Lance Security Systems ("we", "us", or "our") is committed to protecting the privacy and personal data of our customers, website visitors, and contacts. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website at lancesecurity.co.ke or engage our services.
This policy is governed by the Data Protection Act, 2019 (Kenya) and the Kenya Information and Communications Act. By using our website or services, you consent to the practices described in this policy.
1. Information We Collect
1.1 Information You Provide Directly
We collect personal information you voluntarily provide when you:
- Submit a quote request, contact form, or service enquiry
- Place an order or request a product
- Request a maintenance contract or service visit
- Subscribe to our communications
- Contact us by phone, email, or WhatsApp
This may include your name, phone number, email address, physical address, delivery location, and any notes or messages you provide.
1.2 Payment Information
When you make a payment via M-Pesa (Lipa Na M-Pesa / STK Push), your transaction is processed directly by Safaricom via the M-Pesa Daraja API. We do not store your M-Pesa PIN, full phone number used for payment, or any card details. We receive only a transaction confirmation reference from Safaricom.
1.3 Information Collected Automatically
When you visit our website, we may automatically collect:
- IP address and general geographic location
- Browser type, device type, and operating system
- Pages visited, time spent, and referring URLs
- UTM parameters from marketing campaigns
This data is collected via server logs and, where applicable, analytics tools. It is used in aggregate to improve our website and services.
1.4 Location Data
Certain features on our website (such as the service visit request form) may ask your browser for your GPS location to help populate a location field. This is always opt-in — your browser will request your explicit permission before sharing any location data. We do not store precise GPS coordinates; we use them only to reverse-geocode a human-readable location string at the time of your request.
2. How We Use Your Information
We use the personal information we collect to:
- Respond to your enquiries, quote requests, and service bookings
- Process and fulfil product orders and deliver goods
- Schedule and carry out site surveys, installations, and maintenance visits
- Send service confirmations, order updates, and important account notifications
- Issue compliance certificates and service documentation
- Improve our website, products, and services
- Comply with legal and regulatory obligations, including OSHA Kenya requirements
- Contact you about relevant services or promotions (where you have consented)
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
3. Legal Basis for Processing
Under the Data Protection Act, 2019, we process your personal data on the following grounds:
- Contractual necessity — to fulfil orders, service agreements, and maintenance contracts
- Consent — where you have explicitly opted in (e.g. GPS location capture, marketing communications)
- Legitimate interests — to respond to enquiries and improve our services
- Legal obligation — to comply with OSHA Kenya, tax regulations, and other applicable laws
4. Sharing Your Information
We may share your personal information with:
- Our field engineers and operational staff — to carry out site surveys, installations, and service visits
- Payment processors — Safaricom M-Pesa for transaction processing
- Communication tools — we use Telegram for internal lead notifications; messages contain your submitted contact details and are visible only to our staff
- Regulatory authorities — where required by law (e.g. OSHA, KRA, or law enforcement under a valid legal process)
All third parties are required to handle your data securely and only for the specified purpose.
5. Data Retention
We retain your personal information for as long as necessary to fulfil the purposes set out in this policy, or as required by law:
- Customer records and service history — retained for 7 years to comply with Kenyan tax and commercial law
- Enquiry and lead records — retained for up to 2 years
- Order and payment records — retained for 7 years
- Website analytics — retained in aggregate, anonymised form
When data is no longer needed, it is securely deleted or anonymised.
6. Cookies
Our website uses session cookies that are strictly necessary for core functionality (e.g. maintaining your shopping cart and form submissions). We do not use third-party advertising cookies or tracking pixels. If we introduce analytics cookies in future, we will update this policy and obtain your consent where required.
7. Your Rights
Under the Data Protection Act, 2019 (Kenya), you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your personal data (subject to legal retention obligations)
- Object to processing for direct marketing purposes
- Withdraw consent at any time where processing is based on consent
- Lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya
To exercise any of these rights, contact us at info@lancesecurity.co.ke or call us on +254 731 664845.
8. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Access to customer data is restricted to authorised personnel only. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
9. Children's Privacy
Our services are not directed at children under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data about a child, please contact us and we will promptly delete it.
10. Links to Other Websites
Our website may contain links to third-party websites (e.g. manufacturer product pages, Safaricom M-Pesa). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies separately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or services after any changes constitutes your acceptance of the revised policy.
12. Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal data, please contact us:
- Company: Lance Security Systems
- Address: Westlands, Nairobi, Kenya
- Email: info@lancesecurity.co.ke
- Phone: +254 731 664845