VitalCare Cleaning Services – Legal Policies
These policies govern the use of services provided by VitalCare Cleaning Services (accessible via
https://vitalcare.co.ke).
By accessing our website or engaging our services, you agree to the terms outlined below.
Effective Date: [15/12/2025]
Introduction and Scope
VitalCare Cleaning Services ("VitalCare", "we", "our", "us") values your privacy and is committed to protecting personal information collected from clients, website visitors, and business partners. This Privacy Policy details how we collect, process, store, share, and safeguard personal information in accordance with the Kenya Data Protection Act, 2019 and other applicable laws of the Republic of Kenya.
This policy applies to all interactions with VitalCare, including via our website, mobile platforms, social media, email, telephone, and in-person service delivery.
Purpose of the Policy
- Ensure transparency in our data collection and processing practices
- Inform clients and users of their rights under the Kenya Data Protection Act
- Provide guidance on the handling, retention, and security of personal information
- Protect both the company and clients from data misuse or breaches
Information We Collect
Personal Information
- Full name, contact details (phone, email)
- Physical address and service location
- Billing and payment information
- Identity verification details where necessary (ID numbers)
Service Information
- Type of cleaning requested (residential, commercial, post-construction)
- Preferred schedules and specific client instructions
- Notes on hazards or special handling requirements
Technical Information
- IP address and geolocation data
- Device and browser type
- Pages visited and usage patterns
Third-Party Information
- Data shared by authorized third parties (e.g., payment processors)
- Referrals and client recommendations
How We Use Your Information
- Scheduling and managing cleaning services
- Communicating confirmations, updates, or emergency changes
- Processing payments and issuing receipts or invoices
- Improving our website, mobile apps, and service delivery
- Conducting internal quality assurance and client satisfaction analysis
- Complying with legal and regulatory requirements
- Resolving disputes and complaints efficiently
Legal Basis for Processing
- Client consent
- Contractual necessity for service provision
- Compliance with legal obligations
- Legitimate business interests
Clients have the right to withdraw consent, object to data processing, and access their personal data at any time.
Data Sharing and Disclosure
We do not sell, rent, or trade personal information. Data may only be shared with:
- Authorized VitalCare employees or contractors for service delivery
- Payment processors for secure transactions
- Legal or governmental authorities when required by law
Examples include:
- Sharing a service address with assigned cleaning staff
- Providing payment data to Safaricom Paybill for transaction processing
Data Retention
- Personal data is retained only as long as necessary for service delivery and legal compliance
- Billing records are maintained for at least 5 years to meet taxation and audit requirements
- Service logs, feedback, and complaints are stored for 3 years for quality assurance and dispute resolution
Data Security Measures
- Password-protected systems and encrypted data storage
- Restricted access to authorized personnel
- Regular staff training on data privacy and handling
- Secure disposal of physical records when no longer needed
Breaches are reported promptly to the affected individuals and authorities in accordance with legal obligations.
Client Rights
- Access personal data held by VitalCare
- Request correction or deletion of inaccurate information
- Withdraw consent for data processing where applicable
- Object to certain types of processing (e.g., marketing communications)
- Lodge complaints with the Office of the Data Protection Commissioner (ODPC)
Procedure for exercising rights:
- Submit a written request to info@vitalcare.co.ke
- VitalCare will respond within 30 days, providing access or resolution
Cookies and Website Analytics
- VitalCare uses cookies to enhance website functionality, analyze traffic, and improve user experience
- Cookies may include session cookies, persistent cookies, and third-party analytics cookies
- Users can disable cookies via browser settings, but this may affect website performance
11. Policy Updates
- VitalCare may update this Privacy Policy periodically to reflect changes in practices or legal requirements
- Updates are published on our website and take effect immediately upon publication
- Continued use of our services indicates acceptance of updated terms
Contact Information
- Email: info@vitalcare.co.ke
- Phone: +254 [ 720 981 198]
- Postal Address: VitalCare Cleaning Services, [Insert Address], Nairobi, Kenya