Privacy Policy for Laikipia County Suppliers Portal
Effective Date: 14th October 2024, 00:00 hrs EAT
Laikipia County Government (hereinafter referred to as "the County") is committed to safeguarding the privacy and confidentiality of all users who interact with the Laikipia County Suppliers Portal (hereinafter referred to as "the Portal"). This Privacy Policy outlines the types of information collected during the company registration, prequalification, and tendering process, as well as how that information is used, stored, protected, and shared.
By registering, accessing, or using the Portal, you acknowledge that you have read, understood, and agreed to this Privacy Policy. If you do not agree to the terms outlined here, please refrain from using the Portal.
1. Information We Collect
In the course of your interaction with the Portal, the County collects various types of information to facilitate supplier registration, prequalification, and tendering. This information includes:
Company Information: Business name, registration number, KRA PIN, year of registration, contact information, etc.
Banking Information: Bank name, branch, and account number for payment purposes.
Contact Person Information: Full name, position, phone number, email address, ID/passport number, and date of birth.
Ownership Information: Names of shareholders or partners, percentage of shares owned, citizenship, etc.
Experience Information: Past projects, client names, tender numbers, contract values, and proof of project completion.
Litigation History: Information regarding any ongoing or past legal disputes involving the business.
Attachments: Tax compliance certificates, KRA PIN, AGPO, CR12, NCA, and other certifications.
2. Purpose and Use of Information
The information collected is used to support the following purposes:
Supplier Registration, Prequalification, and Tendering: To assess a supplier’s eligibility for prequalification and tender participation.
Verification and Compliance: To validate the accuracy of information provided and ensure compliance with local and national laws.
Communication and Notifications: To facilitate communications regarding tenders, registration updates, and official notifications.
Payment Processing: To process payments for goods and services rendered by suppliers.
Audit and Legal Compliance: To maintain accurate records for audits, procurement reporting, and compliance with government regulations.
3. Legal Basis for Processing
We collect and process your data based on the following legal grounds:
Contractual Obligations: Data is processed to fulfill our contractual obligations to facilitate supplier registration and tendering engagements.
Legal Compliance: Processing is necessary to comply with legal obligations imposed on the County.
Legitimate Interests: The County processes your data to ensure smooth operations of procurement processes and compliance with anti-corruption measures.
4. Disclosure and Sharing of Information
The County respects the confidentiality of the information provided. However, under certain circumstances, your data may be shared with:
Government and Regulatory Bodies: We may share your information with relevant government agencies for compliance, audit, or legal obligations.
Third-Party Service Providers: We may engage third-party service providers, such as IT service providers and payment processors, to assist in operating the Portal.
Legal Disclosures: The County may disclose information in response to valid legal requests or legal claims.
Business Transfers: In the event of a merger, acquisition, or restructuring, your data may be transferred to the successor entity, subject to confidentiality obligations.
5. Data Security and Protection Measures
We implement a variety of security measures to protect the personal and business information provided. These measures include:
Encryption: Sensitive data, including banking information, is encrypted during transmission using Secure Socket Layer (SSL) technology.
Access Control: Access to stored data is restricted to authorized personnel who are required to maintain confidentiality.
Secure Storage: Information is stored on secure servers, protected by firewalls and security protocols to prevent unauthorized access.
Despite these measures, no system is completely secure. Therefore, while we strive to protect your data, we cannot guarantee absolute security.
6. Data Retention and Disposal
Your data will be retained for as long as necessary to fulfill the purposes for which it was collected, or as required by law. After the retention period, your data will be securely disposed of.
7. Your Rights as a Data Subject
You have certain rights concerning the data collected and processed on the Portal, including:
Right to Access: You can request a copy of the personal and business information we hold about you at any time.
Right to Rectification: You may request corrections to any inaccurate or incomplete information.
Right to Erasure: You may request the deletion of your data, subject to legal or contractual obligations.
Right to Restrict Processing: You may request limitations on how we process your data.
Right to Object: You have the right to object to the processing of your data based on legitimate interests.
Right to Data Portability: You may request a structured, commonly used, and machine-readable format of your data.
To exercise any of these rights, please contact us using the contact details provided below.
8. International Data Transfers
If you access the Portal from outside Kenya, your data may be transferred to and processed on servers located within Kenya. By using the Portal, you consent to the international transfer of your data in accordance with Kenyan data protection laws.
9. Cookies and Tracking Technologies
The Portal may use cookies and similar technologies to enhance your user experience, monitor site traffic, and improve navigation. You can control cookie preferences through your browser settings, although disabling cookies may limit the functionality of the Portal.
10. Changes to This Privacy Policy
We may periodically update this Privacy Policy to reflect changes in our practices, legal requirements, or other factors. Any material changes will be communicated through the Portal and via email where applicable. We encourage you to review this Policy regularly.
11. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy, or to exercise your data protection rights, please contact:
