Privacy policy

Who we are

Mindscope Services and Supplies Limited ("Mindscope", "we") is a Kenyan company at Ridgeways, Kiambu Road, Nairobi, Kenya. We are the data controller for the personal information collected through mindscopeservices.co.ke, and we handle it in line with the Kenya Data Protection Act, 2019.

What we collect and why

Quote requests and contact messages. When you fill in a form we keep what you type: your name, organisation, phone number, email address, event date, number of guests, location and your message. We use it to reply to you, prepare a quotation and, if you go ahead, to deliver the service and issue invoices. We also record the date and the internet address (IP) the message came from, to stop spam and abuse.

Quotations and invoices you receive from us. Links we send you open a private page for your document. We note when the page was opened and whether you accepted or declined, so that our team knows where things stand.

Nothing else. This website does not run advertising or analytics trackers, and it does not profile visitors.

Cookies

The site sets one technical cookie, a session cookie, so that forms can be protected against forgery and staff can sign in to the office area. It is deleted when you close your browser. There are no marketing or analytics cookies, so there is nothing to consent to.

Lawful basis

We process your details because you asked us to (replying to an enquiry and preparing a quotation are steps you request before a contract) and, once you are a client, to perform the contract and to keep the tax and accounting records the law requires of us.

Who sees it

Only Mindscope staff who need it to serve you. We do not sell or rent personal information. We may share invoice details with the Kenya Revenue Authority where an eTIMS invoice is required, with our bank or payment provider to process a payment, and with professional advisers under confidentiality. Our website is hosted on servers managed by our hosting provider under contract.

How long we keep it

Enquiries that do not lead to a booking are deleted after 24 months. Quotations, invoices and payment records are kept for the period required by Kenyan tax law, currently five years, and then deleted.

Your rights

You may ask us what personal information we hold about you, ask us to correct it, ask us to delete it where we no longer need it, or object to a particular use. Write to info@mindscopeservices.co.ke or call +254 722 888385. We answer within 30 days. If you are not satisfied, you may complain to the Office of the Data Protection Commissioner of Kenya.

Security

The site is served over HTTPS, the office area needs a password and locks after repeated failed attempts, and client documents are only reachable through long private links. No system is perfect; if we learn of a breach that affects you we will tell you and the Commissioner as the Act requires.

Changes

If we change this policy we will update the date at the top of this page.