Legal
Privacy Policy
Effective date: 9 April 2026
This Privacy Policy explains how Swift Management Consultants("SMC", "we", "our", "us") collects, uses, discloses, stores, and protects personal data when you use our website, contact us, or engage our advisory services. We are committed to handling personal data lawfully, fairly, transparently, and securely.
1. Who we are
Data Controller: Swift Management Consultants
Address: Gibcon House, Room 201, Kenyatta Avenue, Nakuru, Kenya
Email: info@smc.co.ke / swiftmgmt.co@gmail.com
Phone: +254 726 534 717 / +254 789 050 717
2. Scope of this Policy
This Policy applies to personal data we process through:
- Our public website and contact inquiry form.
- Email, phone, and in-person interactions with prospective and existing clients.
- Service delivery communications, proposals, and professional engagements.
- Operational systems used for security, analytics, administration, and compliance.
3. Categories of personal data we collect
- Identity and contact data: name, organization name, email address, phone number, and role/job title where provided.
- Inquiry data: information you submit in messages, requests, and project descriptions.
- Technical and usage data: IP address, browser/device metadata, pages viewed, referral information, timestamps, and approximate location inferred from network data.
- Engagement records: proposal details, meeting notes, communication history, service milestones, and support records.
- Compliance data: records required to meet legal, regulatory, tax, audit, and anti-fraud obligations.
4. How we collect personal data
- Directly from you when you submit forms, call, email, or meet us.
- Automatically through website technologies (logs, security and analytics tools).
- From authorized representatives of your organization and lawful public/professional sources.
- From professional service providers supporting hosting, communications, and business operations under confidentiality obligations.
5. Purposes of processing and legal basis
We process personal data only where we have a lawful basis, including to:
- Respond to inquiries and requests (pre-contractual steps and legitimate interests in business communication).
- Deliver professional services (performance of a contract).
- Manage our relationship with clients and prospects (legitimate interests and contractual necessity).
- Operate, secure, and improve our website (legitimate interests in reliability, cybersecurity, and service quality).
- Meet legal and regulatory obligations (legal obligation, including tax, accounting, anti-fraud, and dispute handling requirements).
- Send professional updates where permitted by law or where consent is obtained.
6. Email handling for website inquiries
When you submit the website inquiry form:
- Your inquiry is sent to both operational inboxes: info@smc.co.ke and swiftmgmt.co@gmail.com.
- We send a confirmation response to the email address you provide so you can verify receipt and continue communication.
- Your message is stored in business communication systems for response management, quality control, and lawful recordkeeping.
7. Cookies, analytics, and similar technologies
We use essential technologies required for secure operation, session continuity, abuse prevention, and performance. We may use analytics tools to understand aggregate traffic and content effectiveness. Where required by applicable law, we request consent before non-essential tracking.
8. Data sharing and disclosures
We do not sell personal data. We may disclose personal data to trusted recipients where necessary and lawful, including:
- Hosting, infrastructure, and communication service providers.
- Professional advisers (legal, compliance, finance, audit) under confidentiality.
- Regulators, law enforcement, courts, or competent authorities when legally required.
- Acquirers/successors in a lawful restructuring, merger, or transfer of business assets (with appropriate safeguards).
9. International transfers
Some service providers may process data outside Kenya. Where cross-border processing occurs, we implement appropriate safeguards, contractual protections, and security controls to ensure a comparable level of data protection.
10. Data retention
We retain personal data only for as long as necessary for the purposes described in this Policy, including contractual delivery, client support, legal compliance, and dispute management. Retention periods are determined based on legal obligations, risk profile, business necessity, and professional standards. Data no longer needed is deleted, de- identified, or securely archived.
11. Data security
We maintain administrative, technical, and organizational safeguards designed to protect personal data from unauthorized access, disclosure, alteration, or destruction. Measures include access controls, authentication, encrypted transport channels, secure hosting, logging, principle-of-least-privilege controls, and periodic security review.
12. Your data protection rights
Subject to applicable law, you may request to:
- Access personal data we hold about you.
- Correct inaccurate or incomplete information.
- Delete personal data where legal grounds for continued retention do not apply.
- Restrict or object to certain processing.
- Receive data portability where technically feasible and legally applicable.
- Withdraw consent for consent-based processing.
To exercise rights, contact us via info@smc.co.ke / swiftmgmt.co@gmail.com. We may request verification of identity and authority before acting on requests.
13. Children's privacy
Our services and website are intended for professional and organizational use and are not directed at children. We do not knowingly collect personal data from children in violation of applicable law.
14. Third-party links and services
Our website may contain links to external websites. We are not responsible for third- party privacy practices, content, or controls. Please review each third party's policy before submitting personal data.
15. Changes to this Policy
We may update this Policy from time to time to reflect legal, operational, or technical changes. Updated versions will be published on this page with a revised effective date.
16. Contact and complaints
If you have questions, concerns, or complaints about our data practices, contact us at info@smc.co.ke / swiftmgmt.co@gmail.com or by phone at +254 726 534 717 / +254 789 050 717. You may also lodge a complaint with a competent data protection authority where applicable.