Privacy Policy

1. Who we are and the scope of this Policy

This Privacy Policy explains how personal information is collected and used when you visit the Charter Pay website or contact the team through it. Charter Pay is the brand under which the Website is operated. The Website operator determines the purposes and means of processing personal data submitted through its website enquiry channels and acts as the data controller for that processing. For the identity of the relevant contracting legal entity, or any privacy enquiry, contact info@charterpayhq.com.

This Policy applies to visitors and prospective business customers contacting us through the Website. It does not replace any more specific employee, candidate, contractor, client or partner privacy notice that may apply if you later enter a service relationship with us or a delivery partner.

2. Personal information we collect

When you contact us through our forms or by email, we may collect your first and last name, work email address, business or organisation name, service of interest, countries of interest, approximate team size, anticipated timeline and the information you put in your message or enquiry. If you telephone or otherwise correspond with us, we may keep your contact details and relevant correspondence.

When you use the Website, our hosting and security providers may automatically process technical information such as IP address, browser and device information, access timestamps, referring pages and site-usage or security data, to operate and protect the Website. We ask that you do not submit sensitive personal data, payment-card details, passwords or identity documents in a general enquiry form.

3. Why we use information and applicable grounds

We use personal information to respond to enquiries; discuss requirements and possible services; prepare proposals; communicate with prospective customers; administer relationships; maintain and improve website functionality and security; keep appropriate business records; and meet legal or regulatory obligations.

Depending on the circumstances and applicable law, processing may be based on taking steps at your request before entering a contract, our legitimate interests in responding to genuine business enquiries and operating a secure website, compliance with a legal obligation, or your consent where consent is required. We will not treat a general enquiry as consent to receive unrelated promotional messages. You may object to direct marketing or withdraw relevant consent by contacting us.

4. Information received from others

We may receive business contact details from people who refer you to us, from your colleagues or organisation, or from legitimate business interactions, in which case we use that information only for an appropriate and lawful purpose. Where we receive personal information about someone else in an enquiry, the person submitting it should have authority and any required legal basis to share it.

5. Who may receive information

We may share relevant information with authorised Charter Pay personnel and service providers who assist with website hosting, form handling, email, communications, IT security and business operations. When needed to assess a prospective engagement, we may also share limited relevant details with professional advisers or prospective in-country service or delivery partners, subject to suitable confidentiality and data-protection requirements.

We may disclose information where required by law, regulation, legal process, or to protect legitimate legal interests. We do not sell personal data to third parties. We do not ordinarily publish enquiry details.

6. International data transfers

Charter Pay operates from Kenya and serves multiple jurisdictions. The Website uses third-party technology, including Webflow for website hosting and forms, and email services, which may store or process information outside Kenya, including in the United States. A prospective cross-border engagement may involve communication with partners in other countries where appropriate.

Where international transfers are subject to legal requirements, we seek to use appropriate contractual, organisational or other safeguards as required by applicable data-protection law. You can contact us for information about transfers relevant to your enquiry.

7. How long we keep data

We retain enquiry and correspondence information only for as long as reasonably necessary for the purposes for which it was collected, including following up your request, maintaining appropriate business records, managing potential disputes and meeting applicable legal requirements. Retention periods may vary by category and by whether an enquiry progresses to a contractual relationship. Information that is no longer needed will be deleted, anonymised or otherwise handled in accordance with applicable law and operational requirements.

8. Security

We take reasonable technical, administrative and organisational steps designed to protect personal information against unauthorised access, loss, misuse or disclosure. These may include access controls, appropriate provider security measures and secure communication channels. No internet transmission or storage system can be guaranteed completely secure. Please avoid putting confidential documents or highly sensitive data into public enquiry forms.

9. Cookies, fonts and website technologies

The Website and its hosting providers may use technologies necessary to deliver pages, maintain security and support forms. The Website also uses third-party services, including web fonts, which may receive certain technical information when content loads. We may introduce optional analytics or other technologies in the future; where consent or an additional notice is required, we will provide it before enabling those activities.

You can manage cookies through your browser settings, although disabling strictly necessary functionality may affect the Website. This Policy does not suggest that every type of tracking cookie is currently in use.

10. Your data-protection rights

Subject to applicable law and exceptions, you may have rights to be informed about our use of your information; request access; request correction of inaccurate or misleading data; object to certain processing; request deletion where appropriate; and exercise other rights that may apply in your jurisdiction, including withdrawing consent where processing is consent-based.

To exercise a right, contact info@charterpayhq.com and describe your request. We may need to verify your identity before responding. We will respond in accordance with applicable legal requirements.

11. Complaints

If you have a concern about how we handle your personal information, please contact us first so that we can investigate. You may also raise a complaint with the Office of the Data Protection Commissioner (Kenya) or another competent data-protection authority where you have the right to do so.

12. Children

The Website is intended for business and professional audiences and is not directed to children. We do not knowingly seek to collect personal information from children through general enquiry forms. If you believe a child has submitted personal information, please contact us so we can review and address the matter.

13. Changes to this Policy

We may update this Policy to reflect changes in our operations, technology or legal obligations. The updated version will be posted here with a revised date. Material changes will be communicated in an appropriate manner where required by law.

14. How to contact us

Charter Pay — Website Privacy Enquiries
Email: info@charterpayhq.com
Address: Woodvale Place, 1st Floor, Woodvale Grove, Westlands, Nairobi, Kenya.