Privacy and data protection
Privacy Policy
How KOB Systems Limited collects, uses and protects personal information.
About this policy
Effective date: 6 October 2026.
This Privacy Policy explains how KOB Systems Limited ("KOB Systems", "we", "us" or "our") collects, uses, shares and protects personal information when you visit our website, contact us, request a demonstration or discuss our technology and professional services.
It applies to information collected through this website and related business communications. A customer contract or a service-specific privacy notice may provide additional terms where KOB Systems processes information on behalf of a customer.
Information we collect
We may collect:
- Contact and professional information, such as your name, work email address, telephone number, organisation and role.
- Enquiry and demonstration information, including the products, services, operational needs, institution details, implementation interests and messages you submit.
- Technical information, such as IP address, browser type, device information, pages visited and basic server logs needed to operate, secure and improve the website.
- Business relationship information, including correspondence, meeting notes, proposals, support requests and records needed to deliver or discuss services.
Please do not submit confidential, sensitive, patient, student or other third-party personal information unless it is necessary and you are authorised to provide it.
How and why we use information
We use personal information to:
- respond to enquiries and arrange product demonstrations;
- understand requirements, prepare proposals and manage business relationships;
- provide, support, secure and improve our website, solutions and services;
- maintain records, prevent misuse and protect our systems and users; and
- meet contractual, regulatory and legal obligations.
Depending on the circumstances, we process information with your consent, to take steps you request before entering a contract, to perform a contract, to comply with legal obligations, or for legitimate business interests that do not override your rights.
Sharing, transfers and retention
We do not sell personal information. We may share it with KOB Systems personnel, technology and hosting providers, professional advisers, implementation partners and other service providers that need it for the purposes described above. We may also disclose information where required by law, to protect legal rights, or in connection with a corporate transaction.
Where information is processed outside the country in which it was collected, we use appropriate contractual, organisational and technical safeguards and follow applicable requirements for cross-border transfers.
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to respond to enquiries, maintain business and legal records, resolve disputes and meet regulatory obligations. Retention periods vary according to the nature of the information and the relationship.
Security and cookies
We use reasonable administrative, technical and physical safeguards designed to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. No internet transmission or storage system can be guaranteed to be completely secure.
The website may use essential cookies or similar technologies needed for security, session management and reliable operation. If optional analytics or marketing technologies are introduced, we will provide appropriate information and choices where required.
Your rights
Subject to applicable law, you may have the right to ask whether we hold personal information about you and to request access, correction, deletion, restriction, portability or objection to certain processing. You may also withdraw consent where processing is based on consent and complain to the relevant data protection authority.
We may need to verify your identity before acting on a request. Some rights are subject to lawful exceptions, including record-keeping and legal obligations.
Contact us
For privacy questions or requests, contact:
KOB Systems Limited
Plot 126B, Erisa Road, Kyebando, Kampala, Uganda
Email: info@kobsystems.com
Telephone: +256 702 211217
You may also raise a concern with Uganda’s Personal Data Protection Office or, where applicable, Zambia’s Data Protection Commission.
We may update this policy to reflect changes in our practices, services or legal obligations. The effective date above shows when it was last revised.