Last updated: 26 September 2026
Information we collect
When you contact Kaka Systems, we collect the details you provide, such as your name, email, phone number, country of residence, preferred contact method and project enquiry. Project services may require additional information, which we will explain when requesting it. Technical records, including a hashed IP address for abuse prevention, may also be processed.
Your consent and our use of information
We use enquiry information to respond to your request and discuss the services you ask about. We do not use or share client information for marketing, testimonials, public project features or other unrelated purposes without your prior consent. This includes identifiable project photos, site footage and client names. Agreeing to a project does not automatically give permission for publicity. Information necessary to deliver an agreed service or meet a legal obligation is handled for that specific purpose.
Sharing and service providers
We do not sell client information. Website hosting, database and email providers process information needed to operate our services. Where your project requires professional advisers, contractors or banking partners, we explain the information needed and its purpose, and obtain consent where required. We may disclose information where the law requires it. Providers may process information outside Kenya; applicable safeguards or consent are required for such transfers.
Storage, security and retention
Access to client information is limited to those who need it for their work. We retain information only as needed for the stated purpose, our contractual responsibilities or applicable legal requirements, then delete it or remove identifying details. Contact us to ask about the records we hold and their retention. No online system can guarantee absolute security.
Website analytics and staff accounts
If enabled, Plausible analytics helps us understand website usage. Staff accounts store a session token in the browser to support login. This is separate from permission to use client information for marketing. Links to external websites are governed by those websites’ privacy policies.
Your choices and rights
You may request access to your personal information, correction of inaccurate details, deletion where applicable, or object to its processing. You can withdraw consent for optional uses at any time by contacting us; withdrawal does not undo processing already lawfully carried out. We may need to verify your identity before acting on a request. You may also raise a complaint with Kenya’s Office of the Data Protection Commissioner.
Contact and policy changes
For privacy questions, consent withdrawals or requests about your information, email us using the address below. We will publish changes to this policy here with an updated date. A policy update does not itself provide consent for a new optional use of your information.
Contact Kaka Systems: hello@kakasystems.com
Suite 207, 2nd Floor, Gracewood Plaza, Link Road, Kikuyu, Kenya