{"id":249,"date":"2025-10-11T19:53:45","date_gmt":"2025-10-11T19:53:45","guid":{"rendered":"https:\/\/visitoflow.com\/?page_id=249"},"modified":"2025-10-11T20:05:37","modified_gmt":"2025-10-11T20:05:37","slug":"privacy-policy","status":"publish","type":"page","link":"https:\/\/visitoflow.com\/?page_id=249","title":{"rendered":"Privacy Policy"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-page\" data-elementor-id=\"249\" class=\"elementor elementor-249\" data-elementor-settings=\"{&quot;element_pack_global_tooltip_width&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;size&quot;:&quot;&quot;,&quot;sizes&quot;:[]},&quot;element_pack_global_tooltip_width_tablet&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;size&quot;:&quot;&quot;,&quot;sizes&quot;:[]},&quot;element_pack_global_tooltip_width_mobile&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;size&quot;:&quot;&quot;,&quot;sizes&quot;:[]},&quot;element_pack_global_tooltip_padding&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;top&quot;:&quot;&quot;,&quot;right&quot;:&quot;&quot;,&quot;bottom&quot;:&quot;&quot;,&quot;left&quot;:&quot;&quot;,&quot;isLinked&quot;:true},&quot;element_pack_global_tooltip_padding_tablet&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;top&quot;:&quot;&quot;,&quot;right&quot;:&quot;&quot;,&quot;bottom&quot;:&quot;&quot;,&quot;left&quot;:&quot;&quot;,&quot;isLinked&quot;:true},&quot;element_pack_global_tooltip_padding_mobile&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;top&quot;:&quot;&quot;,&quot;right&quot;:&quot;&quot;,&quot;bottom&quot;:&quot;&quot;,&quot;left&quot;:&quot;&quot;,&quot;isLinked&quot;:true},&quot;element_pack_global_tooltip_border_radius&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;top&quot;:&quot;&quot;,&quot;right&quot;:&quot;&quot;,&quot;bottom&quot;:&quot;&quot;,&quot;left&quot;:&quot;&quot;,&quot;isLinked&quot;:true},&quot;element_pack_global_tooltip_border_radius_tablet&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;top&quot;:&quot;&quot;,&quot;right&quot;:&quot;&quot;,&quot;bottom&quot;:&quot;&quot;,&quot;left&quot;:&quot;&quot;,&quot;isLinked&quot;:true},&quot;element_pack_global_tooltip_border_radius_mobile&quot;:{&quot;unit&quot;:&quot;px&quot;,&quot;top&quot;:&quot;&quot;,&quot;right&quot;:&quot;&quot;,&quot;bottom&quot;:&quot;&quot;,&quot;left&quot;:&quot;&quot;,&quot;isLinked&quot;:true}}\">\n\t\t\t\t\t\t<div class=\"elementor-section elementor-top-section elementor-element elementor-element-4d98de53 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"4d98de53\" data-element_type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-4784f126\" data-id=\"4784f126\" data-element_type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-67a9ab88 elementor-widget__width-auto elementor-widget elementor-widget-heading\" data-id=\"67a9ab88\" data-element_type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t\t<h5 class=\"elementor-heading-title elementor-size-default\">#1 VISITOR MANAGEMENT SOFTWARE<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-48a8a6f9 elementor-widget elementor-widget-bdt-animated-heading\" data-id=\"48a8a6f9\" data-element_type=\"widget\" data-widget_type=\"bdt-animated-heading.default\">\n\t\t\t\t\t<div id=\"bdtah-48a8a6f9\" class=\"bdt-heading bdt-heading-layout-animated\"><h1 class=\"bdt-heading-tag\"><span class=\"bdt-pre-heading\">Privacy Policy<\/span> <span id=\"bdt-ah-48a8a6f9\" class=\"bdt-animated-heading  bdt-animated-slow\" data-settings=\"{&quot;layout&quot;:&quot;animated&quot;,&quot;animation&quot;:&quot;fadeIn&quot;,&quot;speed&quot;:2500}\"><\/span> <\/h1><\/div>\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-4c383af4 elementor-widget__width-inherit elementor-widget elementor-widget-text-editor\" data-id=\"4c383af4\" data-element_type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<p>Your privacy matters \u2014 VisitoFlow securely collects, stores, and processes visitor and staff data only to enhance safety, efficiency, and compliance across your organization<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t<div class=\"elementor-element elementor-element-381d0e4 e-flex e-con-boxed e-con e-parent\" data-id=\"381d0e4\" data-element_type=\"container\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-cf758ff elementor-widget elementor-widget-text-editor\" data-id=\"cf758ff\" data-element_type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t\t\t\t\t\t<p data-start=\"180\" data-end=\"211\"><strong data-start=\"180\" data-end=\"211\">Privacy Policy \u2014 VisitoFlow<\/strong><\/p><p data-start=\"213\" data-end=\"246\"><strong data-start=\"213\" data-end=\"246\">Effective Date: 11 October 2025<\/strong><\/p><hr data-start=\"248\" data-end=\"251\" \/><h3 data-start=\"253\" data-end=\"274\">1. Introduction<\/h3><p data-start=\"275\" data-end=\"684\">Mind Cloud Systems Ltd. (\u201cwe,\u201d \u201cus,\u201d or \u201cour\u201d) respects your privacy and is committed to protecting the personal data you share through VisitoFlow (the \u201cPlatform\u201d). 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\u2019s Data Protection Act.<\/p><hr data-start=\"686\" data-end=\"689\" \/><h3 data-start=\"691\" data-end=\"722\">2. Information We Collect<\/h3><p data-start=\"723\" data-end=\"774\">We collect the following categories of information:<\/p><p data-start=\"776\" data-end=\"805\"><strong data-start=\"776\" data-end=\"803\">a) Personal Information<\/strong><\/p><ul data-start=\"806\" data-end=\"968\"><li data-start=\"806\" data-end=\"823\"><p data-start=\"808\" data-end=\"823\">Visitor names<\/p><\/li><li data-start=\"824\" data-end=\"846\"><p data-start=\"826\" data-end=\"846\">Staff \/ Host names<\/p><\/li><li data-start=\"847\" data-end=\"887\"><p data-start=\"849\" data-end=\"887\">ID or passport numbers (if required)<\/p><\/li><li data-start=\"888\" data-end=\"907\"><p data-start=\"890\" data-end=\"907\">Email addresses<\/p><\/li><li data-start=\"908\" data-end=\"925\"><p data-start=\"910\" data-end=\"925\">Phone numbers<\/p><\/li><li data-start=\"926\" data-end=\"968\"><p data-start=\"928\" data-end=\"968\">Photos (visitor images)<\/p><\/li><\/ul><p data-start=\"970\" data-end=\"1006\"><strong data-start=\"970\" data-end=\"1004\">b) Business \/ Operational Data<\/strong><\/p><ul data-start=\"1007\" data-end=\"1239\"><li data-start=\"1007\" data-end=\"1032\"><p data-start=\"1009\" data-end=\"1032\">Site \/ branch details<\/p><\/li><li data-start=\"1033\" data-end=\"1074\"><p data-start=\"1035\" data-end=\"1074\">Visitor pre-bookings and appointments<\/p><\/li><li data-start=\"1075\" data-end=\"1112\"><p data-start=\"1077\" data-end=\"1112\">Check-in and check-out timestamps<\/p><\/li><li data-start=\"1113\" data-end=\"1140\"><p data-start=\"1115\" data-end=\"1140\">Vehicle entry\/exit logs<\/p><\/li><li data-start=\"1162\" data-end=\"1186\"><p data-start=\"1164\" data-end=\"1186\">Host assignment data<\/p><\/li><li data-start=\"1187\" data-end=\"1239\"><p data-start=\"1189\" data-end=\"1239\">Location \/ GPS data (if enabled for site auditing)<\/p><\/li><\/ul><p data-start=\"1241\" data-end=\"1272\"><strong data-start=\"1241\" data-end=\"1270\">c) Technical &amp; Usage Data<\/strong><\/p><ul data-start=\"1273\" data-end=\"1434\"><li data-start=\"1273\" data-end=\"1295\"><p data-start=\"1275\" data-end=\"1295\">Device identifiers<\/p><\/li><li data-start=\"1296\" data-end=\"1312\"><p data-start=\"1298\" data-end=\"1312\">IP addresses<\/p><\/li><li data-start=\"1313\" data-end=\"1339\"><p data-start=\"1315\" data-end=\"1339\">Browser or app version<\/p><\/li><li data-start=\"1340\" data-end=\"1368\"><p data-start=\"1342\" data-end=\"1368\">Log files, error reports<\/p><\/li><li data-start=\"1369\" data-end=\"1398\"><p data-start=\"1371\" data-end=\"1398\">Date\/time stamps of usage<\/p><\/li><li data-start=\"1399\" data-end=\"1434\"><p data-start=\"1401\" data-end=\"1434\">Analytics and performance metrics<\/p><\/li><\/ul><hr data-start=\"1436\" data-end=\"1439\" \/><h3 data-start=\"1441\" data-end=\"1477\">3. How We Use Your Information<\/h3><p data-start=\"1478\" data-end=\"1505\">We use collected data to:<\/p><ul data-start=\"1506\" data-end=\"1867\"><li data-start=\"1506\" data-end=\"1541\"><p data-start=\"1508\" data-end=\"1541\">Operate and maintain VisitoFlow<\/p><\/li><li data-start=\"1542\" data-end=\"1604\"><p data-start=\"1544\" data-end=\"1604\">Facilitate visitor check-in\/out, notifications, and alerts<\/p><\/li><li data-start=\"1605\" data-end=\"1659\"><p data-start=\"1607\" data-end=\"1659\">Generate reports and analytics for your operations<\/p><\/li><li data-start=\"1660\" data-end=\"1696\"><p data-start=\"1662\" data-end=\"1696\">Notify hosts of visitor arrivals<\/p><\/li><li data-start=\"1697\" data-end=\"1749\"><p data-start=\"1699\" data-end=\"1749\">Conduct audits, system improvement, and research<\/p><\/li><li data-start=\"1750\" data-end=\"1778\"><p data-start=\"1752\" data-end=\"1778\">Provide customer support<\/p><\/li><li data-start=\"1779\" data-end=\"1827\"><p data-start=\"1781\" data-end=\"1827\">Comply with legal and regulatory obligations<\/p><\/li><li data-start=\"1828\" data-end=\"1867\"><p data-start=\"1830\" data-end=\"1867\">Communicate updates about the service<\/p><\/li><\/ul><hr data-start=\"1869\" data-end=\"1872\" \/><h3 data-start=\"1874\" data-end=\"1909\">4. Legal Basis for Processing<\/h3><p data-start=\"1910\" data-end=\"1976\">We may process personal data under one or more of the following:<\/p><ul data-start=\"1977\" data-end=\"2174\"><li data-start=\"1977\" data-end=\"1993\"><p data-start=\"1979\" data-end=\"1993\">Your consent<\/p><\/li><li data-start=\"1994\" data-end=\"2047\"><p data-start=\"1996\" data-end=\"2047\">Execution of a contract (delivering the services)<\/p><\/li><li data-start=\"2048\" data-end=\"2086\"><p data-start=\"2050\" data-end=\"2086\">Compliance with a legal obligation<\/p><\/li><li data-start=\"2087\" data-end=\"2174\"><p data-start=\"2089\" data-end=\"2174\">Legitimate interests (such as platform security, improving service, fraud prevention)<\/p><\/li><\/ul><hr data-start=\"2176\" data-end=\"2179\" \/><h3 data-start=\"2181\" data-end=\"2215\">5. Data Sharing &amp; Disclosure<\/h3><p data-start=\"2216\" data-end=\"2300\">We do <strong data-start=\"2222\" data-end=\"2229\">not<\/strong> sell or rent your personal data. We may share your information with:<\/p><ul data-start=\"2301\" data-end=\"2627\"><li data-start=\"2301\" data-end=\"2385\"><p data-start=\"2303\" data-end=\"2385\">Authorized personnel within your organization (e.g., receptionists, site admins)<\/p><\/li><li data-start=\"2386\" data-end=\"2512\"><p data-start=\"2388\" data-end=\"2512\">Third-party service providers (e.g. SMS \/ notification providers, hosting, cloud storage) under data processing agreements<\/p><\/li><li data-start=\"2513\" data-end=\"2574\"><p data-start=\"2515\" data-end=\"2574\">Law enforcement or regulatory bodies when required by law<\/p><\/li><li data-start=\"2575\" data-end=\"2627\"><p data-start=\"2577\" data-end=\"2627\">Related entities under confidentiality obligations<\/p><\/li><\/ul><hr data-start=\"2629\" data-end=\"2632\" \/><h3 data-start=\"2634\" data-end=\"2657\">6. Data Retention<\/h3><p data-start=\"2658\" data-end=\"2861\">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.<\/p><hr data-start=\"2863\" data-end=\"2866\" \/><h3 data-start=\"2868\" data-end=\"2890\">7. Data Security<\/h3><p data-start=\"2891\" data-end=\"2930\">We employ security practices such as:<\/p><ul data-start=\"2931\" data-end=\"3073\"><li data-start=\"2931\" data-end=\"2968\"><p data-start=\"2933\" data-end=\"2968\">Encryption in transit and at rest<\/p><\/li><li data-start=\"2969\" data-end=\"2998\"><p data-start=\"2971\" data-end=\"2998\">Role-based access control<\/p><\/li><li data-start=\"2999\" data-end=\"3034\"><p data-start=\"3001\" data-end=\"3034\">Audit logs and usage monitoring<\/p><\/li><li data-start=\"3035\" data-end=\"3073\"><p data-start=\"3037\" data-end=\"3073\">Regular security reviews and testing<\/p><\/li><\/ul><p data-start=\"3075\" data-end=\"3196\"><strong data-start=\"3075\" data-end=\"3084\">Note:<\/strong> No system is perfectly secure. Users are encouraged to maintain strong passwords and avoid sharing credentials.