Privacy Policy
Last updated: 20th November 2024
In accordance with the Data Protection Act 2019, we are committed to protecting the confidentiality and security of the information that you provide to us. This Privacy Notice is designed to help you understand how we collect and use your information.
We may change and update this policy from time to time and any updates will be made available on this page, so please check back here for the latest policy.
Who are We?
Depriss Facilities Management (also referred to in this Policy as “we”, “us”, or “our” or “DIFM”) is a private limited company that manages facilities, properties and projects.
Our registered Company number and address are:
Phone number – +254 711 207 777
Email: info@deprissgrp.co.ke
Madonna House Annex
Westlands, Nairobi
Why we need your data
We will need your PII in order to provide you with information and services that you have requested. We will not collect any PII from you we do not need in order to provide and oversee our service to you. We may collect information from you about other people, for example, tenants that you may sublet your property to in order to provide our service to you.
What we do with your data
All PII we process is processed by our staff in Kenya. However, for the purposes of IT hosting and maintaining, this information may be located on servers outside Kenya. We have a strict Data Protection regime in place to oversee the effective and secure processing of your personal data.
What Information Do We Collect and How Do We Collect It?
The data that we collect from you is used to provide and enhance our services. While using our Services, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:
• Email address
• Full Name
• Phone number(s)
• Postal and correspondence address
• Email address
• Passport number
• ID number
• Work permit number
• Residence
Cookies and Usage Data
If you make a payment on the phone your card information is not held by us. It is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions. We do not record any this information. Cheques sent to our offices are kept in a secure locked location and banked twice weekly.
Information from Other Sources
We may use legal public services such as Land Registry and other government authorities to obtain information about you, for example to verify the ownership of a particular property. Such information will only be obtained from reputable sources which operate in accordance with the Data Protection Act.
Use of Cookies
Cookies are small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers By agreeing to use cookies registered to our website, we may also collect data on how you interact with our service and your activity on our website. This data in anonymised and may include, but is not limited to:
• Internet Protocol Address (IP Address)
• Data and time of your visit
• Browser Type and Version
• Pages on our website that you visit
• The time spent on each page
Who Has Access To Your Data?
• We will not sell or give your personal data to any third party in exchange for money.
• We will not share your personal data with any third party for marketing purposes.
• We may employ third party companies and individuals to help deliver our service on our behalf, to perform service-related services, or to assist us in analysing how our service is used. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and are obligated not to disclose or use it for any other purpose.
Third party providers that we may transfer personal data to include, but not limited to:
• Tenants and Leaseholders
• Building and other maintenance contractors
• Insurance companies, brokers and loss adjusters
• Software and IT providers
• Solicitors and estate agents
• Other managing agents
• Banks in order to process payments
• Local authorities
• Fire authorities
Lawful Basis for processing
To process any Personally Identifiable information (PII) on an individual an organisation must have a lawful basis for carrying this out. PBM uses the following lawful bases for processing:
Contractual: the vast majority of our lawful processing is necessary for a contract with an individual or company, or because they have asked us to take specific steps before entering into a contract.
Consent: the individual has given clear consent for the process their data for a specific purpose. Where we use consent as the legal basis for processing your PII, you have the right to withdraw your consent at any time. If you wish to discuss or withdraw your consent, please contact us using the details below.
Legal obligation: we may be required to process PII to comply with our legal obligation, ie a court order.
How long with we keep your data?
We will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your personal data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. With this in mind we will hold your data for a minimum of seven years, unless you tell us otherwise.
Some of the retention periods are governed by statute. Others are guidelines following best practice. Every effort has been made to ensure that these retention periods are compliant with the requirements of the Data Protection Act and Records Disposal Act.
We continually review this retention period to ensure we process your personal data within the statutory requirements contained within the General Data Protection Regulation.
What are your rights
The Data Protection Act provides the following rights for individuals:
1. The right to be informed:
Data Subjects must be made clear about what, why and in what way their information will be used.
2. The right of access:
Data Subjects have the right to know what information we hold on them, who holds this information and why.
3. The right to rectification:
Data Subjects have the right to request corrections to the information that we hold on them.
4. The right to erasure:
Data Subjects can request to be forgotten.
5. The right to restrict processing:
Data Subjects can ask organisations to stop processing their information.
6. The right to data portability:
Data Subjects can ask for their information in a machine-readable format or to have it sent to another organisation.
7. The right to object:
Data Subjects have the right to object to organisations processing their information.
8. Rights in relation to automated decision making and profiling:
Data Subjects have protection against the use of profiling of their information or automated decision making.
Depriss Facilities Management aim to take all reasonable steps to allow you to amend, delete, correct, or limit the use of your personal data. If at any point you believe the information we process on you is incorrect, you can request to see this information and have it corrected or deleted by contacting us using the details below.
Access to your Information/Subject access request
If you wish to submit a Subject Access Request to understand what personal information we
hold for you please contact us at:
Phone number – +254 711 207 777
Email: info@deprissgrp.co.ke
Madonna House Annex
Westlands, Nairobi
Depriss Facilities Management are obliged to provide a response to your request within 1 month of receipt of the request. Where requests are complex or we are dealing with numerous requests we may extend this for a further two months, but you will be notified in these circumstances within one month of receipt of your request.
Privacy of Children
We do not knowingly process data of anyone under the age of 18. If you are the parent or guardian and you are aware that we hold personal data on your children please contact us. We will take necessary steps to stop processing this data once notified.
Special Category Data
We do not knowingly process any special category data, details of which are listed below. special category data is more sensitive, and so needs more protection. For example, information about an individual’s:
Race, ethnic origin, political or religious beliefs, trade union membership, genetics, biometrics
(where used for ID purposes),health, sex life, or sexual orientation. We will take necessary steps
to stop processing this data once notified.
Complaints or queries
Depriss Facilities Management tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
This Privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of the company’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
