PRIVACY POLICY

Who We Are

Chepchieng and Company Advocates is a law firm in Nakuru, Kenya providing legal services. The firm is duly registered and regulated under the Laws of Kenya, with Registration Number BN-P6CYPDDM.

We are committed to upholding the highest standards of professionalism and ensuring compliance with all applicable laws and regulations governing legal practice in Kenya.

Our Commitment to Privacy

At Chepchieng and Company Advocates, we value the privacy of our clients and website visitors. We are dedicated to safeguarding all Personal Data shared with us in accordance with the provisions of the Data Protection Act, 2019, and other relevant laws governing data privacy in Kenya.

How We Protect Your Data

1. Data Security: We implement robust security measures to ensure that all Personal Data shared with us is protected from unauthorized access, alteration, disclosure, or destruction.
2. Compliance: All data handling processes within our firm strictly comply with Kenyan data protection laws, ensuring transparency and accountability in managing your information.
3. Purpose Limitation: Any Personal Data collected will only be used for legitimate purposes related to the provision of legal services or as required by law.

Chapter 1: Your Rights

As a client or visitor interacting with Chepchieng and Company Advocates, you have the following rights:

• The right to access your personal information held by us;
• The right to request corrections to inaccurate or incomplete data;
• The right to object to the processing of your data under certain circumstances; and
• The right to request deletion of your data where applicable.

1.1 Definitions

In this Privacy Policy, unless the context requires otherwise, the following terms shall have the meanings assigned to them, and cognate expressions shall bear corresponding meanings:

“Child” In the Republic of Kenya, this refers to any natural person under the age of 18 (eighteen) years. For jurisdictions within the European Union, this refers to any natural person under the age of 16 (sixteen) years.

“Data Controller” A person or entity that determines the purposes and means of processing personal data and is responsible for ensuring compliance with data protection laws.

“Data Processor” An entity that processes personal data on behalf of the Data Controller in accordance with their instructions.

“Data Subject” Any individual who can be identified, directly or indirectly, by reference to personal data relating to them.

“Employees” Any individual employed by Chepchieng & Company Advocates in any capacity.

“Personal Data” Any information relating to an identified or identifiable natural person. This includes, but is not limited to: Name, identification number, location data, or online identifier; Factors related to a person’s physical, physiological, genetic, mental, economic, cultural, or social identity.

“Regulator” Refers to the Office of the Data Protection Commissioner (ODPC) in Kenya or any other body that oversees data protection and privacy laws for Chepchieng & Company Advocates.

“Website” This is the official website of Chepchieng & Company Advocates at www.info@chepchiengassociates.co.ke. It provides information about our services and helps us connect with clients.

Chapter 2: Collection of information

2.1 Personal Data Collection

At Chepchieng & Company Advocates, we may collect your Personal Data through this website, unless applicable law permits us to obtain it from other sources.

2.2 Types of Personal Data We Collect

We may collect the following Personal Data:

• Your name, business contact details, photograph, and job title.
• If you are a client, potential client, or employed by one, we may also gather details about your expertise and interests.
• Where relevant, additional Personal Data such as membership in professional associations or boards, and, in rare instances, financial information. Based on our interactions, we typically collect this information directly from you during our legal service delivery to you, your employer, or others. However, we may source it elsewhere if permitted by law.

2.3 Purpose and Notification of Data Collection

We collect Personal Data when engaging with you, marketing our services, or dealing with a client or their employer. In compliance with Kenya’s data protection laws, we inform you of:

• [A] Your rights as a data subject regarding the Personal Data we collect.
• [B] Our collection of your Personal Data.
• [C] The purpose of collecting your Personal Data, including how and why we will use it.
• [D] Details of third parties receiving your Personal Data and the safeguards in place.
• [E] Contact information of the data controller or processor handling your Personal Data.
• [F] Technical and security measures ensuring the data’s integrity and confidentiality.
• [G] Whether providing your Personal Data is voluntary or mandatory.
• [H] The consequences of failing to provide all or part of the requested data.

2.4. Voluntary Data Submission

We only collect Personal Data from this website when you provide it voluntarily—e.g., by completing forms in our inquiry section, subscribing to publications, or registering for seminars. If collection is mandated by law, we will notify you in advance.

2.4.1 Website Analytics

We also gather Personal Data such as your IP address, operating system, and web browser when you access our site. This is facilitated through cookies.

Chapter 3: Purpose of Collection and Use of Personal Data

At Chepchieng & Company Advocates, we are committed to protecting your privacy and handling of your personal data responsibly. Once collected, your personal data may be used for the following purposes, including but not limited to:

3.1 Sending you essential service communications, such as billing reminders, order confirmations, programme registrations, and client service notifications.

3.2 Responding to your emails or online requests for our products, services, or information.

3.3 Delivering and processing surveys to improve our services.

3.4 Personalising and enhancing the usability and functionality of our website.

3.5 Fulfilling and delivering our products and services to you.

3.6 Tailoring content, advertising, and marketing communications to your preferences and interests.

3.7 Sharing your personal data with select third parties, such as service providers, to fulfil your service requests. These third parties perform business functions on our behalf and are contractually obligated to protect your data.