<\/p><hr data-start=\"3198\" data-end=\"3201\" \/><h3 data-start=\"3203\" data-end=\"3223\">8. Your Rights<\/h3><p data-start=\"3224\" data-end=\"3261\">Subject to applicable law, you may:<\/p><ul data-start=\"3262\" data-end=\"3496\"><li data-start=\"3262\" data-end=\"3291\"><p data-start=\"3264\" data-end=\"3291\">Access your personal data<\/p><\/li><li data-start=\"3292\" data-end=\"3329\"><p data-start=\"3294\" data-end=\"3329\">Correct or update inaccurate data<\/p><\/li><li data-start=\"3330\" data-end=\"3376\"><p data-start=\"3332\" data-end=\"3376\">Delete your data (\u201cright to be forgotten\u201d)<\/p><\/li><li data-start=\"3377\" data-end=\"3416\"><p data-start=\"3379\" data-end=\"3416\">Object to processing or restrict it<\/p><\/li><li data-start=\"3417\" data-end=\"3467\"><p data-start=\"3419\" data-end=\"3467\">Withdraw consent (if processing depends on it)<\/p><\/li><li data-start=\"3468\" data-end=\"3496\"><p data-start=\"3470\" data-end=\"3496\">Request data portability<\/p><\/li><\/ul><p data-start=\"3498\" data-end=\"3553\">To exercise your rights, contact us at the email below.<\/p><hr data-start=\"3555\" data-end=\"3558\" \/><h3 data-start=\"3560\" data-end=\"3589\">9. Third-Party Services<\/h3><p data-start=\"3590\" data-end=\"3785\">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.<\/p><hr data-start=\"3787\" data-end=\"3790\" \/><h3 data-start=\"3792\" data-end=\"3825\">10. International Transfers<\/h3><p data-start=\"3826\" data-end=\"3995\">Where data is transferred outside Kenya, we adopt appropriate safeguards (e.g. Data Processing Agreements, standard contractual clauses) in line with legal requirements.<\/p><hr data-start=\"3997\" data-end=\"4000\" \/><h3 data-start=\"4002\" data-end=\"4030\">11. Children\u2019s Privacy<\/h3><p data-start=\"4031\" data-end=\"4156\">The Platform is not intended for individuals under 18. We do not knowingly collect data from minors without guardian consent.<\/p><hr data-start=\"4158\" data-end=\"4161\" \/><h3 data-start=\"4163\" data-end=\"4195\">12. Changes to This Policy<\/h3><p data-start=\"4196\" data-end=\"4404\">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.<\/p><hr data-start=\"4406\" data-end=\"4409\" \/><h3 data-start=\"4411\" data-end=\"4431\">13. Contact Us<\/h3><p data-start=\"4432\" data-end=\"4480\">If you have questions or concerns, reach out to:<\/p><p data-start=\"4482\" data-end=\"4615\">Mind Cloud Systems Ltd.<br data-start=\"4505\" data-end=\"4508\" \/>Email: <a class=\"decorated-link cursor-pointer\" rel=\"noopener\" data-start=\"4515\" data-end=\"4536\">hello@visitoflow.com<\/a>\u00a0<br data-start=\"4581\" data-end=\"4584\" \/>Phone: +254728591754<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>#1 VISITOR MANAGEMENT SOFTWARE Privacy Policy Your privacy matters \u2014 VisitoFlow securely collects, stores, and processes visitor and staff data only to [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-249","page","type-page","status-publish","hentry"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/visitoflow.com\/index.php?rest_route=\/wp\/v2\/pages\/249"}],"collection":[{"href":"https:\/\/visitoflow.com\/index.php?rest_route=\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/visitoflow.com\/index.php?rest_route=\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/visitoflow.com\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/visitoflow.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=249"}],"version-history":[{"count":10,"href":"https:\/\/visitoflow.com\/index.php?rest_route=\/wp\/v2\/pages\/249\/revisions"}],"predecessor-version":[{"id":261,"href":"https:\/\/visitoflow.com\/index.php?rest_route=\/wp\/v2\/pages\/249\/revisions\/261"}],"wp:attachment":[{"href":"https:\/\/visitoflow.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=249"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}