1. Who we are
Farm Refrigeration & Electrical Systems Limited is the data controller for personal data collected through this website. We process personal data in line with the Kenya Data Protection Act, 2019 and the Data Protection (General) Regulations, 2021.
Contact for privacy matters: info@hvacengeeringsystems.com · Air-cool House, Busia Road, Industrial Area, Nairobi · P.O. Box 21616-00505.
2. What we collect
| Source | Data | Why |
|---|---|---|
| Quote / enquiry form | Name, organisation, phone, email, site location, project details, preferred contact channel | To respond to your request and prepare a quotation |
| Live chat | Name, email, optional phone, chat messages, page you were on | To answer your questions and hand you over to an engineer |
| Newsletter | Email, optional name | To send updates you asked for |
| Website use | Cookie choices; with your consent, anonymous analytics | To run the site securely and understand how it is used |
We do not ask for sensitive personal data and we do not knowingly collect data from children.
3. Lawful basis
- Consent: newsletter, optional cookies and the chat transcript email. You can withdraw consent at any time.
- Performance of a contract / steps before a contract: responding to enquiries and quotations.
- Legitimate interests: keeping the website secure, preventing spam and improving our services.
- Legal obligation: keeping business records required by Kenyan law.
4. How we use it
To contact you about your enquiry, send confirmations by email, SMS or WhatsApp (based on the channel you choose), provide live chat, deliver services, send newsletters you opted into, and protect the website against abuse. We never sell your personal data.
5. Who we share it with
Only with service providers who help us operate, under contract and only as needed: our web hosting provider, our email service, our SMS provider (Hostrill), and Meta WhatsApp Business where you choose WhatsApp. Data may be stored or processed outside Kenya only where adequate safeguards are in place as required by the Act.
6. How long we keep it
| Data | Retention |
|---|---|
| Enquiries and quotations | Up to 7 years where a contract follows (accounting & tax records); otherwise 24 months |
| Chat conversations | 24 months |
| Newsletter subscription | Until you unsubscribe |
| Consent records | For as long as needed to demonstrate consent |
7. Your rights
Under the Data Protection Act you have the right to:
- be informed about how your data is used;
- access your personal data;
- object to processing, including direct marketing;
- correct false or misleading data;
- have your data deleted where it is no longer needed;
- data portability, where applicable.
To exercise these rights email info@hvacengeeringsystems.com. We will respond within the timelines set by the Act. You may also complain to the Office of the Data Protection Commissioner (ODPC), www.odpc.go.ke.
8. Security
We use encrypted connections (HTTPS), access controls with individual staff accounts and role-based permissions, optional two-factor authentication for staff, encrypted storage of credentials, audit logging and regular backups.
9. Cookies
See our Cookie Policy. You can change your choices at any time using "Cookie settings" in the website footer.
10. Changes
We will update this policy when our practices change. The date at the top shows the latest version.
Contact our privacy team at info@hvacengeeringsystems.com or call +254 020 785247.
