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SOLARAIRE VENTURES LIMITED (TRADING AS SAKO UGANDA) DATA PROTECTION POLICY

 

Introduction

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Data is one of Solaraire Ventures Ltd’s most valuable assets. We are committed to safeguarding personal and sensitive information belonging to our employees, customers, and stakeholders. This data protection policy outlines the principles, rules and measures we follow to ensure compliance with relevant laws, such as the Data Protection and Privacy Act (CAP 97) and the 1995 Constitution of Uganda.

This policy promotes transparency, accountability and security in all aspects of data handling within the organisation. Every employee, contractor, and partner has a role in protecting data and ensuring its responsible use.

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Purpose of this policy

The purpose of this policy is to:

  • Comply with all applicable data protection regulations and laws.

  • Establish clear guidelines for the collection, storage, processing and disposal of personal data.

  • Protect individuals’ rights, including the right to privacy and the ability to control their personal information.

  • Minimise the risk of data breaches and their potential impact on individuals and the organisation.

  • Foster a culture of data protection and security within Solaraire Ventures Ltd.

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Scope of the Policy

This data protection policy applies to:

  • All personal data processed by Solaraire Ventures Ltd, regardless of the format (Electronic, paper, or other)

  • All employees, contractors, and third-party service providers with access to personal data.

  • Data related to individuals, including employees, customers, vendors and other stakeholders.

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Definitions

Personal data: Information that can identify an individual, such as names, addresses, email addresses, phone numbers or identification numbers.

Processing: Any activity related to personal data, including collection, storage, transfer and deletion.

Data controller: The individual determining the purposes and means of processing personal data.

Data subject: Any individual whose personal data is processed by the organisation.

Data breach: An incident leading to unauthorised access, disclosure, or loss of personal data.

The Act: Data Protection and Privacy Act, CAP 97, 2019

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Data Collection and Use

Solaraire Ventures Ltd collects personal data only when necessary and for the following purposes:

  • Employment-related activities such as payroll processing and hiring.

  • Customer relationship management and service delivery.

  • Marketing and communication purposes (with consent)

  • Compliance with legal and regulatory requirements.

Personal data will never be used for purposes incompatible with its original intention without obtaining the data subject’s consent.

 

Data Storage and Retention

To ensure the security of personal data:

  • Data is stored on secure systems, with access restricted to authorised personnel only. (Data controller and sales executives)

  • Physical data (Lead forms, warranty details, delivery notes and any other documents) are kept in company cabinets in restricted areas.

  • Data retention periods are determined based on regulatory requirements under S.18(1) of the Act and business needs.

  • The destruction and deletion of personal data upon completion of its use is done in a manner that prevents reconstruction in an intelligible form. This manner is by way of shredding for physical data and deletion for online data.

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Data sharing

Personal data is shared only:

  • With assigned technicians, distributors and vendors under strict Data Processing Agreements.

  • After ensuring the third party complies with data protection standards.

  • In accordance with legal requirements or with the data subject’s consent.

The company does not share any personal data with any international company or organisation.

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Data Security Measures

To protect data integrity, confidentiality and availability, Solaraire Ventures Ltd implements the following measures:

  • Encryption: All sensitive data is encrypted both at rest and in transit.

  • Access: Access is role-based and limited to authorised personnel.

  • Incident Response plan: There is a response plan in place to address data breaches.

  • Employees are trained to recognise and respond to data security threats such as phishing, malware and unauthorised access.

 

Individual Rights

Solaraire Ventures Ltd recognises the following rights of data subjects under the Act:

  • The right to access their personal information upon provision of proof of identity.

  • The right to prevent the processing of their personal data at any time by way of notice to the data controller.

  • The right to prevent the processing of personal data for direct marketing. This may be done by way of notice in writing to the data controller.

  • The right to withdraw consent previously given for data processing.

  • The right to request erasure of their personal data under specified circumstances.

Data subjects may exercise their rights by contacting +256 740556288.

 

Policy review and updates.

This policy is reviewed annually or in response to regulatory changes to ensure continued compliance and relevance. Updates will be communicated to all employees and stakeholders.

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Contact Information

For questions, concerns or data access requests, contact:

+256 740556288

customersuccess@solarairev.com

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