1. Introduction
SkillMind Software Limited ("SkillMind", "we", "us", or "our") respects your privacy and is committed to protecting personal data in accordance with the Data Protection Act, 2019 of Kenya and applicable regulations issued by the Office of the Data Protection Commissioner (Kenya).
This Privacy Policy explains how we collect, use, disclose, store, and safeguard personal data when you visit https://skillmindsoftware.com, use our websites, landing pages, demo or contact forms, downloadable resources, HR and payroll software, AI solutions, or otherwise interact with us.
By using our services or submitting information to us, you acknowledge that you have read this Privacy Policy. Where consent is required by law, we will obtain it separately and clearly.
2. Data controller
Data controller: SkillMind Software Limited
Website: https://skillmindsoftware.com
Email: info@skillmindsoftware.com
Phone: +254 719 479 949
For privacy-related requests, contact us using the details above with the subject line "Data Protection Request".
3. Personal data we collect
Depending on how you interact with us, we may collect:
- Identity and contact data: name, job title, company name, business email, phone number, and postal or office address.
- Account and authentication data: admin login credentials (hashed passwords), session tokens, and access logs for authorised administrators only.
- Transactional and enquiry data: demo bookings, contact form messages, newsletter subscriptions, blueprint download requests, product interests, and support correspondence.
- Technical and usage data: IP address, browser type, device information, pages visited, referral URLs, cookies, and analytics events collected through tools such as Google Tag Manager where enabled.
- Marketing preferences: your choices regarding communications and unsubscribe requests.
We do not intentionally collect special category data (such as health or biometric data) through our corporate website unless you voluntarily provide it in a message and it is necessary to respond to your enquiry.
4. How we collect personal data
- Directly from you when you complete forms, book demos, download resources, subscribe to updates, apply for careers, or contact us.
- Automatically through cookies, pixels, and similar technologies when you browse our website.
- From publicly available professional sources where permitted, for B2B relationship management.
- From service providers that support hosting, email delivery, analytics, or CRM functions acting on our instructions.
5. Lawful bases for processing
We process personal data only where a lawful basis applies under the Data Protection Act, 2019, including:
- Consent – for example, marketing communications or non-essential cookies where required.
- Contract – to respond to your requests, provide demos, deliver services, or prepare a commercial relationship.
- Legal obligation – to comply with tax, regulatory, or law-enforcement requirements applicable in Kenya.
- Legitimate interests – to operate and improve our website, prevent fraud, secure our systems, and pursue proportionate B2B marketing, balanced against your rights.
6. How we use personal data
We use personal data to:
- Respond to enquiries, demo requests, and support needs.
- Provide access to downloadable guides, calculators, and product information you request.
- Operate, maintain, and improve our website, products, and security.
- Send service-related communications and, where permitted, marketing about SkillMind solutions.
- Analyse aggregated usage to improve user experience and conversion performance.
- Establish, exercise, or defend legal claims and enforce our agreements.
7. Sharing and disclosure
We do not sell personal data. We may share data with:
- Trusted processors (hosting, email, analytics, cloud infrastructure) bound by confidentiality and data protection obligations.
- Professional advisers (legal, audit) where necessary and subject to duty of confidence.
- Regulators or authorities when required by Kenyan law or a valid legal process.
- A successor entity in connection with a merger, acquisition, or asset transfer, with appropriate safeguards.
Cross-border transfers, if any, are conducted with appropriate safeguards recognised under Kenyan data protection law, including contractual clauses or adequacy mechanisms as applicable.
8. Data retention
We retain personal data only for as long as necessary for the purposes described in this policy, including legal, accounting, or reporting requirements. Criteria include the nature of the relationship, statutory limitation periods, and whether deletion would impair legitimate business records.
9. Security
We implement administrative, technical, and organisational measures appropriate to the risk, including access controls, encryption in transit where supported, and restricted access to production systems. No method of transmission over the internet is completely secure; we encourage you to use strong credentials and protect your devices.
10. Your rights
Subject to applicable law, you may have the right to:
- Be informed of how your data is used (this policy).
- Access personal data we hold about you.
- Request correction of inaccurate or incomplete data.
- Request deletion or restriction of processing in certain circumstances.
- Object to processing based on legitimate interests or for direct marketing.
- Withdraw consent where processing is consent-based, without affecting prior lawful processing.
- Lodge a complaint with the Office of the Data Protection Commissioner (Kenya).
To exercise your rights, email info@skillmindsoftware.com. We may need to verify your identity before responding.
11. Cookies and similar technologies
We use cookies and similar technologies for essential site functionality, analytics, and marketing measurement. You can control cookies through your browser settings. Disabling certain cookies may affect site features.
12. Children's data
Our corporate website and B2B services are not directed at children under 18. We do not knowingly collect personal data from children. If you believe we have received such data, contact us for deletion.
13. Third-party links
Our website may link to third-party sites (for example, social networks or partner tools). Their privacy practices are governed by their own policies, not this one.
14. Changes to this policy
We may update this Privacy Policy to reflect legal, technical, or business changes. The "Last reviewed" date at the top of the published page indicates the latest revision. Material changes will be posted on this page.
15. Contact
Questions about this Privacy Policy or our data practices may be directed to:
SkillMind Software Limited
Email: info@skillmindsoftware.com
Phone: +254 719 479 949
Website: https://skillmindsoftware.com