How CKZ Group uses your information in WOMS

Who we are

CKZ Group, Nairobi, Kenya, runs WOMS, its system for field work, support, approvals and site safety. For your information in WOMS, CKZ Group is the data controller under the Kenya Data Protection Act, 2019. Where we handle a client's customers' details to do work for that client, we do so on the client's behalf.

What we collect

Only what each form asks for, such as your name, work email, phone number, department or organisation, and what you write. When you use WOMS we also record your device's internet address, browser type, the approximate city and country worked out from that address on our own server, and what you did and when, to keep the system secure.

Why

To give you access, provide the service you asked for (IT support, equipment, site sign in), keep people safe on our sites, pay suppliers, manage our work for clients, keep accounts and records the law requires, and protect WOMS against misuse.

Our lawful reasons

Your employment or contract with us, our legal duties (for example safety and tax records), and our legitimate interest in running and securing our operations. Where we rely on consent, we say so and you can withdraw it.

Who sees it

CKZ staff whose job needs it. Our service providers, only to run WOMS for us: our server host, Microsoft (email), WhatsApp (messages), our warehouse system, and Anthropic (reading uploaded rota images). Some of them process data outside Kenya under contracts that protect it. Our clients see information about work we do for them. We do not sell your information.

How long

Only as long as needed. For example: sign in and security records 1 year; site visitor sign ins 2 years; access requests not decided 90 days; financial records at least 5 years as the law requires. The full schedule is available on request.

Security

Access by role, encrypted connections, encrypted off site backups, logging and regular reviews.

Your rights

You may ask to be told how we use your information, to see a copy, to have it corrected, to have it deleted where we do not have to keep it, and to object to its use. Contact us at it.ckzgroup@caliken.com. We reply within the time the law sets. If you are unhappy with our answer you may complain to the Office of the Data Protection Commissioner (www.odpc.go.ke).

Changes

We update this notice when our use of information changes. Last updated: 27 Oct 2026.