KUDIZA ETMS
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Privacy Policy for KUDIZA ETMS

Effective Date: August 30, 2026
Last Updated: August 30, 2026

1. Introduction

Welcome to KUDIZA Enterprise Traceability and Management System ("KUDIZA ETMS", "we", "our", or "us"). We are committed to protecting your privacy and ensuring that your personal and organizational data is handled securely, responsibly, and in compliance with applicable data protection regulations.

This Privacy Policy explains how we collect, use, disclose, and safeguard information when you access or use the KUDIZA ETMS platform, which provides enterprise middleware solutions for cooperatives, producer organizations, and agribusiness SMEs across East Africa.

2. Information We Collect

Because KUDIZA ETMS operates as a comprehensive ERP and middleware solution, we collect various types of data on behalf of our client organizations:

  • Account & User Information: Names, email addresses, phone numbers, job titles, and system access roles (e.g., Maker, Checker, Admin).
  • Human Resources & Payroll Data: Employee records, national identification numbers, salary details, tax identifiers (TIN), NSSF numbers, and KPI performance metrics.
  • Farmer & Supply Chain Data: Profiles of farmers and suppliers, national IDs, contact details, agricultural output data, and cooperative membership status.
  • Geospatial & Traceability Data: GPS coordinates and polygon mapping of farms for compliance with international regulations (e.g., EUDR traceability).
  • Financial Data: Transaction records, invoices, purchase orders, budgets, and tax-related information.
  • System Log Data: IP addresses, browser types, timestamps, and audit trails of all actions performed within the system to ensure accountability.

3. How We Use Your Information

We process the collected data strictly to provide and maintain the KUDIZA ETMS platform. Specifically, we use the information to:

  • Facilitate Core Operations: Enable inventory management, supply chain tracking, and financial reconciliation.
  • Process Payroll & Taxes: Automate salary computations, PAYE deductions, and NSSF contributions based on local tax bands.
  • Ensure Compliance: Generate audit-ready reports for certification bodies and international buyers (e.g., EU Deforestation Regulation compliance).
  • Enforce Security: Maintain role-based access control and detailed audit logs for every system transaction.
  • Provide Support: Respond to inquiries submitted via our contact forms and enterprise hotline.

4. How We Share and Disclose Data

We do not sell, rent, or trade your personal data. Data is only shared under the following circumstances:

  • Government & Regulatory Authorities: As an enterprise system, KUDIZA ETMS automatically interfaces with statutory bodies when required by our clients. This includes transmitting transaction data to the Uganda Revenue Authority (URA) via the EFRIS API for taxation purposes, and generating payroll reports for NSSF.
  • Certification & Audit Bodies: With client authorization, specific supply chain and GPS polygon data may be shared with external auditors to prove EUDR compliance and other certifications.
  • Service Providers: We may share data with trusted third-party infrastructure providers (e.g., secure cloud hosting and SMTP email services) who are contractually bound to protect your data.
  • Legal Requirements: We may disclose information if required to do so by law, subpoena, or regulatory directive.

5. Data Security

We implement enterprise-grade security measures to protect your data. This includes:

  • Encryption: Data transmitted between your browser and our servers is encrypted using standard TLS/SSL protocols. Database connections are strictly encrypted.
  • Access Controls: Strict, granular role-based access controls (RBAC) ensure that users can only access data required for their specific job functions.
  • Audit Trails: Every critical action within the platform is permanently logged, providing an immutable record of who performed an action and when.

6. Data Retention

We retain personal and organizational data for as long as your enterprise account is active or as needed to provide you services. Because KUDIZA ETMS acts as a financial and compliance system of record, certain data (such as financial transactions and audit logs) may be retained for extended periods to comply with statutory accounting and regulatory obligations (e.g., tax retention laws).

7. Your Data Protection Rights

Depending on your jurisdiction and your relationship with the platform (e.g., as a direct system user or a profiled farmer), you may have the right to:

  • Access, correct, or request deletion of your personal data.
  • Object to or restrict the processing of your data.
  • Request portability of your data in a structured, machine-readable format.

Note: If your data was entered into KUDIZA ETMS by your employer or cooperative, you must direct your data rights requests directly to that organization (the Data Controller). We act as the Data Processor and will assist our clients in fulfilling these requests.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or relevant regulatory requirements. We will notify users of any material changes by posting the updated policy within the platform and updating the "Last Updated" date.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact our Enterprise Support team: