Privacy Policy | Daichi Audit Tool

Daichi Procurement Solutions ("Daichi", "we", "us") operates the Daichi Audit Tool, a SaaS subscription management platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use the service. We comply with the Kenya Data Protection Act, 2019, and align with the EU General Data Protection Regulation (GDPR).

1. Data we collect

Account and company details: company name, address, billing contact, logo, user full name, email, phone, role, department.
Software subscription data: tool names, vendor names, contract terms, billing amounts, renewal dates, payment methods, owners and departments.
Usage and spend information: tool usage status, license counts, monthly and annual cost, savings flags, consolidation analyses, audit logs.
Technical data: IP address, browser type, device, log timestamps, session identifiers used for security and abuse prevention.

2. How we use your data

Provide the audit, analytics, renewal, savings, consolidation and forecast features.
Authenticate users and maintain role-based access control.
Send transactional emails (account, renewals, budget alerts).
Improve product quality, troubleshoot bugs and prevent fraud.
Meet legal, tax and accounting obligations under Kenyan law.

3. Legal bases

We process personal data on the basis of (a) contract performance, (b) legitimate interests in providing and securing the service, (c) your consent where required, and (d) legal obligation.

4. Sharing and disclosure

We do not sell personal data. We share data only with: (i) sub-processors that host or operate the service (e.g. Supabase, Cloudflare) under contractual confidentiality, (ii) auditors and professional advisors, (iii) competent authorities where required by law.

5. Retention periods

Active accounts: retained for the lifetime of your subscription.
Cancelled accounts: data is retained for 90 days for recovery, then deleted.
Financial and billing records: retained for 7 years to meet Kenyan tax law.
Marketing data (trial requests): retained for 24 months from last contact.

6. Your rights

You have the right to: access your data, request correction or erasure, restrict or object to processing, withdraw consent, and lodge a complaint with the Office of the Data Protection Commissioner (Kenya) or your local supervisory authority.

7. Data portability

You can export your subscriptions, savings flags, renewals and forecast data in CSV format at any time from inside the app. On written request we will provide a structured machine-readable copy of all personal data we hold about you within 30 days.

8. Security

Data is encrypted in transit (TLS 1.2+) and at rest. Access is enforced by row-level security policies and role-based controls. We perform regular automated security scans.

9. International transfers

Where data is processed outside Kenya, we rely on standard contractual clauses or equivalent safeguards.

10. Contact for data requests

To exercise any of the rights above or to ask questions about this policy, contact us at privacy@daichi.co.ke or write to Daichi Procurement Solutions, Nairobi, Kenya. We respond within 30 days.