanged while working together.
1.2 Information collected automatically
- Usage data — pages visited, time on page, referring URL, and rough geographic location derived from IP.
- Device data — browser type, operating system, screen size, and language preferences.
- Cookies and similar technologies — see Section 5 below.
2. How we use your information
- To respond to enquiries, send quotes, and deliver the services you’ve engaged us for.
- To send project updates, invoices, and contractual communications.
- To improve our website, services, and customer support.
- With your consent, to send marketing emails or newsletters (you can unsubscribe at any time).
- To comply with legal obligations and to protect our rights and the security of our systems.
3. Legal basis for processing
We process personal data on one of the following bases: your consent, the performance of a contract with you, our legitimate business interests (such as responding to enquiries and improving our services), or compliance with a legal obligation.
4. Sharing your information
We do not sell your personal data. We only share information with:
- Service providers we rely on to operate — for example our hosting provider, email service, analytics provider, and payment processor. Each is bound by confidentiality and data-processing terms.
- Authorities when required to do so by law or to respond to lawful requests.
- Successors in the event of a merger, acquisition, or sale of business assets.
5. Cookies
We use a small number of cookies to make the site work and to understand how it is used. These include:
- Strictly necessary cookies — required for core site functionality.
- Analytics cookies — to measure traffic and improve content (set by Google Analytics or similar).
You can disable cookies in your browser settings; some parts of the site may not work as expected if you do.
6. Data retention
We keep your information only for as long as it is needed for the purposes set out in this policy, or as required by law. Project records and invoices are typically retained for 7 years in line with Kenyan tax law. Marketing data is kept until you withdraw consent.
7. Your rights
Under the Kenya Data Protection Act and GDPR (where applicable), you have the right to:
- Request access to the personal data we hold about you.
- Ask us to correct inaccurate or incomplete information.
- Ask us to delete your personal data (subject to legal retention requirements).
- Object to processing or request that we restrict it.
- Withdraw consent at any time where processing is based on consent.
- Lodge a complaint with the Office of the Data Protection Commissioner of Kenya.
To exercise any of these rights, email us at hello@optisites.co.ke.
8. Data security
We use industry-standard administrative and technical measures to protect your data — encrypted connections (HTTPS), access controls, and regular security audits. No system is perfectly secure, however, and we cannot guarantee absolute security.
9. International transfers
Some of our service providers (e.g. hosting, email, analytics) are located outside Kenya. Where data is transferred internationally, we ensure adequate safeguards are in place, including standard contractual clauses where applicable.
10. Children’s privacy
Our services are intended for businesses and adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has provided us with personal information, contact us and we will delete it.
11. Changes to this policy
We may update this Privacy Policy from time to time. When we make material changes we will update the “Last updated” date and, where appropriate, notify you by email or a notice on the website.
12. Contact us
If you have any questions about this Privacy Policy or how we handle your data, please contact us at hello@optisites.co.ke.