Privacy Policy
How Emerging Writing Pad Solutions Ltd collects, uses and protects your personal data.
Emerging Writing Pad Solutions Ltd ("EWPS", "we", "us") respects your privacy. This policy explains what personal data we collect when you visit our website, contact us or engage our services, why we collect it, how we protect it, and the rights you have under the Data Protection Act, 2019 of Kenya and its regulations.
1. Who we are
EWPS is a business administration and coordination company based in Nairobi, Kenya. For the personal data described in this policy, EWPS is the data controller.
Contact: info@ewritingpadsolutions.co.ke · +254 722 636 432 · P.O. Box 79708-00200, Nairobi, Kenya.
2. The personal data we collect
| When | What we collect |
|---|---|
| You send an enquiry through our website | Your name, email address, phone or WhatsApp number, country of residence, the service you are interested in, and anything you choose to write in your message. |
| You contact us by phone, WhatsApp or email | Your contact details and the content of your messages. |
| You engage us for an assignment | The information and documents needed for that assignment. Depending on the service, this may include identity and passport details, employment, education and family information, company and tax records, and property details. |
| You browse our website | Basic technical data recorded by our web host, such as IP address, browser type and pages visited, kept in server logs for security. Our website does not use advertising or tracking cookies. |
Some assignment documents may contain sensitive personal data, such as details of family members, health information required for a permit, or information about children for school or dependant applications. We collect such data only where the assignment requires it, and only with your consent.
3. Why we use your data, and our lawful basis
- To reply to your enquiry and discuss how we can help. Basis: your consent, and steps taken at your request before entering a contract.
- To carry out an agreed assignment, including preparing documents, coordinating with government offices and service providers, and updating you. Basis: performance of our contract with you.
- To keep business, tax and accounting records. Basis: compliance with our legal obligations.
- To protect our website and systems from misuse. Basis: our legitimate interests.
We do not sell your personal data, and we do not use it for marketing unless you have asked to receive updates from us.
4. Who we share it with
We share personal data only as far as needed for your assignment, and only with your knowledge:
- Government offices and authorities handling an application, such as immigration, company registration, tax and social security offices.
- Service providers you ask us to coordinate with, such as property agents, schools, movers and other professionals.
- Our own suppliers who host our website and email, under obligations to keep the data secure.
- Anyone we are required to disclose to by law.
Where data has to be sent outside Kenya, for example to you or your employer abroad, or because a supplier stores data overseas, we take steps to make sure it is protected as required by the Data Protection Act.
5. How long we keep it
We keep enquiry details for up to 12 months if you do not go on to engage us. We keep assignment records for as long as needed to complete the work and then for up to 7 years to meet tax and legal record-keeping requirements. After that, we delete or securely destroy them. Original documents you lend us are returned to you when the assignment ends.
6. How we protect it
Our website uses an encrypted connection (HTTPS). Access to client files is limited to the people working on your assignment. We use password-protected accounts and devices, and we keep physical documents in secure storage.
7. Your rights
Under the Data Protection Act, 2019 you have the right to:
- be informed of how your personal data is used;
- access the personal data we hold about you;
- object to the processing of all or part of your personal data;
- have inaccurate or misleading data corrected;
- have false or misleading data deleted;
- withdraw your consent at any time, without affecting processing that took place before; and
- receive your data in a portable format where this applies.
To use any of these rights, email info@ewritingpadsolutions.co.ke. We will respond within the time set by law. If you are not satisfied with our response, you may complain to the Office of the Data Protection Commissioner (ODPC) at www.odpc.go.ke.
8. Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it was last changed.