Privacy Policy - Salam Exporters

Effective Date: December 10th, 2025 | Version: 1.0

Executive Summary

This Privacy Policy explains in detail how Salam Exporters collects, uses, stores, and protects the information you provide when using our website and export services. As an export and logistics management company, we handle sensitive data such as pickup and delivery addresses, contact details, shipment descriptions, documents, and payment information.

We are committed to:

Being transparent about the data we collect
Using your data only for legitimate business purposes
Protecting your information with strong security standards
Never selling your personal or business data to third parties

This Policy also explains your rights over your information, how you can access, correct, or request deletion of your data, and how we comply with Kenyan and international data protection regulations.

1. What Information We Collect

We collect information to process and deliver export services efficiently. This includes the following:

a. Information You Provide to Us

These are details you willingly submit when using our services.

Registration and Account Data

When you create an account or communicate with us, we require the below information to verify your identity, set up your account, and provide a secure login:

Full names
Company name (if applicable)
Physical address
Phone number
Email
Password (encrypted)

Shipment & Logistics Information

This information is essential for arranging pickups, customs processing, delivery coordination, and ensuring compliance with export laws. To process shipments and export documents, we collect:

Pickup addresses
Delivery addresses
Recipient information
Package descriptions
Customs declarations
Attached export documents
Invoice or product value

Payment Information

Payment data helps us verify your orders and issue receipts. When you pay for services, we collect:

Payment confirmation
Transaction reference numbers
Mobile money or bank payment logs (We DO NOT store card numbers or PINs.)

Customer Communication

Any information you submit through below channels is stored to help us resolve issues, improve customer service, and maintain service quality:

Support messages
WhatsApp chats
Calls
Feedback forms
Emails

b. Automatically Collected Information

When you use our website or system, we automatically collect system-related data such as:

Device and System Data

This helps us optimize our platform to work effectively across different devices:

Device model
Browser type
IP address
Operating system

Usage Data

We use this to understand user behaviour and improve system performance and user experience:

Pages you visit
Buttons you click
Time spent on each page
Features used

Location Information

We may collect an approximate or precise location when you allow your device to share it. This helps with:

Pickup coordination
Fraud prevention
Delivery accuracy

Cookies & Tracking Technologies

You can turn cookies off in your browser, but some features might not work properly. We use cookies to:

Remember your login
Personalize your experience
Track website performance
Improve security
Analyze trends

c. Third-Party Integrations

If you log in or interact using platforms like Google, we may receive (only with your consent, and only for login or verification purposes):

Your name
Verified email address
Public profile information

2. How We Use Your Data

We explain not just what we use your data for, but why and how:

a. To Provide Export & Logistics Services

Your data enables us to (all export services require accurate address and shipment information, so we must collect and store it securely):

Arrange pickups and deliveries
Prepare customs documentation
Create airway bills
Contact you or your recipients
Track your shipment
Provide proof of delivery

b. To Communicate With You

We use your contact information to (you can opt out of marketing messages, but not operational service messages):

Send shipping updates
Notify you about customs changes
Confirm payments
Respond to your support requests
Send important service changes
Communicate delivery issues or delays

c. To Process Payments

We store transaction records to:

Verify successful payments
Provide receipts
Resolve billing disputes
Support audits and financial reporting

d. To Improve Our Systems

Analytics from device and usage data help us:

Diagnose system errors
Improve performance
Enhance user experience
Add new features
Strengthen security

e. To Maintain Security & Prevent Fraud

We analyze login patterns and location data to detect:

Unauthorized access
Suspicious activity
Potential fraud

f. To Comply With Legal Requirements

Export and customs processes require keeping certain records. We may need your data for:

Customs verification
Legal audits
Regulatory compliance
Tax purposes

3. Sharing of Information

We never sell your data. We only share it when necessary:

Logistics Partners

We share only essential data (name, address, shipment details) with couriers, freight forwarders, customs agents, and delivery partners. This is required for completing the shipment process.

Service Providers

Trusted partners may process certain functions on our behalf, such as SMS services, cloud hosting, payment verification, and analytics. These partners are bound by confidentiality agreements.

Legal Authorities

We may disclose information if mandated by law enforcement, customs authorities, government regulators, or court orders. Only the minimum legally required information will be shared.

4. Your Rights

You have full control over your personal information. Your rights include:

Right to Access: You can request a record of all the personal data we store about you.
Right to Correction: If any data is inaccurate, you can request correction.
Right to Deletion: You may ask us to delete your data - except where we are legally required to retain it (e.g., for customs or tax purposes).
Right to Restrict Processing: You can request that we only use your data for essential operational purposes.
Right to Data Portability: We can provide your data in a downloadable, machine-readable format.
Right to Object: You may object to certain types of processing such as marketing communications.

5. How We Protect Your Data

We apply strict security protocols:

Encryption: Your data is encrypted both in transit and at rest to prevent unauthorized access.
Controlled Access: Only a limited number of authorized staff can access sensitive data.
Regular Security Audits: We constantly review our systems for vulnerabilities.
Secure Data Storage: All data is stored on secure servers with updated security patches.
User Awareness: We encourage safe practices such as using strong passwords & logging out from shared devices.

6. Data Retention

When no longer needed, your data is securely deleted. We retain your data:

As long as you have an active account
As long as needed to complete export services
As required by customs, tax, and legal regulations

7. Children's Privacy

Our services are intended only for adults and businesses, not for children. Because of the nature of our operations—handling shipments, payments, legal documentation, and export logistics—we require users to be at least 18 years old.

We DO NOT knowingly collect, store, or process information from anyone under the age of 18. If a minor accidentally provides information on our platform, we will immediately delete the information and close any associated accounts.

8. International Users

If you access our platform outside Kenya, your data may be processed in countries with different data protection laws. We apply reasonable safeguards to ensure protection across borders.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or internal processes. Whenever we make significant updates, we will inform you directly through email, platform notifications, or website announcements.

By continuing to use our services after such updates, you indicate that you have read and agreed to the revised Privacy Policy.

10. Contact Us

For questions, rights requests, or privacy concerns:

Salam Exporters
Email: info@salamexporters.com
Phone: +254 706 321 909
Address: London, Nairobi & Mombasa