Privacy Policy

Effective Date: JANUARY 2025

Equick Uganda Limited (“eQuick”, “we”, “us”), of Kitetika, 7 miles, Gayaza Road, Kampala Uganda, provides business software and messaging services, including WhatsApp Business messaging, accounting integrations and related automation, to business customers (“Clients”).

This Privacy Notice explains how we collect, use, protect and manage personal data when you interact with eQuick, use our services, or receive messages sent through our platforms on behalf of one of our Clients.

1. Who We Are

Equick Uganda Limited (“eQuick”, “we”, “us”) is a business software and technology services company based at:

Kitetika, 7 miles, Gayaza Road, Kampala

For privacy-related enquiries, you can contact us at:

Email: jude.kigozi@equickuganda.com

2. Our Role

Our role in relation to personal data depends on how the data is being processed.

When you interact directly with eQuick:
For our own website, enquiries, customer relationships and business operations, eQuick acts as the data controller.

When we provide services on behalf of a Client:
When we send or receive messages on behalf of one of our Clients—for example, appointment reminders, billing notifications or other business communications—the Client is the data controller and eQuick acts as its data processor.

In such cases, we process personal data only in accordance with the Client’s documented instructions and the applicable requirements of data protection law.

3. What We Collect

Depending on how you interact with eQuick or one of our Clients, we may process the following types of personal data.

Business Contact Data

This may include:

• Name
• Business name
• Phone number
• Email address
• Messages or other information you send to us

WhatsApp Messaging Data

Where eQuick provides WhatsApp Business messaging services on behalf of a Client, we may process information such as:

• Phone number
• WhatsApp display name
• Message content
• Message delivery status
• Message timestamps

This information is processed as necessary to provide the messaging service requested by the Client.

Technical Data

We may automatically collect certain technical information when you use our services, including:

• IP address
• Device information
• Browser information
• Service and system logs
• Security and access information

Accounting-Integration Data

Where a Client connects its accounting system to an eQuick service, we may access information that the Client has authorised us to access.

This may include:

• Customer records
• Invoices
• Quotations
• Related accounting information

We only access information necessary to provide the relevant integration or service.

Sensitive Information

We do not ask for, and our messaging services are not intended for, sensitive health information.

Please do not send diagnoses, test results, medical records or other clinical details through WhatsApp.

4. Why We Use Personal Data

We use personal data for legitimate business and service-related purposes, including:

• Providing and securing our services
• Delivering messages requested by our Clients
• Supporting customers and users
• Managing business relationships
• Maintaining and improving our systems and services
• Preventing fraud, misuse and security incidents
• Meeting legal and regulatory obligations
• Maintaining service records and audit trails

Where we process data on behalf of a Client, our use of that data is governed by the Client’s instructions and our agreement with that Client.

5. Legal Basis and Consent

We process personal data where permitted by applicable law.

Depending on the circumstances, this may include processing based on:

• Your consent
• The performance of a contract
• Steps taken at your request before entering into a contract
• Compliance with a legal obligation
• Legitimate business purposes where permitted by law

Clients are responsible for obtaining and appropriately recording their customers’ consent or opt-in to receive WhatsApp messages where required.

If you no longer wish to receive messages, you can stop them at any time by replying STOP or by contacting the relevant Client or eQuick.

6. Who We Share Personal Data With

We may share personal data with trusted service providers where necessary to provide, secure and operate our services.

These may include:

• Meta Platforms / WhatsApp Business Platform – for the delivery of WhatsApp messages
• Cloud hosting and infrastructure providers, including Google Cloud – for hosting and operating our services
• Security and technology service providers – where necessary to protect and maintain our systems
• Our Clients – where we process personal data on their behalf

We do not sell personal data.

Some of our service providers may process information outside Uganda. Where this occurs, we will apply appropriate safeguards as required by applicable law.

7. How Long We Keep Personal Data

We retain personal data only for as long as it is reasonably necessary for the purpose for which it was collected, the Client’s documented instructions, and applicable legal or regulatory requirements.

When personal data is no longer required, we will delete it or anonymise it where appropriate.

Message logs are retained for a limited operational period determined in accordance with the relevant Client’s requirements and our operational needs.

Operational message-log retention period:  1 YEAR

8. Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

Our security measures may include:

• Access controls
• Encryption in transit
• Restricted secrets and credential management
• Audit logging
• Role-based access
• Restricted staff access based on business need
• System monitoring and security controls

No method of transmitting or storing information can be guaranteed to be completely secure. However, we continuously work to maintain appropriate security controls for the services we provide.

9. Your Rights

Subject to applicable law, you may have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete information
• Request deletion of your personal data
• Request restriction of processing
• Withdraw consent where processing is based on consent
• Raise concerns about how your personal data is being handled
• Lodge a complaint with Uganda’s Personal Data Protection Office

Where we process personal data on behalf of one of our Clients, the Client may be the appropriate party to handle your request. In such cases, we will refer or pass your request to the relevant Client as appropriate.

10. Data Deletion Requests

If you would like to request deletion of your personal data, please email:

jude.kigozi@equickuganda.com

Use the subject line:

“Data deletion request”

To help us process your request, please provide:

• The phone number or email address associated with the data
• Your name, where applicable
• The business or eQuick Client concerned, where applicable
• Any other information reasonably necessary to identify the relevant data

We will acknowledge and respond to your request within [30] days, subject to applicable legal requirements, verification requirements and any information that we may be required to retain by law.

11. Children

Our services are not directed at children under the age of 18.

We do not knowingly seek to collect personal data directly from children through our services.

12. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, technology, legal requirements or business practices.

When we make changes, we will update this page and revise the effective date shown at the top of the notice.

We encourage you to review this Privacy Notice periodically to remain informed about how we handle personal data.

13. Contact Us

If you have any questions, concerns or requests relating to this Privacy Notice or the way eQuick handles personal data, please contact us:

Equick Uganda Limited
Email: jude.kigozi@equickuganda.com

Effective Date: JANUARY 2025
Last Updated: OCTOBER 2026