Privacy Policy

1. Scope of This Policy

FieldOps Africa ("FieldOps", "we", "us" or "our") provides operational intelligence and field operations software for organizations, programs and development teams.

This Privacy Policy applies to personal information processed through the FieldOps ecosystem, including:

• fieldopsafrica.com — our public website and marketing pages.
• app.fieldopsafrica.com — the FieldOps application and account environment.
• docs.fieldopsafrica.com — our documentation and knowledge resources.
• blog.fieldopsafrica.com — our public blog and editorial resources.
• Other FieldOps websites, services, communications or digital properties that expressly link to this Privacy Policy.

Some FieldOps customers may also have separate contractual arrangements, including Data Processing Agreements, that govern how FieldOps processes information on behalf of an organization.

2. Who We Are

FieldOps Africa is a technology provider based in Kenya and serving organizations and professional users internationally.

Because our services may be used by organizations and individuals in different countries, the privacy requirements applicable to a particular person or organization may vary according to their location, role and relationship with FieldOps.

3. Information We Collect

The information we collect depends on how you interact with FieldOps.

Information you provide to us

This may include:

• Name.
• Email address.
• Telephone number.
• Organization or company name.
• Professional role or position.
• Account credentials and authentication information.
• Billing and subscription information.
• Support requests and correspondence.
• Information submitted through forms.
• Other information you voluntarily provide.

Information collected automatically

Depending on the service and your consent choices, we may collect technical information such as browser type, device type, operating system, IP address, pages visited, referring pages, approximate location, timestamps, usage information, security logs and other technical information.

Information processed through the FieldOps application

When an organization uses the FieldOps application, that organization may enter operational, monitoring, project, site, visit, finding, action, reporting or other program information into the platform.

Such information may include personal information relating to the organization's staff, field workers, beneficiaries, partners, respondents or other individuals, depending on how the organization configures and uses FieldOps.

4. Customer Data and Our Role

Where an organization uses FieldOps to collect, store or manage personal information about people as part of that organization's activities, the organization generally determines why that information is collected and how it should be used.

In those circumstances, FieldOps generally acts as a service provider or processor on behalf of the organization, subject to the applicable agreement and data protection law.

The organization using FieldOps remains responsible for determining the appropriate legal basis for collecting and processing personal information, providing required notices, obtaining required permissions and configuring the platform appropriately for its activities.

5. How We Use Personal Information

We may use personal information for purposes such as:

• Creating and administering accounts.
• Providing and operating FieldOps services.
• Processing subscriptions and payments.
• Providing customer and technical support.
• Responding to enquiries and requests.
• Providing product demonstrations.
• Communicating service-related information.
• Sending requested information and communications.
• Maintaining platform security.
• Detecting and preventing abuse or unauthorized access.
• Improving our products and services.
• Understanding website usage where analytics is permitted.
• Complying with applicable legal obligations.

We do not sell personal information.

6. Legal Bases for Processing

Depending on the circumstances and applicable law, we may process personal information on the basis of:

• Your consent.
• Performance of a contract or steps taken before entering a contract.
• Our legitimate business interests, where permitted by law.
• Compliance with legal obligations.
• Protection of security, rights or safety.
• Other lawful grounds available under applicable law.

Where processing is based on consent, you may withdraw that consent where applicable.

7. Cookies and Similar Technologies

FieldOps uses cookies and similar technologies across its websites and services where necessary for operation, security, functionality and, where permitted, analytics.

You can manage optional analytics cookies through the Cookie Preferences controls provided on the FieldOps website.

8. Google Analytics

Where analytics consent has been provided, FieldOps may use Google Analytics to understand how visitors interact with our public website.

Analytics information may include pages viewed, device and browser information, approximate geographic information, traffic sources and interaction information.

Optional analytics can be disabled through the Cookie Preferences controls available on the website.

9. Account and Application Information

If you create a FieldOps account, we may process information necessary to establish and operate your account.

This may include your name, email address, organization information, account settings, authentication information, subscription details, usage information and records relating to your interaction with the FieldOps application.

We may also maintain security and audit records associated with accounts and application activity.

10. Communications

We may send service-related communications such as account verification messages, security notices, billing information, support responses and other communications necessary to provide FieldOps.

Where permitted by applicable law, we may also send product updates, educational information or marketing communications. You may unsubscribe from optional marketing communications where applicable.

11. Third-Party Service Providers

We may use trusted third-party providers to support FieldOps operations.

These providers may assist with infrastructure, hosting, authentication, email delivery, payments, analytics, security, monitoring, customer support or other operational functions.

Where appropriate, we require service providers that process personal information on our behalf to implement reasonable safeguards and process information only for authorized purposes.

12. Data Sharing and Disclosure

We do not sell personal information.

We may disclose information where reasonably necessary to:

• Provide FieldOps services.
• Operate and maintain our infrastructure.
• Provide customer support.
• Process payments and subscriptions.
• Maintain security and prevent abuse.
• Comply with applicable law.
• Respond to lawful requests from authorities.
• Protect our rights, property or safety.
• Support a merger, acquisition, restructuring or similar transaction.

13. International Data Processing

FieldOps serves customers internationally. Depending on the services used and the providers supporting our operations, personal information may be processed or stored in countries outside the country where you live.

Where international transfers are subject to applicable data protection requirements, we seek to implement appropriate safeguards for those transfers.

14. Data Security

We implement reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration or disclosure.

Security measures may include access controls, authentication mechanisms, encryption where appropriate, logging, monitoring, backups and infrastructure security practices.

No internet-based service can guarantee absolute security. We therefore continually review and improve our security practices.

15. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining accounts, meeting contractual obligations, resolving disputes, maintaining business records and complying with legal requirements.

Customer data retention may also be governed by the customer's agreement with FieldOps and the organization's instructions.

16. Your Privacy Rights

Depending on your location and applicable law, you may have rights concerning personal information we hold about you.

These may include rights to:

• Be informed about processing.
• Request access to personal information.
• Request correction of inaccurate information.
• Request deletion where applicable.
• Request restriction of certain processing.
• Object to certain processing.
• Withdraw consent where processing is based on consent.
• Request portability where applicable.

The exact rights available to you depend on the law applicable to your circumstances.

17. Kenya Data Protection

FieldOps Africa is based in Kenya and seeks to comply with applicable Kenyan data protection requirements, including the Kenya Data Protection Act, 2019 and applicable regulations and guidance.

Where Kenyan data protection law applies to our processing of personal information, we will handle that information in accordance with applicable requirements concerning lawful processing, transparency, data subject rights, security, retention and international transfers.

Where another jurisdiction's mandatory data protection law applies to a particular processing activity, FieldOps will seek to comply with the requirements applicable to that activity.

18. Children's Privacy

FieldOps is designed primarily for organizations and professional users and is not directed at children.

We do not knowingly seek to collect personal information from children through our public website.

Organizations using FieldOps are responsible for ensuring that their collection and processing of information relating to children complies with applicable law and their own obligations.

19. External Websites and Services

FieldOps may link to third-party websites, platforms and services.

Third-party services are governed by their own privacy policies and terms. FieldOps is not responsible for the privacy practices or security of third-party websites that we do not operate.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or data-processing practices.

When we make material changes, we may provide additional notice where appropriate.

The "Last updated" date at the beginning of this policy indicates when the policy was most recently revised.

21. Contact Us

If you have questions about this Privacy Policy, personal information processed by FieldOps, or wish to exercise a privacy right, please contact us.