Privacy Policy

Who we are

KiloSahihi is a weighing and weighbridge software product of AEA Limited (Avery East Africa), Nairobi, Kenya. This policy covers the kilosahihi.com website, the KiloSahihi web dashboard, the KiloSahihi weighbridge desktop application and the KiloSahihi clerk mobile application (together, the “Service”).

Questions about this policy or your data can be sent to [email protected] or +254 706 684 573.

Our role

Cooperative societies, factories, weighbridge operators and other organisations that subscribe to KiloSahihi (“Customers”) decide which member, farmer, vehicle and transaction records are entered into the Service. For that operational data the Customer is the data controller and KiloSahihi processes it on the Customer’s instructions.

For visitors to this website, people who send us an enquiry, and the user accounts we issue, KiloSahihi is the data controller.

Information we collect

• Account data: name, email address, role, society and branch, and either a hashed password or a Google sign-in identity.
• Operational data entered by Customers: farmer and member records, weighing transactions (weights, dates, vehicle registrations, commodities, prices), payment references such as M-Pesa receipt numbers and the phone numbers used for payment prompts, and camera images where a Customer has enabled vehicle or overview cameras at a weighbridge.
• Enquiries: name, company, phone number, email address and the message you send through our contact, demo or quotation forms.
• Technical data: IP address, browser and device information, sign-in session cookies, a theme preference and basic page analytics collected by our content delivery provider.

How we use it

• To provide the Service: authenticate users, record and synchronise weighings between the weighbridge, mobile and web applications, and produce tickets, statements and reports.
• To send notifications on a Customer’s behalf, such as SMS or email weighing slips to farmers, where the Customer has enabled them.
• To respond to enquiries and quotation requests.
• To keep the Service secure, prevent fraud and keep audit records of sensitive actions.
• To improve the Service and to meet legal and accounting obligations.

Legal basis

We process personal data under the Data Protection Act, 2019 (Kenya) and, where it applies, other local law. Our legal bases are performance of a contract with you or your organisation, our legitimate interest in running and securing the Service, compliance with legal obligations, and your consent for marketing communications, which you may withdraw at any time.

Who we share it with

We do not sell personal data. We share it only with providers who help us run the Service, and only to the extent needed: hosting and content delivery providers, database hosting, email and SMS delivery providers, Safaricom for M-Pesa payment prompts and confirmations, and Google for users who sign in with Google. We may also disclose data where the law requires it.

Retention

Account data is kept while the account is active and for a reasonable period afterwards. Operational records are kept for as long as the Customer instructs and as statutory record-keeping requires. Enquiry data is kept for up to 24 months unless it becomes part of a customer relationship. Technical logs are kept for a short period for security purposes.

Security

Data is encrypted in transit, passwords are stored as one-way hashes, access to dashboards is role-based and scoped to a user’s society and branch, and sensitive actions are written to an audit log. No system is perfectly secure, so please keep your sign-in details private and tell us at once if you suspect misuse.

Your rights

You may ask to access, correct, delete or receive a copy of your personal data, object to or restrict certain processing, and withdraw consent. Where KiloSahihi processes data for a Customer, we will pass your request to that Customer. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner in Kenya.

Cookies

We use a sign-in session cookie, a cookie that remembers your light or dark theme, and a privacy-respecting analytics beacon from our content delivery provider. We do not use advertising cookies.

Children

The Service is intended for organisations and their staff. It is not directed at anyone under 18 and we do not knowingly collect their data.

Changes

We may update this policy from time to time. The effective date at the top of the page shows the latest version, and material changes will be announced in the dashboard.