Privacy notice

1. Who we are

TechAccess Solution, of Mpaka Plaza, 3rd Floor, Mpaka Road, Westlands, Nairobi, Kenya, decides how and why the personal data described here is used. For anything in this notice, email Email us or call +254 708 876 838 .

2. What we collect

When you get in touch

Your name, company, phone number, email address, and what you tell us, whether by phone, WhatsApp, email or a form on this website.

When you visit this website

Google Analytics records the pages you visit, how you arrived, and your device, browser and approximate location, using cookies (see section 9). Cloudflare, which carries this website's traffic, also counts visits to its pages, without cookies. Our server also logs each request, with your IP address and the time, to keep the site secure.

If you use the licence calculator, we keep the answers you give it, the licence it worked out and which page of this site brought you to it, so we can learn what Kenyan businesses need. That record holds nothing that identifies you: no name, no email address, no phone number and no IP address. If you press Order Now, the same record notes that the visit went on to the basket. It still holds nothing that identifies you.

If you follow our link to 3CX's own trial, we count the click and note which page of this site it was on, whether you were on a phone, a tablet or a computer, and the campaign tags (utm_source and utm_campaign) of any link that brought you here, and nothing that identifies you. To carry those tags from the page you arrived on to the link, your browser holds them until you close the tab; they are not a cookie and are sent nowhere else. 3CX's own privacy policy applies on its website.

When you become a client

• Account details: the names, email addresses and phone numbers of the people who use your account, your company's details, KRA PIN and VAT status.
• Orders, proformas, invoices and payments. Card details go straight to our payment provider; we never see or keep your full card number.
• Support requests and our records of the work we do for you.

On a phone system we host for you

Your system holds your extensions, contacts, call records, and any recordings and voicemail. That data belongs to you, and you decide what is kept. We handle it only to run and support the system for you, as your service provider.

3. Why we use it, and on what basis

• To answer you and prepare a quote, because you asked us to.
• To provide, support and bill your services, because our contract with you needs it.
• To keep invoices and tax records, because the law requires it.
• To keep our systems and yours secure and prevent fraud, which is in our legitimate interest and yours.
• To understand how this website is used, in our legitimate interest in improving it. You can object: see section 9.

We send marketing messages only if you have agreed to them, and every one tells you how to stop them. No law obliges you to give us any of this; but if you do not give us the details a service needs, we may not be able to provide that service.

4. Who we share it with

Only what each needs, for the purpose shown:

• Paystack, which processes payments by M-Pesa, Airtel Money, Pesalink and card. With each payment we give it the payer's name, the email address and phone number on the order, the order number, and the name the order is invoiced to.
• Zoho, for invoices and accounts (Zoho Books), our help desk (Zoho Desk) and the emails our systems send (ZeptoMail).
• 3CX, with the details it needs to issue and manage your licence.
• Google, for website analytics.
• Cloudflare, which carries this website's traffic, counts visits to it, and, on our contact form and our form for moving your 3CX to us, checks that a message comes from a person rather than a program.
• Our hosting providers, who run the servers our systems and your hosted phone system use.
• The Kenya Revenue Authority, through the tax invoices the law requires.
• Our professional advisers, and authorities where the law requires us to share it.

We do not sell your personal data.

5. Data kept outside Kenya

Some of these services, including Google, Zoho, Paystack, Cloudflare and 3CX, store or process data outside Kenya, and off-site backup copies of our own systems may be kept outside Kenya too. We send each only what its service needs. Most of these transfers are needed to perform our contract with you, for example to take your payment, send your invoice or issue your licence; website analytics rests on our legitimate interest in understanding how the site is used. We are putting written data-protection agreements in place with each of these providers. We will not send copies of your identity documents outside Kenya without your consent.

6. How long we keep it

• An enquiry that does not lead to business: no longer than 12 months.
• Your account and service records: while you are a client, and then for six years after your last order, the time in which a claim about a contract can be brought.
• Invoices and payment records: five years from the end of the year they relate to, as tax law requires.
• A phone system we host: while it is frozen for non-payment, we keep only its newest backup. It is deleted, together with its backups, 14 days after it is frozen, or when its term ends if you turned its renewal off. Before that, you can ask us for a copy.
• Website analytics: data about individual visits, for the period set in our Google Analytics account, at most 14 months.
• Server logs: no longer than 30 days.

7. How we protect it

Everything travels encrypted between your browser and our systems. Sensitive items, such as licence keys and passwords for your phone system, are encrypted where they are stored, and only the staff who need your data can reach it.

8. Your rights

Under the Data Protection Act, 2019 you can:

• be told how your data is used, which is what this notice is for;
• see the personal data we hold about you: we answer within seven days, free of charge;
• have wrong or out-of-date data corrected: we do it within fourteen days, or tell you within seven why we will not;
• have your data deleted, where we no longer need to keep it: we answer within fourteen days;
• object to our using it, including for marketing: we answer within fourteen days;
• take a copy of the data you gave us, in a common format, within thirty days;
• withdraw a consent you gave, at any time.

To use any of these, email Email us . We may need to confirm who you are first. If you are unhappy with how we handle your data, please tell us; you can also complain to the Office of the Data Protection Commissioner, at odpc.go.ke.

9. Cookies

This website sets no cookies of its own, except on its forms. Opening a page with one of our forms on it, such as our contact page or the page for moving your 3CX to us, sets two: your session, which keeps what you typed if something needs correcting and carries the check that the form was sent from our page, and a copy of that check for the page's own scripts. The session is the same one that keeps you signed in to the client portal. Neither follows you to other websites, and both end two hours after your last visit. Google Analytics sets two, named _ga and _ga_ followed by an identifier, which let it tell one visit from the next; they last up to two years. You can block or delete them in your browser's settings, or use Google's opt-out add-on; the site works the same without them.

The client portal will set the cookies it needs to work: one or two that keep you signed in (the second only if you tick "Remember me"), one that protects your forms, and two that remember display preferences.

10. Children

Our services are for businesses, and are not meant for anyone under 18.

11. Changes to this notice

We will update this notice when the way we use personal data changes, and publish the new version here. This version applies from 19 October 2026. See also our terms of service.