Privacy Policy

Privacy Policy — VisitoFlow

Effective Date: 11 October 2025

1. Introduction

Mind Cloud Systems Ltd. (“we,” “us,” or “our”) respects your privacy and is committed to protecting the personal data you share through VisitoFlow (the “Platform”). This privacy policy describes how we collect, use, store, disclose, and protect your information when you use VisitoFlow and its services. This policy is in accordance with applicable data protection laws, including Kenya’s Data Protection Act.

2. Information We Collect

We collect the following categories of information:

a) Personal Information

• Visitor names

• Staff / Host names

• ID or passport numbers (if required)

• Email addresses

• Phone numbers

• Photos (visitor images)

b) Business / Operational Data

• Site / branch details

• Visitor pre-bookings and appointments

• Check-in and check-out timestamps

• Vehicle entry/exit logs

• Host assignment data

• Location / GPS data (if enabled for site auditing)

c) Technical & Usage Data

• Device identifiers

• IP addresses

• Browser or app version

• Log files, error reports

• Date/time stamps of usage

• Analytics and performance metrics

3. How We Use Your Information

We use collected data to:

• Operate and maintain VisitoFlow

• Facilitate visitor check-in/out, notifications, and alerts

• Generate reports and analytics for your operations

• Notify hosts of visitor arrivals

• Conduct audits, system improvement, and research

• Provide customer support

• Comply with legal and regulatory obligations

• Communicate updates about the service

4. Legal Basis for Processing

We may process personal data under one or more of the following:

• Your consent

• Execution of a contract (delivering the services)

• Compliance with a legal obligation

• Legitimate interests (such as platform security, improving service, fraud prevention)

5. Data Sharing & Disclosure

We do not sell or rent your personal data. We may share your information with:

• Authorized personnel within your organization (e.g., receptionists, site admins)

• Third-party service providers (e.g. SMS / notification providers, hosting, cloud storage) under data processing agreements

• Law enforcement or regulatory bodies when required by law

• Related entities under confidentiality obligations

6. Data Retention

We retain personal data only as long as needed to fulfill the purposes in this policy or as required by law. After contract termination or upon request, data may be deleted or anonymized where permitted.

7. Data Security

We employ security practices such as:

• Encryption in transit and at rest

• Role-based access control

• Audit logs and usage monitoring

• Regular security reviews and testing

Note: No system is perfectly secure. Users are encouraged to maintain strong passwords and avoid sharing credentials.

8. Your Rights

Subject to applicable law, you may:

• Access your personal data

• Correct or update inaccurate data

• Delete your data (“right to be forgotten”)

• Object to processing or restrict it

• Withdraw consent (if processing depends on it)

• Request data portability

To exercise your rights, contact us at the email below.

9. Third-Party Services

VisitoFlow may integrate with third-party services (e.g., SMS gateways, maps, identity verification). We are not responsible for their privacy practices. Review their privacy policies before use.

10. International Transfers

Where data is transferred outside Kenya, we adopt appropriate safeguards (e.g. Data Processing Agreements, standard contractual clauses) in line with legal requirements.

11. Children’s Privacy

The Platform is not intended for individuals under 18. We do not knowingly collect data from minors without guardian consent.

12. Changes to This Policy

We may update this policy periodically. We will post changes here and, where appropriate, notify you via email or in-app notification. Continued use of VisitoFlow constitutes acceptance of the updated policy.

13. Contact Us

If you have questions or concerns, reach out to:

Mind Cloud Systems Ltd.
Email: hello@visitoflow.com 
Phone: +254728591754