Privacy Policy

Makronova Data Privacy & Protection Policy

Effective Date: 8th August 2025
Last Reviewed: 8th August 2025

At Makronova, we are committed to protecting your privacy and ensuring that your personal information is handled in a safe, transparent, and lawful manner. This policy explains how we collect, use, disclose, and safeguard data obtained through our websites, chatbots, feedback systems, and other digital platforms.

Makronova operates under the laws of Kenya and is registered with the Office of the Data Protection Commissioner (ODPC). All our data handling practices comply with the Kenya Data Protection Act (2019), ODPC regulations, and relevant international privacy standards. We also comply with Meta’s data protection guidelines and any applicable developer or platform policies.

1. Scope

This policy applies to all users, clients, partners, and visitors interacting with any of Makronova’s digital systems — including our AI chatbots, feedback tools, analytics platforms, and integrated applications. It governs how we collect, use, and protect personal data obtained directly from you or automatically during digital interactions.

2. Data We Collect

Depending on how you engage with Makronova, we may collect:

Personal and contact information: Name, phone number, email, organization, and role.
Chatbot and communication data: Messages, queries, conversation history, timestamps, and responses provided during chatbot sessions.
Technical information: IP address, browser type, device identifiers, operating system, and interaction analytics.
Health and service feedback data: When you voluntarily share medical or service-related feedback through our healthcare chatbots or forms.
Transaction details: When payments or service subscriptions are made.
Cookies and usage analytics: To understand performance, user engagement, and improve experience.

Sensitive data such as health-related or personally identifying information is collected only with your consent and used strictly for the stated purpose.

3. Purpose of Data Collection

Makronova collects and processes data to:

Provide chatbot and feedback services effectively.
Manage bookings, consultations, or client interactions.
Improve AI model accuracy and service personalization.
Conduct analytics, research, and performance monitoring.
Ensure compliance with legal and regulatory obligations.
Communicate with users about updates, support, or policy changes.
Protect against misuse, fraud, or unauthorized access.

We do not sell or commercially exploit personal data. Any sharing of data is strictly for operational, analytical, or legal compliance purposes.

4. Legal Basis for Processing

Data processing by Makronova is based on:

Consent: When you voluntarily submit data (e.g., feedback or health info).
Contractual necessity: To provide services or respond to your requests.
Legal obligation: Compliance with applicable laws or government requirements.
Legitimate interest: To improve and secure our systems and services.

5. Chatbot Data Handling

Makronova’s chatbots may capture conversation logs to improve responses and system functionality. We ensure:

Chat content is processed securely and confidentially.
Personal identifiers are removed or pseudonymized before analysis.
Feedback and interactions are not shared with third parties beyond service provision.
Where integrated with Meta (e.g., WhatsApp, Facebook Messenger), we follow Meta’s platform data guidelines and user consent requirements.

6. Data Sharing & Third Parties

We may share limited data with trusted third parties such as:

Hosting and infrastructure providers (e.g. Google Cloud).
Chatbot platforms for functionality.
Payment processors for billing purposes.
Analytics and communication services.
All third parties are bound by confidentiality and data processing agreements ensuring compliance with ODPC and global privacy standards.

7. Data Storage & Retention

Data is securely stored using encrypted systems. Retention periods vary by type:

Chat and feedback records: up to 2 years.
Transaction and financial data: up to 7 years (for compliance).
Analytics and performance logs: as long as needed for service improvement, then anonymized.

Data may be hosted on international servers; however, transfers outside Kenya comply with ODPC cross-border data transfer regulations and safeguards.

8. Data Security

Makronova employs strong technical and organizational measures to protect your data, including:

SSL encryption for all communications.
Access control and multi-factor authentication.
Regular audits, updates, and security reviews.
Staff training on privacy and data handling practices.

If a data breach occurs, Makronova will notify the ODPC and affected users promptly, as required by law.

9. Your Rights

Under Kenyan and international data protection laws, you have the right to:

Access your personal data.
Request corrections or updates.
Withdraw consent at any time.
Request deletion of your data (“right to be forgotten”).
Object to or restrict processing.
Lodge a complaint with the Office of the Data Protection Commissioner (ODPC).

Requests can be made through privacy@makronova.co.ke. We will respond within 30 days.

10. Compliance with Meta Guidelines

For chatbot services operating on Meta platforms (such as WhatsApp or Facebook Messenger):

We comply with Meta’s Developer and Platform Policies, including restrictions on storing or transferring user data outside the permitted environments.
Conversations and user information collected through these platforms are used only for service delivery and not for marketing or profiling without consent.
Meta’s own privacy policy applies concurrently to data handled on its platforms.

11. Cookies & Tracking

Our website and dashboards use cookies to enhance experience, improve analytics, and remember preferences. You can manage cookie settings or opt out via your browser at any time. Non-essential cookies are only activated after user consent.

12. Policy Updates

Makronova may update this policy periodically to reflect new laws, technologies, or services. Updates will be posted on this website with a revised effective date. We encourage all users to review this page regularly.

13. Contact Information

For any data protection concerns, access requests, or complaints, contact us via:
📧 privacy@makronova.co.ke
📞 +254 119 461 000
📍 Makronova Tech Systems, Nairobi, Kenya

If you are not satisfied with how we handle your data, you may lodge a complaint directly with the Office of the Data Protection Commissioner (ODPC).

Makronova – Protecting data with integrity, transparency, and accountability.