The short version. We use your information only to do the work you ask for. We do not sell it. Client data is kept confidential, and personal identifiers are removed before data goes to any AI tool. You can ask us what we hold about you at any time.
1. Who we are
DataEaze Studio is a data services business based in Nairobi, Kenya. We provide data entry, data cleaning and formatting, data analysis, spreadsheet work, and transcription and translation for clients in Kenya and abroad.
We act in two different roles, and the rules differ slightly for each:
- Website visitors and people who contact us. We decide how this information is used, so we are directly responsible for it.
- Data that clients give us to work on. The client decides why the data was collected and what should be done with it. We process it only on the client's instructions and for the agreed project.
2. Information we collect
When you visit this website
Our website host, Netlify, keeps standard access records, such as your IP address and country, for a short period to run and protect the site. We do not have access to these records.
Our code sets no advertising or tracking cookies, and we do not use analytics tools or build profiles of visitors. If that changes, we will update this page first.
When you contact us
Our contact form asks for your name, email address, the type of data work you need, and your message. Submissions are stored in our website hosting account and emailed to us. If you email or phone us instead, we keep your contact details and what you tell us about your project. We use this only to reply, prepare a quotation and keep a record of the conversation.
When you become a client
We keep business and billing details, project instructions, and the files you send us. Those files may contain personal information about your customers, staff, suppliers or research participants. See section 4.
3. Why we use information
- To reply to you and discuss your project.
- To prepare quotations and invoices, and to receive payment.
- To deliver and quality-check the work.
- To meet our legal, tax and contractual obligations.
- To keep our systems and your files secure.
4. Client data and confidentiality
We use client files only for the agreed project. We do not sell them, publish them, use them to build mailing lists, or reuse them on other projects. We will not show client data or results in our portfolio, on social media or in marketing without your written permission.
Where a file contains personal data, the client is responsible for having the right to give it to us, and we process it on the client's instructions. If someone asks us to access, correct or delete their data that sits inside a client's project, we pass the request to that client, who decides how to respond.
How we use AI tools on client data, and the steps we take to protect personal information before that happens, are set out on our page AI and third-party tools.
5. Who we share information with
We do not sell personal information. We share it only with service providers who help us run the business, and only as far as needed:
- Zoho Mail, for email;
- Google Drive, for file storage;
- Netlify, for website hosting and the contact form;
- an AI model API, under the safeguards described on our AI page;
- invoicing and payment tools.
We may also disclose information where the law requires it. We do not share client information with anyone else unless the client agrees.
6. Transfers outside Kenya
These providers store or process data on servers that may be outside Kenya, and some of our clients are based abroad. Where a project involves personal data, we follow the cross-border requirements of Kenya's Data Protection Act, 2019 and the client's instructions. Our main safeguard is to remove personal identifiers before data is sent to an outside tool.
7. How we protect information
We use safeguards that fit a small business and the type of data involved, including password-protected accounts and devices, two-factor authentication where it is available, limited access to client files, and controlled file sharing. No system is completely secure. If we become aware of a security incident that affects client data, we will tell the client without unnecessary delay.
8. How long we keep information
We keep client files only as long as the project and the agreed retention period require. At the end of a project we return or delete them as agreed, and we remove temporary working copies after delivery. Backups are overwritten on the backup system's normal cycle. Invoices and accounting records are kept for as long as tax and other laws require. Enquiries that do not lead to a project are deleted after a reasonable time.
9. Your rights
Under Kenya's Data Protection Act, 2019, you have the right to be informed about how your personal data is used, to access it, to object to its use, to have it corrected, and to have it deleted where the law allows. To use any of these rights, email us at the address below and we will respond within a reasonable time.
If you are not satisfied with our response, you can complain to the Office of the Data Protection Commissioner at odpc.go.ke.
10. Changes to this policy
We will update this policy when our services, tools or legal requirements change. The effective date at the top shows when it was last revised.
11. Contact us
DataEaze Studio, Nairobi, Kenya
Email: hello@dataeaze.co.ke
Phone: +254 114 453 465