Who is responsible
ClearHarvest Technologies Ltd, trading as ClearHarvest Technologies, of Kingsgate mall, Kampala, is responsible for your personal data. Our contact details are on our contact page.
What we collect
- Account details: name, email address, phone number, company name and address.
- Orders and billing: what you ordered, invoices, payments, receipts, the payment method and reference. We do not store full card numbers. Card payments are handled by our payment provider.
- Service details: the technical details we set up for you, such as server region, IP address and account identifiers.
- Proof of order and sign-in records: when you place an order online, we record the date and time, the account you were signed in with, your IP address and your browser type, and the version of the terms of service and refund policy you accepted. Each time you sign in, we record the date, time, IP address and browser type. For an order that our staff place for you, we record that our staff placed it and do not record an IP address.
- Delivery records: records that we set up and delivered your service, such as emails we sent you, onboarding sessions, support tickets, calls, dispatch references and notes. Our staff may attach a file, such as a signed delivery note.
- Use of the site: basic technical data such as your IP address and browser type, kept in server logs for security.
- Messages: what you send us when you contact us.
Why we use it
- To provide the services you order and keep records of what we delivered (contract).
- To issue documents, take payments and keep accounting records (legal obligation).
- To keep the site and services secure, and to prevent fraud (legitimate interest).
- To prove that an order was placed, paid for and delivered when a bank, a card scheme or a payment provider questions a payment, and to defend against a chargeback or a false claim (legitimate interest, and legal claims). This is why we keep your IP address, browser type and sign-in records.
- To email you about your orders, invoices and expiring services. We do not send marketing email unless you ask for it.
Who we share it with
- Our payment provider, to process payments.
- Our email service, to send you messages.
- Infrastructure providers that host the site and your services.
- Authorities or banks, where the law requires it or where a bank or payment provider asks us to prove a payment or a service.
We do not sell personal data. Anyone who scans the QR code on a document sees only what the verify page shows: the type of document, its serial number, the issue date, who issued it, your name with most letters hidden (for example "Y•••i S•••i"), whether it is valid or void, and the date it is valid until. It shows no amounts, no full names and no contact details.
How long we keep it
We keep account and order records for as long as your account is open and for 7 years afterwards, because accounting and audit records must be kept. We keep the proof of order, sign-in and delivery records for as long as the order records are kept, which is at least as long as a bank or card scheme allows a payment to be disputed. We keep a copy of each business email we send you, such as invoices and receipts, in our records. You can ask us to delete data we no longer need to keep.
Your rights
Subject to the law that applies to you, you can ask us to give you a copy of your data, correct it, delete it, limit how we use it, or move it. You can object to use based on our legitimate interest. To use these rights, contact us using the details on our contact page. If you are unhappy with our answer, you can complain to the data protection authority in your country.
Security
We limit access to personal data to staff who need it. Every change to money, services and documents is recorded in an audit log. No system is perfectly secure, and we tell you and the authorities if a breach affects you, as the law requires.
Transfers
Our providers may process data outside Uganda. Where the law requires, we use safeguards for those transfers.
Changes
We publish changes to this policy on this page. Each published version is kept on record.