Privacy Policy
Last updated: September 23, 2025
1. Overview
This Privacy Policy explains how Japhtech Solutions ("we", "us", "our") collects, uses, and protects information across all of the systems we operate, listed in Section 2. It applies to administrators, staff, and any individuals whose data is processed within those systems (for example students, employees, or patients), depending on which system is in use.
2. Data We Collect, By System
The specific data we collect depends on which system your organisation uses. This list grows as we add new systems, and each new system's data handling is described here as soon as it launches.
Inventory Management System
Tracks stock levels, purchases, sales, suppliers and warehousing for businesses.
- Business and staff account details
- Product, stock and supplier records
- Sales and purchase transaction history
School Management System
Handles student records, admissions, timetables, examinations and fee payments for schools.
- Student, parent/guardian and staff records
- Admissions, attendance and academic performance data
- Fee and payment records
Student Exam Contest System
Manages student exam contests, results and records.
- Student identity and contact information
- Exam contest records
- Exam results and records
Human Resource Management System
Manages employee records, payroll, leave, attendance and recruitment.
- Employee personal and employment records
- Payroll, leave and attendance data
- Recruitment and applicant data
Hospital Management System
Manages patient records, appointments, billing and day-to-day hospital operations.
- Patient identity and contact information
- Medical, diagnostic and treatment records
- Billing and insurance data
Hotel Management System
Manages bookings, rooms, billing and hotel operations.
- Guest identity and contact information
- Booking and stay history
- Billing and payment records
Rentals Management System
Manages rentals bookings, payments, and customer service.
- Customer identity and contact information
- Booking and payment history
- Customer service records
Sacco Management System
Manages savings, loans, and other financial operations for saccos.
- Member identity and contact information
- Savings and loan records
- Financial operations and transactions
Welfare Association Management System
Manages member records, contributions, and welfare activities for associations.
- Member identity and contact information
- Contribution and payment records
- Welfare activity records
3. How We Use Your Data
We use the data collected within our systems to:
- Provide, operate, and maintain the relevant system;
- Authenticate users and secure accounts;
- Generate reports, records, and documents you request (e.g. invoices, transcripts, payslips, medical records);
- Communicate with you about your account or the service, including support and maintenance notices;
- Improve system performance, reliability, and features;
- Meet legal, regulatory, and accounting obligations.
5. Data Security
We apply technical and organisational measures — including access controls, encryption in transit, and regular backups — to protect data against unauthorised access, loss, or misuse. Systems handling especially sensitive data, such as the Hospital Management System's patient records, are subject to additional access restrictions. No system can be guaranteed 100% secure, and we encourage you to use strong passwords and report any suspected breach immediately.
6. Data Retention
We retain data for as long as your organisation's account is active, and for a reasonable period afterward to meet legal, accounting, or contractual obligations (for example, financial and medical records may be subject to statutory retention periods). You may request deletion of data that we are not legally required to keep.
7. Your Rights
Subject to applicable law, you may have the right to:
- Access the personal data we hold about you;
- Request correction of inaccurate data;
- Request deletion of your data, where we are not required to retain it;
- Object to or restrict certain processing;
- Request a copy of your data in a portable format.
To exercise any of these rights, contact us using the details in Section 11. Where your organisation's administrator controls your account (for example your school or employer), we may direct your request to them first.
9. Children's Data
Some of our systems — such as the School Management System — process data belonging to minors. In these cases, we rely on the school or institution using the system to obtain any consent required from parents or guardians before entering a minor's data, and to act as the point of contact for privacy requests relating to that data.
10. Changes to This Policy
We may update this Privacy Policy from time to time, including to reflect new systems we launch or changes in how we handle data. We will update the "Last updated" date at the top of this page whenever we do.
11. Contact Us
For any privacy-related questions or requests, contact us at contact@japhtechsolutions.co.ke or write to us at Muranga, Kenya.