This policy explains how SohosERP (“we”, “us”), operated by Portworth Systems, collects, uses and protects personal information when you visit this website or contact us. We handle personal data in line with the Kenya Data Protection Act, 2019 and other applicable data protection laws.
1. Who we are
SohosERP is an ERP system for farmer cooperative societies. For this website, Portworth Systems is the data controller: we decide how and why your personal data is processed.
2. Information we collect
Information you give us
When you request a demo or a quote, we collect:
- your name, phone number and email address;
- the name of your cooperative society;
- the plan, value chain and number of members you select.
Information collected automatically
- technical data such as your IP address, browser type and device, which our web server records in its logs;
- information collected by Google reCAPTCHA (such as your IP address, browser details and how you interact with the page) to check that a form is being submitted by a person;
- cookies, as described in section 6.
We do not knowingly collect sensitive personal data through this website.
3. How we use your information
- to respond to your demo or quote request and follow up with you;
- to prepare a proposal suited to your society;
- to keep the website secure and to prevent spam, fraud and abuse;
- to understand and improve how the website is used, only if you allow analytics cookies;
- to meet our legal and regulatory obligations.
We do not sell your personal information.
4. Legal basis for processing
- Consent: when you submit a form or accept optional cookies. You can withdraw consent at any time.
- Steps before a contract: when we respond to your request for a demo, quote or proposal.
- Legitimate interests: to keep the website secure, prevent spam and improve our services.
- Legal obligation: when the law requires us to keep or disclose information.
5. Who we share it with
We share personal data only where needed, with:
- Our CRM: requests are stored in our own ERPNext system, where our sales team manages them;
- Google: for reCAPTCHA spam protection and web fonts. Google’s use of data is covered by the Google Privacy Policy;
- Hosting and technical providers who run the servers and services this website depends on;
- Authorities, when we are required to by law.
Some of these providers may process data outside Kenya. Where this happens, we take steps to make sure your data is protected to the standard required by law.
6. Cookies
Cookies are small text files stored on your device by your browser. We use:
- Essential cookies: needed for security, spam protection and remembering your cookie choice. These are always on.
- Analytics cookies: help us understand how visitors use the site. We only use these if you choose “Accept all” or switch them on.
We do not use advertising cookies.
| Cookie | Provider | Type | Purpose | Duration |
|---|---|---|---|---|
| sohos_consent | SohosERP | Essential | Remembers your cookie choice. | 12 months |
| _GRECAPTCHA | Google reCAPTCHA | Essential | Protects our forms from spam and abuse by telling people and bots apart. | 6 months |
| Google reCAPTCHA risk cookies | Essential | Set by Google when the reCAPTCHA check runs, to assess whether a visitor is human. | Varies (set by Google) |
You can change your choice at any time from Cookie settings. You can also block or delete cookies in your browser settings, but parts of the site, such as the request form, may then stop working.
7. How long we keep it
We keep request and contact details for as long as we need them to respond to you and manage our relationship with your society, and no longer than 24 months after our last contact unless you become a customer or the law requires us to keep them longer. Server logs are kept for a short period for security purposes.
8. Your rights
Under the Kenya Data Protection Act, 2019, you have the right to:
- be told how your personal data is used;
- access the personal data we hold about you;
- ask us to correct data that is wrong or incomplete;
- ask us to delete data that is false, misleading or no longer needed;
- object to processing of all or part of your data;
- withdraw consent at any time;
- receive your data in a portable format, where applicable.
To use any of these rights, email us at [email protected]. If you are not satisfied with our response, you can complain to the Office of the Data Protection Commissioner.
9. Security
We use reasonable technical and organisational measures to protect personal data, including encrypted connections, access controls and limiting access to staff who need it. No method of transmission over the internet is completely secure, but we work to protect your information.
10. Children
This website is intended for cooperative societies and businesses. We do not knowingly collect personal data from children.
11. Changes to this policy
We may update this policy from time to time. The “Last updated” date at the top shows when it was last changed.
12. Contact us
For any questions about this policy or your personal data, contact:
Portworth Systems
Email: [email protected]
Phone: +254 721 201 438 / +254 723 903 873
Website: portworthsystems.com