Privacy Policy

SMARTPIKA LIMITED CUSTOMER PRIVACY POLICY

Version No: 002/2025

Published Date: 06 February 2025

This policy sets out the basis on which any personal data is collected from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By downloading SmartPika App or accessing SmartPika website or using any other Product or Services offered by SmartPika, you confirm that you have read, understood and accept the terms of this Policy set out hereunder. You also consent to the collection, use, storage, processing and disclosure of your personal information in the manner set out in this Policy.

What Personal Data do we collect?

We may collect Personal Data from you, which may include:

  • Your name
  • Your phone number
  • General identification information (such as your postal address, gender, marital status, photographs, next of kin)
  • Identification documents and/or identification numbers issued by government bodies or agencies
  • Tax information
  • Financial information and account details
  • Information which enables us to provide products and services to you (such as your geographical location, business or residential address or family size)

You are free to refuse our request for your Personal Data, with the understanding that we may be unable to attend to your request or provide you with some of your desired products and services.

How do we collect your data?

You directly provide us with most of the data that we collect. We collect data and process data when you:

  • Register with us for our products and services.
  • Voluntarily complete a customer survey or provide feedback to us.
  • Use or view our website via your browser's cookies.
  • Use or view our mobile app.
  • Call or otherwise contact us using SMS or WhatsApp or USSD service.
  • Make payments to use our products and services.
  • Apply to us for employment or internship.
  • Engage in a business relationship for us to purchase goods or services from you.
  • Through GPS technology or other location services to determine your current location.

We may also receive Personal Data indirectly when:

  • Our suppliers, sub-contractors or agents share contact details of their representatives and personnel who will be their contact persons or liaisons.
  • Job applicants, potential employees, consultants, sub-contractors, agents and so on share details of their referees for reference checks.

How will we use your data?

We only ask for personal data when we truly need so that we can:

  • Sell our Products to you or provide our service to you.
  • Manage your account and process any requests you may have.
  • Contact you with information regarding the service and products that we may provide to you from time to time.
  • Conduct pre-contractual checks as part of our Know-Your Customer (KYC) process.
  • Conduct business analytics, market research and analysis, including satisfaction surveys, statistical functions.
  • Conduct audits to verify that our internal processes function as required by law and contract.
  • Carry out fraud and security monitoring, assess suitability of new and existing products and services and make announcements to you.

Whenever we ask you to provide us with any Personal Data, you will be told why we need it and how it will be used. Your Personal Data will only be processed for the purposes set out in our Privacy Notice, or any other further purposes notified to you before the processing begins.

Who can access your Personal Data and why?

We limit the disclosure of your Personal Data to others, however we do need to disclose your Personal Data in certain instances and mainly to the following recipients:

  • We may disclose your personal information to any member of our group, which means our subsidiaries, affiliates, our holding company and its subsidiaries;

We may disclose your personal information to third parties:

  • in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
  • if SmartPika or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets;
  • if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request; and/or
  • in order to enforce our Customer Terms and Conditions and other agreements or to investigate potential breaches; report defaulters to any credit bureau; or for the purpose of publishing statistics relating to the use of SmartPika APP or Products or Services, in which case all information will be aggregated and made anonymous;
  • Third parties engaged by us to provide services such as administering customer care communications (such as WhatsApp Business), payment collections, SmartPika websites, applications and services (e.g. features, programs, and promotions) available to you, subject to appropriate protections.

Data Security

SmartPika will take appropriate technical, physical, legal, and organisational measures to protect your Personal Data.

When we provide Personal Data to a service provider, the service provider will be selected carefully and required to use appropriate measures to protect the confidentiality and security of the Personal Data.

In the event of a security breach that involves a data subject's Personal Data we will communicate to the data subject within a reasonably practicable period and take all other action that is necessary to mitigate the breach.

Your Responsibilities in Data Security

Unfortunately, the transmission of information via the internet is not completely secure. Where we have given you (or where you have chosen) a password or PIN that enables you to access our Services or APP and Sites, you are responsible for keeping this password confidential.

We ask you not to share your password or PIN with anyone.

How and where will we store your data?

You acknowledge that by submitting your Personal Data, you accept its transfer, storage or processing

We will protect the data that SmartPika stores within commercially acceptable means to prevent loss and theft, as well as unauthorised access, disclosure, copying, use or modification.

We securely store your data within a data centre, which is managed by a service provider with data centres in multiple territories.

Data Retention Period

We only retain Personal Data for as long as it is necessary to do so in line with the Data Protection Laws. This means that we retain data:

  • For as long as you continue to use our products/services.
  • For any period required by law.
  • For purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
  • For the purposes of any legal proceedings. We may retain your Personal Data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation arising out of our relationship with you.

Your Rights

In order to exercise any of the rights of the data subject, SmartPika has in place procedures to enable you to do the following:

  • Access Personal Data held by SmartPika
  • Object to processing of Personal Data by SmartPika
  • Correct or delete false or misleading data held by SmartPika
  • Restrict processing of Personal Data
  • Request that SmartPika transfers the data it holds about you to you, or
  • Share complaints

Updates to this Privacy Notice

As business and technology evolves, we might need to change this Privacy Notice. We encourage you to regularly review this Privacy Notice to make sure you are up to date with how SmartPika is using your Personal Data.

How can you contact us?

If you have any questions about how SmartPika handles user data and personal information, or you would like to exercise one of your data protection rights, feel free to contact SmartPika by email pika@smartpika.com, or by phone at: +255 735 003 003, or by writing: P.O. Box 4018, Dar es Salaam, Tanzania.