Privacy Policy

1. Introduction

Futuresoft Technologies Ltd ("Futuresoft", "we", "us", or "our") is committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.futuresoft.co.ke or use any of our software products and services.

Please read this policy carefully. If you disagree with its terms, please discontinue use of our website and services. By accessing or using our website, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when you:

• Fill in a contact or demo request form on our website
• Subscribe to our newsletter or marketing communications
• Engage with our sales or support teams via email, phone, or in person
• Enter into a contract or agreement with us for software services
• Attend events, webinars, or training sessions organised by Futuresoft

The types of personal data we may collect include: full name, job title, company name, email address, phone number, postal address, and payment information where applicable.

2.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information including your IP address, browser type and version, operating system, referring URLs, pages visited, time and date of visits, and session duration. This data is used solely for website analytics and security purposes.

2.3 Information from Third Parties

We may receive information about you from third-party sources such as business referral partners or publicly available professional directories, which we use only to provide or improve our services.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, operate, and maintain our software products and support services
• Communication: To respond to your enquiries, send product updates, and provide customer support
• Sales & Marketing: To send you information about our products and services that may be of interest to you (with your consent where required by law)
• Contractual Obligations: To fulfil our contractual obligations where you have engaged our services
• Legal Compliance: To comply with applicable Kenyan laws and regulations, including tax and financial reporting requirements
• Security: To detect, prevent, and address technical issues, fraud, or security breaches
• Improvement: To analyse usage patterns and improve our website and product offerings

4. Data Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your data in the following limited circumstances:

• Service Providers: Trusted third-party vendors who assist us in operating our business (e.g. hosting, email delivery, payment processing), bound by confidentiality obligations
• Legal Requirements: When required by Kenyan law, court order, or government authority
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate data protection safeguards in place
• With Your Consent: Where you have explicitly authorised us to share your information with a specific third party

5. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for all data transmitted to and from our website
• Restricted access to personal data on a need-to-know basis
• Regular security reviews of our systems and practices
• Secure data storage on protected servers

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required or permitted by Kenyan law. Criteria used to determine retention periods include:

• The duration of our contractual relationship with you
• Legal obligations to retain data for minimum periods (e.g. tax records — 7 years under Kenyan law)
• Legitimate business needs such as resolving disputes or enforcing agreements

When your data is no longer required, we securely delete or anonymise it.

7. Your Rights

Under the Kenya Data Protection Act 2019, you have the following rights regarding your personal data:

• Right of Access: You may request a copy of the personal data we hold about you
• Right to Rectification: You may request correction of inaccurate or incomplete data
• Right to Erasure: You may request deletion of your data in certain circumstances
• Right to Object: You may object to the processing of your data for direct marketing purposes
• Right to Data Portability: You may request your data in a structured, machine-readable format
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at info@futuresoft.co.ke. We will respond within 30 days.

8. Cookies & Tracking

Our website uses essential cookies only — small text files stored on your device — to ensure the website functions correctly. We do not use advertising cookies, tracking pixels, or third-party analytics services that share your data with external parties.

You can control cookie settings through your browser preferences. Disabling cookies may affect the functionality of certain website features.

9. Third-Party Links

Our website may contain links to third-party websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites. We encourage you to review the privacy policy of every website you visit.

10. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us immediately so we can take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised "Last updated" date. We encourage you to review this policy periodically. Continued use of our website after changes constitutes acceptance of the updated policy.

12. Data Protection Officer (DPO)

In compliance with Section 28 of the Kenya Data Protection Act 2019, Futuresoft Technologies Ltd has appointed a Data Protection Officer (DPO) responsible for overseeing our data protection strategy and ensuring compliance with applicable data protection laws.

You may contact our DPO directly for any of the following:

• Exercising your data subject rights (access, rectification, erasure, portability)
• Raising concerns about how your personal data is being processed
• Reporting a suspected data breach
• Requesting information about our data protection practices
• Making a complaint regarding our handling of your personal data

If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) at www.odpc.go.ke.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: