Privacy Policy

Information You Provide Directly

Information We Collect Automatically

• Usage Data: Pages visited, features used, time spent, click patterns
• Device Information: Browser type, operating system, screen resolution, device type
• Log Information: IP address, access times, error logs, performance data
• Location Data: General location information (city/country level only)
• Performance Data: Response times, system errors, feature usage patterns

Information We Do NOT Collect

We want to be clear about what we don't collect:

• Sensitive personal information (passport numbers, financial details, medical records)
• Precise location or GPS coordinates
• Information from other apps or websites without your permission
• Voice recordings or camera access
• Contact lists or personal files from your device

Primary Service Functions

• Provide Settlement Guidance: Answer your questions about accommodation, admin processes, and services in Nairobi
• Personalize Responses: Tailor AI responses based on your university, budget, and preferences
• Account Management: Create and maintain your account, authenticate users, provide customer support
• Communication: Send important service updates, respond to inquiries, provide customer support

Service Improvement

• AI Training: Analyze conversations to improve our AI assistant's accuracy and helpfulness
• Feature Development: Understand user needs to develop new features and services
• Performance Optimization: Monitor and improve system performance, fix bugs, enhance security
• Research: Conduct research to better understand international student settlement challenges

Legal and Security

• Legal Compliance: Comply with applicable laws, regulations, and legal processes
• Security: Protect against fraud, abuse, and security threats
• Terms Enforcement: Enforce our Terms and Conditions and prevent misuse

Service Providers

We may share information with trusted third-party service providers who help us operate our service:

• Cloud hosting providers for data storage and processing
• Email service providers for account notifications
• Analytics services for understanding user behavior
• Security services for fraud prevention and protection

All service providers are bound by confidentiality agreements and can only use your information for specified purposes.

Legal Requirements

We may disclose your information if required by law or if we believe in good faith that disclosure is necessary to:

• Comply with legal obligations or court orders
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing
• Protect the personal safety of users or the public

Business Transfers

If SettleBot is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

Aggregated Information

We may share aggregated, anonymized information that cannot identify you personally for research, analysis, or business purposes. For example, we might share general usage statistics or trends in settlement questions.

Technical Safeguards

• Encryption: All data transmitted between your device and our servers is encrypted using TLS/SSL
• Data Encryption: Sensitive data is encrypted at rest using industry-standard encryption
• Access Controls: Strict access controls limit who can access your personal information
• Regular Updates: We regularly update our security systems and software
• Monitoring: Continuous monitoring for security threats and unusual activity

Organizational Safeguards

• Employee Training: All team members receive privacy and security training
• Limited Access: Only authorized personnel have access to personal information
• Confidentiality Agreements: All employees and contractors sign confidentiality agreements
• Regular Audits: We conduct regular security audits and assessments

How to Exercise Your Rights

To exercise any of these rights, you can:

• Use the privacy controls in your account settings
• Contact us at support.team@jisortublow.co.ke
• Submit a request through our contact form

We will respond to your requests within 30 days and may need to verify your identity to protect your privacy.

Types of Cookies We Use

Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our service. Most browsers allow you to:

• View and delete cookies
• Block cookies from specific websites
• Block all cookies
• Delete cookies when you close your browser

External Links

SettleBot may provide links to university websites, government portals, service providers, and other external resources. These external sites have their own privacy policies, and we are not responsible for their privacy practices.

Integrated Services

We may use third-party services to enhance our offering:

• Analytics Providers: Help us understand how users interact with our service
• Email Services: Send account notifications and communications
• Payment Processors: Handle any future payment transactions securely
• Cloud Services: Store and process data securely

These services operate under their own privacy policies and security measures.

Cross-Border Processing

Your information may be processed in countries other than where you reside, including but not limited to Kenya, where our primary operations are based. These countries may have different data protection laws than your home country.

Safeguards

When we transfer information internationally, we implement appropriate safeguards including:

• Ensuring adequate data protection standards
• Using contractual protections with service providers
• Implementing technical and organizational security measures
• Complying with applicable international data transfer regulations

Age Verification

While we don't actively verify users' ages, we ask users to confirm they are 18 or older during registration. If you are under 18, you may only use our service with parental or guardian permission and supervision.

Parental Rights

If we become aware that we have collected information from a child under 18 without proper consent, we will:

• Delete the information as quickly as possible
• Not use the information for any purpose
• Not share the information with third parties

If you believe we have information about a child under 18, please contact us immediately at support.team@jisortublow.co.ke.

How We Notify You

When we make changes to this Privacy Policy, we will:

• Update the "Last Updated" date at the top of this policy
• Send email notifications to registered users for significant changes
• Display prominent notices on our website or in our app
• Provide advance notice for changes that materially affect your rights

Your Choices

Your continued use of SettleBot after changes become effective means you accept the updated Privacy Policy. If you don't agree with changes, you can:

• Contact us to discuss your concerns
• Adjust your privacy settings
• Stop using our service
• Delete your account before changes take effect

Version History

We maintain a history of significant changes to our Privacy Policy. You can request information about previous versions by contacting us.

Privacy Inquiries

• Email: support.team@jisortublow.co.ke
• Phone: +254 114 742 348
• Response Time: We aim to respond within 48 hours

What to Include in Your Message

To help us assist you more effectively, please include:

• Your account email address (if applicable)
• A clear description of your privacy concern or question
• Any specific information or action you're requesting
• Your preferred method and timeline for response

Data Protection Officer

For serious privacy concerns or if you're not satisfied with our initial response, you may escalate your inquiry to our Data Protection Officer by marking your email "URGENT: Privacy Concern" and including details about your issue.