Privacy Policy

Last Updated: July 27, 2026

Numeriq Solutions ("we," "our," "us") is committed to protecting the privacy and security of the personal and financial data we process. This Privacy Policy outlines how we collect, store, process, and protect your information in full compliance with the Data Protection Act, 2019 of the Republic of Kenya.

1. Role as Data Processor

Under the Data Protection Act, 2019, when we provide outsourced payroll, tax compliance, and bookkeeping services, our clients (the employers) act as the Data Controllers who determine the purpose and means of processing personal data. Numeriq Solutions acts as the Data Processor, processing employee and corporate information solely in accordance with the Controller’s instructions and our service agreement.

2. Types of Data We Collect

To deliver our payroll and accounting services, we process the following categories of data on behalf of our clients:

• Company Information: Company name, KRA PIN, physical and postal address, beneficial ownership structures, and registry registration details.
• Employee Personal Data: Full names, national ID/passport numbers, email addresses, phone numbers, and physical addresses.
• Employment & Payroll Records: Salaries, wage structures, commissions, benefits, bank account details, and statutory contribution accounts (NSSF, SHIF, Housing Levy).
• Tax and Compliance Identifiers: Employee KRA PINs, tax relief qualifications, and historical tax filings.
• Visitor Information: IP addresses, browser types, and cookies collected when you visit our public website.

3. How We Store and Protect Data

We implement robust, bank-grade technical and organizational security measures to protect sensitive financial and payroll records from unauthorized access, alteration, or disclosure:

• Encryption: All data transmitted via our platforms is encrypted using Secure Socket Layer (SSL/TLS) protocols. Rest data is stored on secure cloud servers with Advanced Encryption Standard (AES-256).
• Access Control: Access to client payroll databases is restricted to authorized accounting staff on a strict need-to-know basis. Multi-Factor Authentication (MFA) is mandatory for all employee accounts.
• Data Localization: Where required by Kenyan law or client request, we utilize regional cloud centers that comply with localization mandates under the Data Protection Act.

4. Data Retention Periods

We retain personal and financial records only for as long as necessary to fulfill our service agreements, comply with KRA tax audit requirements (which typically mandate record keeping for a minimum of 7 years), or satisfy other legal obligations. Upon contract termination or explicit request from the Data Controller, we securely delete or return all personal records in accordance with our data destruction policies.

5. Rights of Data Subjects

Kenyan citizens and residents have specific statutory rights under the Data Protection Act, 2019. These include:

• The right to be informed of how their personal data is being used.
• The right to access their personal data held by us.
• The right to object to the processing of their data in specific circumstances.
• The right to request the correction of inaccurate records or deletion of obsolete data.

Since we act as a Data Processor for employee data, individual employees seeking to exercise these rights should contact their employer (the Data Controller) first. We will assist and coordinate with our clients to satisfy these requests promptly.

6. Contact the Data Protection Officer

If you have any questions regarding this Privacy Policy, our data protection practices, or wish to submit a data request, please contact our Data Protection Officer at:

Data Protection Officer
Numeriq Solutions
Delta Corner Towers, Westlands, Nairobi
Email: privacy@numeriq.co.ke