Privacy Policy

Effective Date: 01 January 2025

Last Updated: 04 April 2025

This Privacy Policy explains how IOT Kenya Limited ("we", "us", or "our"), the owner and operator of the Ppleplus Human Resource Management (HRM) application ("Ppleplus" or the "Application"), collects, uses, discloses, and protects your personal data when you use our services.

By accessing or using Ppleplus, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect the following types of personal data when you use Ppleplus:

• a) User and Account Information
  • Full name
  • Email address
  • Phone number
  • Role/title
  • User credentials (e.g., username, password)
  • Organization/employer details
• b) Employee Records
  • Personal identification (e.g., ID number, date of birth)
  • Contact details
  • Employment history
  • Payroll data
  • Leave records
  • Performance appraisals
  • Benefits and statutory deductions
• c) Usage Data
  • IP address
  • Browser type and version
  • Device identifiers
  • Log-in timestamps
  • Activity logs within the app

2. How We Use Your Information

We use your personal data for the following purposes:

• To create and manage user accounts
• To provide and improve the functionality of Ppleplus
• To process payroll, leave, and other HR functions
• To generate reports for administrative and compliance purposes
• To respond to customer service requests
• To send system updates, alerts, or administrative messages
• To ensure data integrity, security, and compliance with applicable laws

3. Legal Basis for Processing

We process personal data based on:

4. Data Sharing and Disclosure

We do not sell your personal data.

We may share data with:

• Authorized administrators of your employer or organization
• Our service providers (e.g., cloud hosting, support tools), under data processing agreements
• Government or regulatory authorities, when required by law
• Auditors or legal advisors, under confidentiality obligations

5. Data Retention

We retain personal data for as long as necessary to fulfill the purposes outlined in this policy, including any legal, accounting, or reporting requirements.

Upon termination of services, your data will be retained or deleted according to our Data Retention Policy and applicable laws.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption in transit and at rest
• Role-based access control
• Regular system audits and vulnerability assessments
• Data backup and disaster recovery protocols

7. Your Rights

Subject to applicable law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Object to or restrict certain processing
• Request deletion of your data
• Withdraw consent where processing is based on consent

Requests can be made through your system administrator or directly to us using the contact details below.

8. Cookies and Tracking

Ppleplus may use cookies and similar technologies to enhance user experience, analyze trends, and administer the application. You can control cookie settings through your browser preferences.

9. Third-Party Services

We may use third-party services to enhance our offerings or provide additional functionalities. These third-party services are subject to their own privacy policies and practices.

9. Third-Party Services

Where we integrate with third-party services (e.g., payment gateways, statutory bodies), your data may be shared under those parties' respective privacy policies. We encourage you to review them.

10. International Transfers

If we transfer your data outside of Kenya, we will ensure appropriate safeguards are in place in compliance with the Kenya Data Protection Act, 2019 and other applicable regulations.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Changes will be posted within the application or on our website. We encourage you to review it regularly.

12. Contact Us

For any questions or concerns regarding this Privacy Policy or how your data is handled, please contact:

IOT Kenya Limited
216 Muthaiga North
P.O. Box 64587-00620, Nairobi, Kenya
Email: office@ppleplus.com