Chapter 4: Sharing Your Information

4.1 We may share your personal data with Chepchieng & Company Advocates’ partners, offices, affiliates, and related firms within Africa, as well as with our trusted service providers. We will only disclose your personal data with your consent, unless required by law, to protect our legal rights, or in connection with legal proceedings.

4.2 In certain cases, we may share your email address or other contact information with third parties who perform services on our behalf, such as packaging, mailing, delivering products, processing event registrations, or responding to your service requests.

4.3 Some of your personal data may be stored on cloud servers managed by third-party service providers, which may be located inside or outside Kenya. If your data is transferred outside Kenya, we will take reasonable steps to ensure it is protected and that the transfer complies with applicable data protection laws and provides adequate safeguards.

4.4 We implement reasonable security measures to protect your data from unauthorized access, alteration, disclosure, or destruction. However, please note that no method of internet transmission or electronic storage is completely secure, and we cannot guarantee absolute security.

4.5 This Privacy Policy authorizes Chepchieng & Company Advocates to process information, including personal data, collected through this website. This includes collecting, using, sharing, and safeguarding your data as described herein.

4.6 We may update this Privacy Policy from time to time. We encourage you to review this policy regularly.

Chapter 5: Children’s Privacy

Our products and services are not directed at children, and we do not knowingly collect personal information from individuals under the age of 18.

If we become aware that we have inadvertently collected such information, we will take steps to delete it promptly.

Chapter 6: IT Security

6.1 We utilize up-to-date data storage and security systems to safeguard your personal data in both electronic and physical forms. Our security measures are designed to protect your information from unauthorized access, misuse, loss, or disclosure. Access to our premises is controlled, and our electronic databases require secure logins and password authentication.

6.2 All partners, staff, and third-party service providers with access to confidential information, including personal data, are bound by strict confidentiality obligations.

Chapter 7: Your Rights Under Data Protection Laws

You have the following rights regarding your personal data, as provided under applicable data protection laws:

7.1 The right to be informed about how your personal data is used.

7.2 The right to access your personal data in a timely manner.

7.3 The right to object to the processing of all or part of your personal data.

7.4 The right to request correction of any inaccurate, outdated, or misleading personal data.

7.5 The right to request erasure of your personal data, subject to legal and regulatory requirements.

7.6 The right to restrict the processing of your personal data, including the right not to be subject to decisions based solely on automated processing that have legal or significant effects on you.

7.8 The right to rectify any inaccurate, outdated, incomplete, or misleading parts of your personal data.

Chapter 8: Cybercrime Warning

8.1 Cybercrime, including the interception of emails and fraudulent alteration of bank account details, is a growing threat. Chepchieng & Company Advocates will never communicate changes to our banking details via email. Any correspondence purporting to notify you of such changes should be treated as a fraudulent scam. If you receive such a request, immediately contact our offices using the official contact information provided on our website.

8.2 Always verify payment instructions directly with our office before making any transfers. Chepchieng & Company Advocates accepts no responsibility or liability for funds transferred to an incorrect or fraudulent bank account, or for any losses resulting from cybercrime.

Chapter 9: Anti-Money Laundering

9.1 In compliance with anti-money laundering and counter-terrorist financing legislation, Chepchieng & Company Advocates is required to obtain formal proof of identity and supporting documentation from clients before commencing work. We may also conduct verification checks using external electronic databases.

9.2 We are legally obligated to report any suspicions of money laundering to our Money Laundering Compliance Officer and/or the relevant authorities.

9.3 In certain circumstances, we may be required to cease work on a matter and may be prohibited from informing you if a report has been made.

Chapter 10: Anti-Bribery, Anti-Corruption, and Anti-Terrorism

10.1 Chepchieng & Company Advocates maintains a strict zero-tolerance policy towards bribery, corruption, and fraud. This commitment applies to all partners, employees, and third parties acting on our behalf. We are dedicated to upholding the highest standards of integrity and ethical conduct.

10.2 All partners and employees are required to act honestly and with integrity at all times. Any involvement in fraud or corruption constitutes a serious breach of our policies, may violate applicable laws, and will not be tolerated under any circumstances.

Chapter 11: Intellectual Property Rights

11.1 All information, databases, and software featured on this website are the property of Chepchieng & Company Advocates or its content suppliers and are protected by Kenyan and international copyright laws.

11.2 The compilation, meaning the collection, arrangement, and assembly of all content on this website, is the exclusive property of Chepchieng & Company Advocates and is similarly protected by law.

11.3 Subject to the above, you are authorised to view, copy, download to a local drive, print, and distribute content from this website, or portions thereof, provided that:

• a) The content is used solely for informational purposes;
• b) The content is used for non-commercial purposes only (you are expressly prohibited from incorporating any material from this website into any other work, publication, or website, whether your own or that of another party);
• c) Any reproduction of material from this website, or any part thereof, must include this notice in its entirety.

Chapter 12: Disclaimer

This Privacy Policy supplements other legal notices and privacy policies published on our website (www.info@chepchiengassociates.co.ke) and is not intended to override them.

You have the right to lodge a complaint at any time with the Office of the Data Protection Commissioner (ODPC), the Kenyan regulator for data protection issues (https://www.odpc.go.ke/file-a-complaint/). However, we encourage you to contact us first to allow us the opportunity to address your concerns directly.