Privacy Policy

1. Who we are

This Privacy Policy explains how Xerot Technologies Uganda ("Xerot Technologies", "we", "us" or "our"), a software development business operating in Kampala, Uganda as a sole proprietorship, collects, uses and protects personal information.

It applies to this website, to enquiries you send us by the contact form, email, phone or WhatsApp, and to the software development services we provide to clients. We handle personal information in line with the Data Protection and Privacy Act, 2019 of Uganda.

2. Information we collect

We collect only the information we need to respond to you and provide our services.

3. Payments

4. How we use information

We use personal information to:

• reply to your enquiries and prepare quotes;
• plan, build, deliver and support your project;
• send invoices, confirm payments and keep accounting records;
• send important messages about your project, such as progress updates and support notices;
• keep this website and our systems secure; and
• meet our legal and tax obligations.

We will only send you marketing messages if you have agreed to receive them, and you can opt out at any time. We do not sell your personal information.

5. Data in systems we build for clients

When we build or maintain a system for a client, such as an HR, hospital or property management system, the data stored in that system belongs to the client. The client decides what data is collected and how it is used.

• We access client system data only when needed to build, test, maintain or support the system, and only as the client instructs.
• We keep that data confidential and do not use it for any other purpose.
• We never show real personal data, such as patient or staff records, in our portfolio. Screenshots on this website show empty screens, sample data or test data only.

6. Who we share information with

We share personal information only when necessary, with:

• hosting, email and storage providers that store data on our behalf under confidentiality obligations;
• payment providers and mobile money operators, to process payments and refunds;
• third-party services used in your project, such as domain registrars or app stores, only with your agreement; and
• government or law enforcement authorities, when required by Ugandan law.

7. How long we keep information

• Enquiries that do not lead to a project: up to 12 months after our last contact.
• Client project records and communication: for the length of the project and support period, plus any period required by law.
• Invoices, payment references and accounting records: up to 6 years, for accounting and tax purposes.

8. Security

We protect personal information using secure (HTTPS) connections, password-protected accounts, limited access for authorised people only, and regular backups. No online service can be completely secure, but we take reasonable steps to protect your information, and we will notify you and the relevant authority if a data breach affects you, as required by law.

9. Your rights

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, where we are not required to keep it by law;
• object to marketing messages; and
• complain to the Personal Data Protection Office of Uganda if you are unhappy with how we handle your information.

To use any of these rights, email xerottechnologies@gmail.com. We will respond within 30 days.

10. Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last changed. If we make important changes that affect current clients, we will let them know by email.