🔒 Data Protection & Security

Privacy Policy

Your privacy and data security are our highest priority. We're committed to protecting your information with the same care we'd expect for our own.

✓ Kenya Data Protection Act 2019 Compliant
📅 Last updated: January 2025
Our Commitment

We Protect What Matters Most

At ClinPlacer Kenya, we understand that managing clinical placements involves handling sensitive personal and institutional information.

This Privacy Policy explains how we collect, use, store, share, and protect your data when you use our website, platform, or mobile app — in full compliance with the Kenya Data Protection Act 2019 and international best practices.

1

Information We Collect

We collect the following types of information to provide and improve our services:

  • 👤
    Personal Information: Names, email addresses, phone numbers, and institutional roles (students, supervisors, administrators)
  • 🏫
    Institutional Data: School names, departments, hospital partnerships, and placement records
  • 📋
    Placement & Assessment Data: Rotation schedules, attendance records, supervisor feedback, and performance notes
  • 💳
    Payment Information: Processed securely via M-Pesa (we do not store full payment details)
  • 📊
    Usage Data: IP addresses, browser type, device information, and anonymized analytics to improve user experience
2

How We Use Your Information

Your data is used solely to deliver and enhance ClinPlacer services:

  • ✓ Manage and coordinate clinical placements effectively
  • 🔔 Send important notifications (SMS/email) about assignments and updates
  • 👥 Enable supervisors to assess students securely within the platform
  • 💰 Process payments and generate invoices for subscriptions
  • 🛡️ Ensure compliance with regulatory and institutional requirements (NCK, etc.)
  • 📈 Improve platform performance, features, and user experience
  • 🔧 Provide customer support and respond to inquiries
3

Data Sharing & Disclosure

⚠️ We never sell, rent, or trade your personal data.

We only share information when absolutely necessary and with your understanding:

  • 🏥
    With Hospitals & Supervisors: To coordinate placements and enable performance assessments
  • 🔐
    With Service Providers: Trusted third parties (hosting, SMS/email, payment gateways) under strict confidentiality agreements
  • ⚖️
    Legal Requirements: When required by law or regulatory authorities (e.g., Nursing Council of Kenya, courts)
  • 🤝
    Business Transfers: In the event of a merger or acquisition (you will be notified in advance)
4

How We Protect Your Data

We implement enterprise-grade security measures to protect your information:

🔒 Encryption: Data in transit (HTTPS) and at rest
🔑 Access Control: Role-based permissions
🛡️ Security Audits: Regular penetration testing
💾 Backups: Daily automated backups
🔥 Firewall: Advanced threat protection
👁️ Monitoring: 24/7 intrusion detection
☁️ Hosting: Secure cloud infrastructure
📱 2FA: Two-factor authentication available

Note: While we implement industry-leading security measures, no system is 100% secure. We encourage you to use strong passwords and keep your credentials confidential.

5

Your Rights Under Kenyan Law

Under the Kenya Data Protection Act 2019, you have full control over your data:

  • 👀
    Right to Access: Request and receive a copy of all your personal data
  • ✏️
    Right to Rectification: Correct inaccurate or incomplete information
  • 🗑️
    Right to Erasure: Request deletion of your data (subject to legal retention requirements)
  • ⛔
    Right to Object: Object to or restrict certain data processing activities
  • 📥
    Right to Portability: Export your data in a portable, machine-readable format
  • 📢
    Right to Complain: Lodge a complaint with the Office of the Data Protection Commissioner (ODPC)

To exercise your rights: Contact us at privacy@clinplacer.com
We will respond within 21 days as required by law.

6

How Long We Keep Your Data

We retain your data only as long as necessary to provide services and comply with legal obligations:

  • Active accounts: Data retained while your subscription is active
  • Inactive accounts: Data retained for up to 2 years after account closure
  • Legal requirements: Some records retained for 7 years for regulatory compliance
  • Upon deletion request: Data permanently deleted within 30 days (except legally required records)
7

Cookies & Analytics

We use cookies and similar technologies to enhance your experience:

  • ✓
    Essential Cookies: Required for login, security, and core platform functionality
  • 📊
    Analytics Cookies: Anonymous usage data to improve user experience (Google Analytics)

You can manage cookie preferences in your browser settings. Note that disabling essential cookies may impact platform functionality.

8

Children's Privacy

ClinPlacer is designed for educational institutions and adult students (18+). If we become aware that we've collected data from anyone under 18 without institutional authorization, we will promptly delete it.

9

International Data Transfers

Your data is primarily stored in Kenya. If we transfer data internationally (e.g., to cloud service providers), we ensure adequate safeguards are in place through standard contractual clauses and compliance certifications.

10

Policy Updates & Contact Information

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Significant changes will be communicated via email or platform notification at least 30 days in advance.

For privacy questions or to exercise your rights:

📧 Email: privacy@clinplacer.com

👤 Data Protection Officer: ClinPlacer Kenya

🌐 Address: Nairobi, Kenya

🛡️

We Treat Your Data Like Our Own

At ClinPlacer, we handle your information with the same care and respect we'd expect for ourselves. Your trust is the foundation of everything we do.

Thank you for trusting us to manage one of the most important parts of nursing education — safely, securely, and responsibly.

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