HimaHR •

1. Introduction

HimaHR (we, us, our) recognizes the provision of law on data protection. We recognize the importance of maintaining the confidentiality and trust associated with our clients’ information. This Privacy Policy outlines how we collect, use, share, and protect your personal data when you access our services. We use your information solely for the purpose of delivering our products and services to you.

2. What Information We Collect

We may collect and process the following categories of personal data:

a) Employee and Employer Data

Full names
ID/passport numbers
Contact details
Job titles, departments, and salary details
Leave records and performance reviews
Banking and payment information
National ID, PIN, NSSF, NHIF, and other statutory details

b) User Account Data

Email address, username, and password
Login timestamps and access logs

c) Technical Information

IP address
Browser type and version
Device and usage data
Cookies and similar technologies

3. How We Use Your Information

We use your data to:

Provide and manage the HimaHR platform
Facilitate payroll, benefits, and statutory compliance
Enable employee self-service functionality
Track attendance, leave, and performance metrics
Ensure system security and detect fraud
Communicate important system updates and support

4. Legal Basis for Processing (Data Protection Act, 2019 – Kenya)

We collect and process personal data based on:

Consent
Contractual necessity
Legal obligations
Legitimate interest

5. Who We Share Your Data With

We may share data with:

Statutory bodies
Third-party service providers
Technical support team
Law enforcement or regulators

6. Data Security

We implement industry-standard measures including:

SSL encryption
Role-based access control
Two-factor authentication
Regular data backups and security audits

7. Data Retention

We retain your Personal Data only for as long as it is necessary to fulfill the purposes for which it was collected and any additional periods required by law.

8. Your Rights

You have the right to:

Access your personal data: You may request access to your personal information, its origin, use, processing methods, and third-party recipients.
Correct inaccurate information: You may request correction of incomplete or incorrect data.
Request erasure: You may request deletion of data no longer required or invalid.
Object to processing: You may object to processing if there are legitimate grounds.
Withdraw consent: You may withdraw consent anytime by contacting our Data Protection Officer.

9. Cookies and Tracking

HimaHR uses tracking technology on the landing page, in the Applications, and in the Platforms, including mobile application identifiers and a unique Hootsuite user ID to help us recognize you across different Services, to monitor usage and web traffic routing for the Services, and to customize and improve the Services.

By visiting HimaHR or using the Services you agree to the use of cookies in your browser and HTML-based emails. Cookies are small text files placed on your device when you visit a website to track use of the site and to improve your user experience.

12. Policy Updates

We may update, amend, or revise this Policy from time to time. You are encouraged to review this page periodically to stay informed of any changes, as continued use of our services constitutes acceptance of the updated terms. In the event of significant changes affecting how we use your personal information, we will provide a clear notification on our website.

13. Contact Us

Email: legal@himahr.co.ke
Phone: +254 111 053 213
Postal Address: Suite 03, Kileleshwa, Nairobi