1. Who we are
Ensurve is a service of Arvenson, a company registered in Kenya (registration number PVT-OD1KW8P2) and based in Nairobi, Kenya. In this policy, “we” and “us” mean Arvenson.
This policy explains what information Ensurve handles, why, and the choices you have. It covers the website at ensurve.com, the Ensurve web app and the Ensurve Android app. If you have a question, write to privacy@ensurve.com.
2. Our two roles
We handle two different kinds of information, and our role is different for each.
- Information about people who use Ensurve. This is your account: your name, email address and how you use the service. For this information we are the data controller under the Kenya Data Protection Act, 2019.
- Survey data. Organizations decide what questions to ask and whom to survey. The organization is the data controller for its survey data, and we are its data processor. We store and process that data only to provide Ensurve to the organization, following its instructions.
If you answered a survey and want to know what was recorded about you, please contact the organization that surveyed you first. We will help them respond.
3. What we collect
- Account details: your name, email address, phone number if you give it, your organization’s name, type and country, and your role. Your password is stored only as a secure scrambled value that nobody, including us, can read.
- Survey data: whatever the organization’s forms ask for. This can include answers, photos, GPS locations, meter readings, dates and times, and which team member submitted each form.
- Security and usage records: when you sign in, your IP address, the type of browser or device you use, and an activity log of important actions such as sign-ins and changes to forms, members and settings.
- Emails we send you: such as email verification, password reset and team invitations.
We do not collect payment card details.
4. How we use it
- To create your account and run Ensurve for you and your organization.
- To keep accounts safe, for example by spotting unusual sign-ins and pausing an account after too many wrong passwords.
- To send emails you need, such as invitations and password resets.
- To help when you contact us, and to find and fix problems.
- To meet our legal obligations.
We rely on the legal grounds set out in the Kenya Data Protection Act, 2019: providing the service you signed up for, our legitimate interest in keeping Ensurve secure, meeting the law, and your consent where it is needed.
We never sell personal data, never use it for advertising, and never use an organization’s survey data for our own purposes.
5. The Android app
- The app saves forms and answers on the phone so your team can work without internet. Answers are sent to Ensurve when the phone has signal.
- The camera is used only when a question asks for a photo.
- Location is used only when a question asks for a GPS point.
- You can refuse or remove these permissions in the phone’s settings. Questions that need them will then not work.
- Uninstalling the app removes everything it saved on the phone.
8. Where your data is stored
Ensurve runs on servers operated by Contabo GmbH, which may be located outside Kenya. Emails pass through Google’s systems, which operate in several countries. When personal data leaves Kenya, we rely on the safeguards the Kenya Data Protection Act, 2019 requires, such as contracts that oblige our providers to protect it.
9. How long we keep it
- Account details: for as long as your account is open.
- Survey data: until the organization deletes it or its Ensurve account is closed and deleted.
- Downloaded export files: removed from our servers after 7 days.
- Backups: kept for 14 days, so deleted data disappears from backups within 14 days.
- Activity log entries: may be kept after an organization is deleted, without its survey data, so we can show what happened and when.
10. How we protect it
- Everything sent between your device and Ensurve is encrypted.
- Passwords are stored only in scrambled form.
- Each organization’s data is kept separate from every other organization.
- People only see what their role allows.
- Submitted answers are locked, so they cannot be changed without a record.
- Our servers are protected by a firewall and backed up every night.
No system is perfectly secure. If a breach puts personal data at risk, we will tell the affected organizations without delay and notify the Office of the Data Protection Commissioner as the law requires.
11. Your rights
Under the Kenya Data Protection Act, 2019 you have the right to:
- be told how your personal data is used, which is what this policy does;
- see the personal data we hold about you;
- have wrong or incomplete data corrected;
- have your data deleted;
- object to how we use your data;
- receive your data in a format you can take elsewhere;
- withdraw consent you have given.
To use any of these rights, write to privacy@ensurve.com. We may need to confirm who you are first, and we will reply within the time the law requires. Organizations can also export their survey data themselves at any time as Excel or CSV files.
If you are unhappy with how we handle your data, you can complain to the Office of the Data Protection Commissioner at www.odpc.go.ke. We would like the chance to fix it first, so please tell us.
12. Children
Ensurve accounts are for adults aged 18 or over. Organizations that survey children must get consent from a parent or guardian and protect that data with extra care, as the law requires.
13. Changes to this policy
We will update the date at the top whenever this policy changes. If a change is important, we will tell account holders by email or in the app before it takes effect. You can read the current version here at any time, and our Terms of Service explain the rules for using Ensurve.
14. Contact us
Arvenson, Nairobi, Kenya. Email privacy@ensurve.com.