Privacy Policy

Ceter Technologies Limited ("Ceter", "we", "us", "our") supplies office printing equipment, consumables, spare parts, and related IT services and solutions to individuals, businesses, institutions, and government entities in Kenya, through our website at cetertechnologies.com (the "Site"), WhatsApp, and our physical premises.

This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and the rights you have over it. It is written to comply with the Data Protection Act, No. 24 of 2019, the Data Protection (General) Regulations, 2021, and related subsidiary legislation of Kenya.

By using the Site, creating an account, placing an order, requesting a quotation, or otherwise providing us with personal data, you acknowledge that you have read and understood this Policy.

Ceter Technologies Limited is a company incorporated in Kenya.

For the purposes of the Data Protection Act, 2019, Ceter Technologies Limited is the data controller for the personal data described in this Policy, and in some cases may act as a data processor where we process data strictly on the instructions of an institutional client under a service contract.

This Policy applies to personal data we collect through:

• the Site, including account registration, checkout, and order tracking
• WhatsApp orders and enquiries sent to our published business number
• quotation and tender requests, whether submitted online, by email, or in person
• our service and maintenance operations, including installation visits, service calls, and warranty claims
• our social media pages, where you interact with us directly
• correspondence by phone, email, or in person at our premises

It does not apply to websites or services operated by third parties that we link to or that link to us, or to the internal HR data of our own employees, which is governed separately.

4.1 Information you give us directly

• Account information: name, email address, phone number, delivery and billing address, and a password stored in encrypted or hashed form.
• Order and quotation information: products or services ordered or enquired about, quantities, delivery instructions, purchase order or LPO references, and, for institutional and government clients, organisation name, procurement contact details, and KRA PIN where required for invoicing.
• Payment information: for M-Pesa payments, the transaction reference and phone number used; for card payments, our third-party payment processor handles and stores your card details directly. We do not store full card numbers on our own systems.
• Communications: messages you send us through the Site, WhatsApp, email, phone, or in person, including for customer support, warranty claims, or service requests.
• Service and warranty records: equipment serial numbers, installation and service history, and warranty status, where you purchase equipment or a maintenance contract from us.

4.2 Information collected automatically

When you visit the Site, we and service providers acting on our behalf may automatically collect:

• IP address, browser type and version, device type, and operating system
• pages viewed, time spent on the Site, and referring website
• cookies and similar technologies, as described in Section 6

4.3 Information from third parties

• Payment confirmation from our payment service providers.
• Delivery status from courier or logistics partners engaged to deliver your order.
• Publicly available business information where we are responding to a formal tender.

We process personal data only where we have a lawful basis to do so under the Data Protection Act, 2019. The table below summarises our main purposes and the corresponding lawful basis.

We do not use your personal data for any purpose incompatible with the purposes above without informing you and, where required, obtaining your consent.

The Site uses cookies and similar technologies to operate correctly and to understand how it is used.

• Strictly necessary cookies are required for core functions such as keeping you signed in, remembering items in your cart, and maintaining session security.
• Analytics cookies help us understand how visitors use the Site so we can improve it, where enabled.
• Advertising cookies may be used to measure advertising effectiveness where we run advertising through platforms such as Google Ads.

You can control or disable cookies through your browser settings. Disabling strictly necessary cookies may prevent parts of the Site, such as the cart and checkout, from working correctly.

We do not sell your personal data. We share personal data only where necessary, with:

• payment service providers, to process M-Pesa, card, and bank payments
• delivery and logistics partners, to fulfil and deliver your order
• hosting and infrastructure providers, who store and process data on our behalf under contractual data protection obligations
• manufacturers and authorised distributors, where necessary to process a warranty claim or enrich a product listing
• professional advisers, such as auditors, accountants, or lawyers, where necessary and under confidentiality obligations
• government and regulatory authorities where required by law
• a buyer or successor, in the event of a merger, acquisition, or sale of all or part of our business

Our Site is hosted using third-party infrastructure providers, which may store or process data outside Kenya, including in the United States. Where personal data is transferred outside Kenya, we take steps required under the Data Protection Act, 2019 to ensure it remains protected.

We retain personal data only for as long as necessary for the purposes described in this Policy:

• Account data is retained for as long as your account remains active, and for a reasonable period after closure.
• Order, invoice, and payment records are retained for at least five years from the end of the relevant financial year, in line with Kenyan tax law.
• Warranty and service records are retained for the duration of the applicable warranty or service contract, and for a reasonable period afterward.
• Marketing data is retained until you withdraw consent or unsubscribe.

Where data is no longer needed, we delete or anonymise it, except where we are required by law to retain it for longer.

We apply technical and organisational measures appropriate to the sensitivity of the data we hold, including encrypted transmission, encrypted or hashed password storage, restricted staff access, and role-based access controls. No system is completely secure, but we review our safeguards on an ongoing basis.

Under the Data Protection Act, 2019, you have the right to:

• be informed of how your personal data is being used
• access the personal data we hold about you
• request correction of inaccurate or outdated personal data
• request deletion of your personal data, subject to legal retention obligations
• object to, or request that we restrict, processing in certain circumstances
• request a copy of your personal data in a portable format
• withdraw consent at any time where processing is based on consent
• lodge a complaint with the Office of the Data Protection Commissioner

To exercise any of these rights, contact us using the details in Section 16. We may need to verify your identity before actioning a request.

The Site and our services are directed at businesses, institutions, and adult consumers, and are not intended for use by children. We do not knowingly collect personal data from anyone under 18 years of age.

Where you have opted in, we may send you order updates, product news, and promotional offers by email, SMS, or WhatsApp. You can withdraw your consent and unsubscribe at any time.

The Site may contain links to third-party websites, including manufacturer websites and social media platforms. We are not responsible for the privacy practices of those third parties.

We may update this Policy from time to time to reflect changes in our practices or in the law. The Last reviewed date at the top of this Policy indicates when it was last updated.

For questions about this Policy or to exercise your data protection rights, contact us at:

Ceter Technologies Limited
Email: info@cetertechnologies.com
Phone / WhatsApp: +254 707 143 322

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with:

Office of the Data Protection Commissioner (ODPC)
Britam Towers, Upper Hill, Nairobi, Kenya
Website: www.odpc.go.ke

We would appreciate the opportunity to address your concern directly first. Please contact us using the details in Section 16.