Privacy Policy

OCIA SERVICES LIMITED

Last Updated: January 15, 2026

Effective Date: January 15, 2026

1. INTRODUCTION AND SCOPE

OCIA SERVICES LIMITED ("we," "our," "us," or "the Company"), a company registered under the laws of Kenya, is committed to protecting your privacy and processing your personal data in accordance with the Kenyan Data Protection Act, 2019, the General Data Protection Regulation (GDPR) where applicable, and other relevant global data protection standards.

This Privacy Policy explains how we collect, use, disclose, transfer, store, and protect your personal information when you:

• Visit our website www.ocia.co.ke (the "Website")
• Use our services, including consultancy, training, and other professional services (the "Services")
• Interact with us through any other means, including email, telephone, social media, or in person

This policy also outlines your data protection rights and how the law protects you. By using our Website or Services, you acknowledge you have read and understood this Privacy Policy.

2. DATA CONTROLLER AND DATA PROTECTION OFFICER

Data Controller:

OCIA SERVICES LIMITED
Bristol Court Along Ngong Road, P.O.Box 8541-00100, GPO, Nairobi - Kenya
Business Registration No: BN-6GC7AER
Registered: 4th December 2019

Data Protection Officer (DPO):

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions about this Privacy Policy.

Email: dpo@ocia.co.ke
Postal Address: Bristol Court Along Ngong Road, P.O.Box 8541-00100, GPO, Nairobi - Kenya
Telephone: +254 (0) 723 643 890 / +254 736 373 221 / 0202 001460

3. INFORMATION WE COLLECT

3.1 Personal Information You Provide to Us

We collect personal information that you voluntarily provide when you:

• Complete contact forms on our Website
• Request quotes, proposals, or our Services
• Subscribe to our newsletters, publications, or marketing materials
• Register for our events, webinars, or training programs
• Correspond with us via email, telephone, WhatsApp, or other messaging platforms
• Engage with us on social media platforms
• Provide feedback, complete surveys, or participate in research
• Submit job applications or CVs
• Become a client or enter into a contract with us

This information may include:

Identity Data:
Full name, title, gender, date of birth, passport/ID number

Contact Data:
Email address, telephone number(s), physical/postal address

Professional Data:
Company name, job title, department, professional qualifications

Financial Data:
Bank account details, payment card information, billing address

Technical Data:
IP address, browser type, operating system

Usage Data:
Information about how you use our Website and Services

Special Category Data: We do not intentionally collect "sensitive personal data" as defined by the Data Protection Act, 2019 (e.g., race, health data, religious beliefs). If you voluntarily provide such information, we will process it only with your explicit consent or as otherwise permitted by law.

3.2 Information Collected Automatically

When you interact with our Website, we may automatically collect technical information, usage information, and general location data (country/city level) derived from your IP address.

3.3 Information from Third Parties

We may receive personal data from publicly available sources, analytics providers (such as Google Analytics), advertising networks, social media platforms, and business partners.

4. LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA

We will only process your personal data when we have a lawful basis to do so under the Data Protection Act, 2019 and GDPR:

7. COOKIES AND TRACKING TECHNOLOGIES

7.1 What are Cookies?

Cookies are small text files placed on your device when you visit our Website. They help us make the Website work properly, improve security, remember your preferences, and understand how visitors use our site.

7.2 Types of Cookies We Use

✅ Essential/Strictly Necessary Cookies
Purpose: Required for basic site functionality
Consent Required: No (legitimate interest)

📊 Performance/Analytics Cookies
Purpose: Help us understand visitor behavior (Google Analytics)
Consent Required: Yes

7.3 Cookie Consent Management

When you first visit our Website, you will see a cookie banner that allows you to accept or decline non-essential cookies. You can manage cookies through your browser settings or by clicking "Cookie Settings" in our website footer.

11. YOUR DATA PROTECTION RIGHTS

Under the Data Protection Act, 2019, you have the following rights:

Right to Access

Request copies of your personal data (free of charge within 30 days)

Right to Rectification

Request correction of inaccurate or incomplete data

Right to Erasure ("Right to be Forgotten")

Request deletion of your personal data in certain circumstances

Right to Restrict Processing

Request limitation of processing in certain circumstances

Right to Data Portability

Receive your data in a machine-readable format

Right to Object

Object to processing based on legitimate interests or for direct marketing

Right to Withdraw Consent

Withdraw consent at any time where processing is based on consent

How to Exercise Your Rights

Contact our Data Protection Officer at dpo@ocia.co.ke. We respond to all legitimate requests within 30 days.

Right to Lodge a Complaint

You have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC):

Office of the Data Protection Commissioner
P.O. Box 30920-00100, Nairobi, Kenya
Email: info@odpc.go.ke
Website: www.odpc.go.ke
Tel: +254 202 531 030 / 0730 111 000

15. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices:

OCIA SERVICES LIMITED
Bristol Court Along Ngong Road, P.O.Box 8541-00100, GPO, Nairobi - Kenya
Email: info@ocia.co.ke
Phone: +254 (0) 723 643 890 / +254 736 373 221 / 0202 001460

For Data Protection Specific Inquiries:
Data Protection Officer: dpo@ocia.co.ke

This Privacy Policy was last updated on January 15, 2026, and is effective as of this date.