Privacy Notice

Arthur Swift Communication Ltd (“Arthur Swift”, “we”, “us”), a company registered in Kenya, is the data controller for the personal data described here. We decide why and how that data is processed across the Arthur Swift Virtual Office platform and the services delivered through it.

Personal data we collect

• Account data — name, email address, login credentials and role within the office or client organisation.
• Engagement data — client and contact details, briefs, contracted objectives, contract and guiding documents you upload, progress logs, comments and booked activity dates.
• Communications — support messages, notifications and correspondence with our team.
• Technical data — IP address, device and browser information, and usage telemetry such as pages viewed and actions taken.
• Order data — the products purchased, subscription status and billing period. Card details are never seen or stored by us; they are collected by our payment provider.

Why we use it, and our legal basis

• Creating and administering accounts, and providing the platform and contracted services — performance of a contract.
• Recording deliverables, objectives and daily progress so clients and staff can see what has been achieved — performance of a contract.
• Security, fraud prevention, access control and service integrity — legitimate interests.
• Improving the platform and diagnosing faults — legitimate interests.
• Customer support and service notifications — performance of a contract.
• Marketing emails, where sent — consent, withdrawable at any time.
• Accounting, tax and statutory record keeping — legal obligation.

Who we share it with

• Service providers and subprocessors — hosting, database, authentication, email delivery and analytics providers acting on our instructions.
• Paddle.com, our Merchant of Record, for the sale of our services, subscription management, payment processing, tax compliance and invoicing.
• Professional advisers — legal, accounting and audit advisers where needed.
• Authorities — where disclosure is required by law or to establish or defend legal claims.

We do not sell personal data.

International transfers

Our providers may process data outside Kenya, including in the European Economic Area, the United Kingdom and the United States. Where data is transferred internationally we rely on appropriate safeguards such as standard contractual clauses or an adequacy decision.

Retention

Account and engagement records are kept for the life of the engagement and for up to seven years afterwards, to meet contractual, accounting and statutory obligations. Technical logs are kept for up to twelve months. When data is no longer needed it is deleted or anonymised.

Your rights

Subject to applicable law, including the Kenyan Data Protection Act and, where it applies, the UK/EU GDPR, you may request access to your personal data, its rectification or erasure, restriction of or objection to processing, and portability, and you may withdraw consent at any time. Write to info@arthurswift.co.ke; we respond within one month. You may also complain to the Office of the Data Protection Commissioner in Kenya, or to your local supervisory authority.

Security

We apply appropriate technical and organisational measures, including encryption in transit, row-level access controls so each client and staff member sees only their own material, role-based permissions and private document storage.

Cookies

We use essential cookies and local storage to keep you signed in and to secure the session; the platform does not work without them. Where analytics or marketing cookies are used they are optional and you can manage them through your browser settings at any time.

Contact

Arthur Swift Communication Ltd — info@arthurswift.co.ke.