Privacy Policy

1. Who We Are

EcoFaida ("we", "us", "our") is a software company that provides a digital Quality Management System (QMS), Standard Operating Procedure (SOP) management, forms, approvals, workflow automation, and compliance tools accessible via ecofaida.com.

For all privacy enquiries, contact us at info@ecofaida.com or call 0721 987 501.

2. Information We Collect

2.1 Information you provide directly

• Account information: full name, work email address, organisation name, phone number, and password when you register or book a walkthrough.
• Profile details: job title, team size, industry, and compliance goals you enter during onboarding.
• Content you create: SOPs, forms, checklists, audit records, approvals, tasks, and any other documents you upload or author inside the platform.
• Communications: messages you send to our support team via email or in-app chat.

2.2 Information collected automatically

• Usage data: pages visited, features used, time spent, actions taken (e.g., form submissions, approvals given).
• Device and browser data: IP address, browser type and version, operating system, screen resolution, referring URL.
• Cookies and similar technologies: session cookies for authentication and preference cookies that remember your settings. See Section 7 for details.
• Log data: server logs recording API calls, error events, and timestamps for security and debugging purposes.

2.3 Information from third parties

• Calendar and meeting data when you book a walkthrough via Google Meet.
• Payment transaction records from our payment processor (we do not store full card numbers).

3. How We Use Your Information

We use personal data to:

• Provide, operate, and improve the EcoFaida platform and its features.
• Create and manage your account and organisation workspace.
• Process walkthrough bookings and send confirmation, reminder, and follow-up emails.
• Deliver customer support and respond to enquiries.
• Send product updates, release notes, and usage tips (you may opt out at any time).
• Monitor platform security, detect fraud, and prevent unauthorised access.
• Comply with legal obligations and enforce our Terms and Conditions.
• Conduct internal analytics to understand how the platform is used and where to improve.

4. Legal Bases for Processing

We process your personal data on the following legal grounds:

• Contract performance: to deliver the services you signed up for.
• Legitimate interests: to improve the platform, prevent fraud, and communicate with you about your account.
• Legal obligation: where processing is required by applicable law.
• Consent: for optional marketing communications; you may withdraw consent at any time.

5. Data Sharing and Disclosure

We do not sell your personal data. We may share data with:

• Service providers: cloud hosting, email delivery, analytics, and payment processing partners who process data on our behalf under strict confidentiality agreements.
• Your organisation: administrators within your organisation's EcoFaida workspace can see content and activity within that workspace.
• Legal authorities: where required by law, court order, or to protect the rights and safety of EcoFaida and its users.
• Business transfers: in the event of a merger, acquisition, or asset sale, your data may be transferred; we will notify you in advance.

6. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. If you close your account, we delete or anonymise personal data within 90 days, except where we are required to retain it longer for legal, regulatory, or audit purposes.

Content you created (SOPs, records, audit logs) may be retained in anonymised or aggregated form for product improvement purposes.

7. Cookies

EcoFaida uses the following types of cookies:

• Essential cookies: required for authentication and platform security. You cannot opt out of these.
• Preference cookies: remember your language, theme, and UI settings.
• Analytics cookies: help us understand usage patterns so we can improve the product. You can opt out via your browser settings.

You can control cookies through your browser settings. Disabling essential cookies will prevent you from logging in.

8. Data Security

We apply industry-standard security measures including:

• TLS/HTTPS encryption for all data in transit.
• Encrypted storage for sensitive data at rest.
• Access controls ensuring only authorised personnel can access personal data.
• Regular security reviews and monitoring for unusual activity.

No system is completely secure. If you discover a security vulnerability, please report it to info@ecofaida.com and we will respond promptly.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your personal data (subject to legal retention obligations).
• Restrict or object to processing in certain circumstances.
• Data portability — receive your data in a machine-readable format.
• Withdraw consent for marketing communications at any time.

To exercise any of these rights, email info@ecofaida.com. We will respond within 30 days.

10. Children's Privacy

EcoFaida is intended for business use by individuals aged 18 and over. We do not knowingly collect personal data from minors. If you believe we have inadvertently collected such data, contact us immediately.

11. International Transfers

EcoFaida is based in Kenya and our servers are hosted within the region. If data is transferred outside Kenya, we ensure adequate safeguards are in place consistent with applicable data protection law.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top and notify registered users by email. Your continued use of EcoFaida after the update constitutes acceptance of the revised policy.