The short version. We use an AI model API to work faster and more consistently. Your customers' data comes first: personal identifiers are removed before data is sent to it. If a project needs identifiers left in, we do that only with your agreement. If you do not want AI used on your data at all, tell us and we will do the work without it.
What we use
We use software, scripts and an AI model API as part of data entry, cleaning and analysis work. Not every project uses AI, and we do not assume that hiring us means you have agreed to it for your personal data. The rules below decide what can be sent.
Personal information is removed first
Before data from a client file goes to an AI tool, we remove personal identifiers or replace them with codes. Identifiers include:
- names;
- phone numbers and email addresses;
- physical addresses;
- national ID, passport and other identity numbers;
- bank, mobile money and card numbers.
The tool receives only what it needs to do the task, such as the structure of a table or the wording that needs cleaning, without the details that identify a person. We do not send passwords or access credentials to any tool.
When identifiers have to stay in
Occasionally a task cannot be done with identifiers removed. In that case we ask you first. We go ahead only if you agree in writing before the work starts, and we send only the minimum data the task requires. If you say no, we complete the work another way.
Business data without personal information
Data that does not relate to individuals, such as stock levels, sales figures or product lists, may be processed with the AI API as part of normal work. We tell clients about this when a project starts, and you can ask us not to use AI on any project.
Recordings, transcripts and documents for translation
Audio and video recordings contain voices, names and other details that cannot be removed before a tool processes them, and a transcript carries the same details. Documents sent for translation work the same way, because the translator has to read the whole text. For that reason we do not send recordings, transcripts, or documents containing personal information to AI tools unless you agree in writing before the work starts. If you do not agree, we complete the work another way.
What the AI provider does with data
The AI provider handles data under its own terms. We use providers whose current terms say that data sent through their paid API is not used to train their models by default. Providers may still keep inputs for a limited period, for example to detect misuse, which is another reason we remove identifiers first. Ask us if you need to know which provider is working on your project.
Outside Kenya
AI and other providers may process data on servers outside Kenya. For personal data, we follow the cross-border requirements of Kenya's Data Protection Act, 2019 and your instructions, and our main safeguard is that identifiers do not leave our control.
Other tools that handle client files
| Tool | What it is used for |
|---|---|
| Software on our own computer | Python scripts and spreadsheet software that clean and analyse data on our machine. |
| AI model API | Assisting with cleaning, formatting and analysis, under the rules above. Not used on recordings, transcripts, or documents containing personal information without your written agreement. |
| Google Drive | Storing project files. |
| Zoho Mail | Email with you, including files you send by email. |
| Netlify | Running this website and receiving contact form messages. It does not hold client project files. |
| Invoicing and payment tools | Sending invoices and receiving payment. |
Checking the results
AI can make mistakes. A person reviews all work before it is delivered, and we do not deliver AI output unchecked.
Your choices
- Tell us before a project starts if you want no AI used on your data.
- Tell us if your data includes sensitive information, such as health records or information about children, so that we can agree how it is handled first.
- Ask us at any time which tools were used on your project.
Contact us
Email hello@dataeaze.co.ke or call +254 114 453 465. Our full Privacy Policy explains how we handle information more generally.