Privacy Policy for Quality Chemical Industries Ltd applies to customers accessing this App. We are referred to in this Privacy Notice as “QCIL”, “we” or “our” or “us”. An individual who is the subject of the personal data is referred to as “Customer”, “User” or “You”.

This Privacy Notice was last updated on 23^rd February 2024.

QCIL is a Data Collector, Processor, and Controller registered with the Persona Data Protection Office.

We understand how important your personal information is. This privacy notice will inform you how QCIL uses and looks after your personal information when you visit and shop with us or use any of our services, use our website, buy products from us, or download and interact with our apps.

Our App is not intended for children under the age of 18, and we do not knowingly collect personal information relating to children.

1. WHAT DOES THIS PRIVACY POLICY COVER

This Privacy Policy explains how we use your personal data: how it is collected, how it is held and how it is processed. It also explains your rights under the law relating to your personal data.

We will process any personal data we collect from you in accordance with this Privacy Policy and our Terms and Conditions of Use (together with any other documents referred to in it). Kindly carefully read this Policy carefully so that you can understand how we handle your personal data.

2. GENERAL INFORMATION

Processing of personal data is governed by the Data Protection Act, 2019 (‘the Act’).

Personal data refers to any information about you that enables you to be identified as individual such as your name, contact details, identification numbers but it also covers less obvious information such as, electronic location data, and other online identifiers.

The personal data that we collect and use is set out in Part 3.

3. DATA WE COLLECT ABOUT YOU

3.1 When you visit this App or use our website we collect personal data about you or if you communicate with us by phone, e-mail and social media.

3.2 The personal data we collect includes:

1. Personal details such as your name, address, date of birth, email address, phone number and other contact information, transaction information, such as the product you purchased, its price, your method of payment and your payment details.

2. Information about you like your employment details, financial position and information taken from identification documents like your passport or identification number when we review your credit application for our services.

3. Your account information – such as dates of payments owed and received, the subscription services you use or any other information related to your account.

4. The phone numbers that you call/send messages to or the phone numbers that you receive calls/messages from.

3.3 When you use this App, the details we collect includes:

1. Account data, like your username and password you use to access our website or to buy our products and services.

2. Any relevant detail that you provide in your dealings with us which includes when you register to use our online services, or when you subscribe to our offers or services.

3. IP address and Cookie data which is used as per our Cookie Policy

3.4 The circumstances when you provide personal data could include when you:

1. Purchase products at our stores.

2. Register or use our website.

3. When you register for our loyalty points scheme.

4. Request to receive marketing or other communications.

5. Enter one of our competitions or when you complete one of our customer surveys.

6. Submit information when you’re providing feedback.

We do not collect information relating to ethnic social origin, conscience, belief, genetic data, property details, marital status, family details including names of your children, parents, spouse or spouses, sex or the sexual orientation.

4. HOW WE USE YOUR PERSONAL DATA, PURPOSES AND LAWFUL BASIS

4.1. For us to process and use your personal data legally there are a number of options available to us under the Data Protection Legislation. We will categorically set out in this Privacy Notice which option(s) we have chosen for the service we provide to you for processing your personal data.

• To register you as a new customer

• To process and deliver your order or when you are purchasing our products

• To manage our relationship with you

• To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

• To use data analytics to improve our website, products/services, marketing, customer relationships and experiences and to conduct market research campaigns.

• Necessary for our legitimate interests (to define types of customers for our products, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

• Explicit Consent (which consent you may withdraw at any time)

4.2. We will not use your personal data for any other purpose other than the purpose(s) for which it was originally collected, unless we reasonably believe that another purpose is compatible with that or those original purpose(s). If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us.

4.3. If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so or seek your consent.

4.4. In some circumstances, where permitted or required by law, we may disclose your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

5. MARKETING

5.1. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

5.2. We may use your Identity, Contact, and Usage to form a view on what we think you may want or need, or what may be of interest to you.

5.3. You will receive marketing communications from us if you have requested information from us or purchased goods from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, where you have opted in by giving us your explicit consent to receive receiving that marketing.

Third-party marketing

5.4. We will get your express opt-in consent before we share your personal data with any company outside QCIL for marketing purposes.

Opting out

5.5. You can ask us to stop sending you marketing messages at any time by:

1. logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences in your online preference centre;

2. following the opt-out links on any marketing message sent to you;

3. sending an email with your full name and address and your preference request by

4. writing to us at contactus@qcil.com; or

5. calling us on +256 312 341100.

6. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product purchase.

6. YOUR RIGHTS UNDER THE DATA PROTECTION LEGISLATION

6.1. Under the Data Protection Legislation, you have the following rights, which we will always work to respect and uphold:

(a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.

(b) The right to access the personal data we hold about you.

(c) The right to have your personal data corrected if any of your personal data held by us is false, erroneous or misleading.

(d) The right to ask us to delete or otherwise dispose of any of your personal data that we hold.

(e) The right to restrict (i.e. prevent) the processing of your personal data.

(f) The right to object to us to our use of your personal data for a particular purpose or purposes.

(g) The right to withdraw consent. This means that, if we are relying on your consent as the lawful basis for using your personal data, you are free to withdraw that consent at any time.

(h) The right to data portability. You have a right to request your personal data, which you have provided to us in a structured and commonly used format for your own use across different services.

(i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

6.2. What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights), such as:

1. Full name of the account holder

2. Postal address

3. Telephone number

4. Customer number (if available)

5. Recent order number (if available)

6. Email address(s) registered with us (if available).

This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us by email as set out in Part 11.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

6.3. Time limit to respond

We try to respond to all legitimate requests within 7 days. Occasionally it may take us longer than the stipulated time period if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

7. HOW WE SHARE YOUR PERSONAL DATA

All data sharing will be undertaken in line with the Data Protection Legislation.

Where your consent is needed to transfer the data, we will make this clear to you in simple and clear language so you may make an informed decision.

We will never share your information if it’s not legal to do so, and will always consider your rights, and whether there is another way of achieving our aim, before doing so.

8. WE KEEP YOUR PERSONAL DATA SAFE

1. We use a high level of protection, both organisational and technical measures, to ensure we process our customers data safely. Some of the measures are:

2. Servers that meet the highest standards for security.

3. Access to data via secure log-in, to which is restricted by our IT teams.

4. Buildings and areas that have access only through staff passes, and secure files stored in areas that are further restricted by passes and keys.

5. Systems are only available through strictly controlled security processes. We ensure that only the right people have access to systems.

9. HOW LONG DO WE KEEP YOUR PERSONAL DATA

We are required under the Data Protection Legislation to keep your personal data only for specific period as lawfully required. Some of the considerations we take into account when deciding on the retention of your data is:

1. Where it is stipulated under the law; and

2. The necessary time your data is needed for us to deliver the service to you.

In some circumstances we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

10. HOW WE USE COOKIES

We use cookies to store and collect information about your use of our website.

11. HOW TO CONTACT US

If you wish to contact us in respect of part of this Privacy Notice or have any questions or would like further information regarding our handling of your personal data, please contact us by email:

Email address: contactus@qcil.com.

Tel: +256 341100.

12. AMENDMENTS TO THIS PRIVACY POLICY

We may change, modify or adopt a new Privacy Policy from time to time.

If we do so, we will post it on our website. It’s your responsibility to check the Privacy Notice every time you submit your personal data to us.