1. About This Policy
NIA is an AI, Data & Technology Agency. This Privacy Policy explains how we approach personal information when you interact with our website, contact channels, and applicable digital services.
Different services may have additional privacy documentation. Where a specific product, project, or engagement involves its own privacy arrangements, those arrangements may apply in addition to this policy.
2. Information We May Collect
2.1 Information you provide directly
Depending on how you interact with NIA, you may choose to provide information such as:
- your name;
- email address;
- phone or WhatsApp number;
- organisation name;
- project information;
- messages and enquiries;
- service interests;
- other information you choose to include in a communication.
2.2 Information collected through website interaction
The NIA website is currently designed to support project enquiry preparation and general browsing. Where website features generate or process information, this policy will be updated to reflect those features as they are introduced.
2.3 Information provided through third-party channels
When you use a third-party channel such as WhatsApp or email to communicate with NIA, information you provide through that channel may be processed according to that provider's own terms and privacy practices.
3. How Information Is Collected
NIA may receive information through channels such as:
- project enquiry preparation on the website;
- direct WhatsApp communication;
- email;
- website interactions;
- project engagements;
- other channels you choose to use.
Only channels that are actually used will apply to your interaction.
4. How We Use Information
Personal information may be used for purposes such as:
- responding to enquiries;
- communicating with prospective clients;
- understanding project requirements;
- discussing potential services;
- providing requested information;
- providing applicable services;
- managing client relationships;
- improving website functionality where relevant;
- maintaining website security where relevant;
- complying with applicable obligations.
Personal information should be used for appropriate purposes connected to the interaction or service for which it was provided, subject to applicable law.
5. Contact Requests & WhatsApp
At present, NIA uses WhatsApp as a primary channel for project enquiries. Information entered into the website project-intake interface is used to prepare a message that you can review and send through WhatsApp.
You choose whether to send the message. NIA does not receive the information merely because it was entered on the website.
A project enquiry message may include information such as:
- your name;
- contact details;
- organisation;
- selected services;
- project description;
- timeline;
- budget information if you choose to provide it.
Once you choose to send a message through WhatsApp, the communication is also subject to WhatsApp's applicable terms and privacy practices. NIA does not control WhatsApp's processing.
Current WhatsApp channel: +254 788 617 386
7. Third-Party Services
NIA may use third-party technologies to operate its website or deliver services. These may include categories such as hosting providers, cloud infrastructure, communication platforms, and software libraries.
Third-party providers may process information under their own terms and privacy policies. NIA does not control their processing.
8. Data Security
NIA takes the protection of information seriously and seeks to apply appropriate safeguards based on the nature of the information and the services involved.
[PRIVACY REVIEW REQUIRED — Insert approved security wording based on NIA's actual practices and safeguards.]
9. Data Retention
Information retention periods should be determined according to the purpose for which information is processed, applicable requirements, and the nature of the relevant engagement.
[PRIVACY REVIEW REQUIRED — Define NIA's applicable retention periods and deletion procedures.]
11. International Data Transfers
Depending on the services and providers involved, personal information may be processed in different locations.
[PRIVACY REVIEW REQUIRED — Confirm whether NIA or its service providers process personal information outside Kenya and document the applicable safeguards and legal requirements.]
12. Your Privacy Choices & Rights
Depending on applicable law and the circumstances of processing, individuals may have rights relating to their personal information.
You can contact NIA about privacy questions using the details below.
Email: hello@niasystems.com
WhatsApp: +254 788 617 386
13. Children's Privacy
This policy is intended to describe how NIA handles personal information in the context of its website and services.
[PRIVACY REVIEW REQUIRED — Define NIA's position regarding personal information relating to children and applicable consent requirements.]
14. External Websites
The NIA website may link to external services such as WhatsApp or other third-party resources. These services are outside NIA's control, and their privacy practices are governed by their own policies.
15. Changes to This Policy
This Privacy Policy may be updated as website features change, services evolve, data practices change, or legal requirements change. Where updates are made, the revised version will be published on this page.
16. Contact NIA
If you have questions about this Privacy Policy or how NIA handles personal information, you can contact us using the details below.
Please avoid sending sensitive personal information through a general project enquiry unless it is necessary for the discussion and an appropriate channel has been provided.
