Privacy Policy

Last updated: 11/10/2025

This Privacy Policy explains how Utility 360 ("Utility 360", "we", "us" or "our") collects, uses, discloses, and protects your information when you use our website, products, and services (collectively, the "Service").

By accessing or using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

We collect information that you provide to us directly, information collected automatically when you use the Service, and information from third parties.

1.1 Information you provide to us

Account information: name, email address, password, organization details, and other registration information.
Profile and settings: preferences, notification settings, and other configuration data.
Communication data: messages, support requests, feedback, and other information you send us.
Billing information: billing contact details, subscription details, and limited payment-related information (payment card details are typically processed directly by our third-party payment processors and not stored by us).
Customer content: data and materials you upload, submit, or process through the Service (e.g., utility usage data, files, or other business information).

1.2 Information collected automatically

When you use the Service, we automatically collect certain information, including:

Usage data: features you use, pages you visit, actions you take, timestamps, and other interaction data.
Device and log data: IP address, browser type, operating system, device identifiers, and error or diagnostic logs.
Cookies and similar technologies: information collected via cookies, web beacons, and similar technologies (see "Cookies" below).

1.3 Information from third parties

We may receive information about you from third parties, such as:

Integration partners or platforms you connect with the Service;
Payment processors and billing providers;
Publicly available sources and marketing partners (where permitted by law).

2. How We Use Your Information

We use the information we collect for the following purposes:

To provide, operate, and maintain the Service;
To create and manage your account and user profile;
To process transactions and manage subscriptions;
To personalize your experience and improve the Service;
To provide support, respond to inquiries, and communicate with you;
To send administrative messages, security alerts, and service updates;
To analyze usage and trends to improve our offerings;
To protect the security and integrity of the Service;
To comply with legal obligations and enforce our terms.

3. Legal Bases (EEA/UK Users)

If you are located in the European Economic Area or the United Kingdom, our legal bases for processing your personal data include:

Performance of a contract (to provide and operate the Service);
Legitimate interests (e.g., to secure and improve the Service);
Compliance with legal obligations; and
Your consent, where required (e.g., for certain marketing or cookies).

4. How We Share Information

We do not sell your personal information. We may share your information with:

Service providers: third-party vendors who help us provide hosting, analytics, support, payment processing, email delivery, and other services.
Integration partners: third-party tools or platforms you choose to connect with the Service.
Business transfers: in connection with a merger, acquisition, financing, or sale of all or a portion of our business.
Legal and compliance: when required by law or in response to valid legal requests, or to protect our rights, property, users, or the public.

5. Cookies and Similar Technologies

We use cookies and similar technologies to operate and improve the Service, remember your preferences, and analyze usage.

Essential cookies: required for core functionality (e.g., login, security).
Analytics cookies: help us understand how the Service is used and improve performance.
Preference cookies: remember your settings and choices.

You can usually instruct your browser to refuse cookies or to indicate when a cookie is being sent. If you disable cookies, some features of the Service may not function properly.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. We may anonymize or aggregate data so that it no longer identifies you, in which case we may use that information indefinitely without further notice.

7. Data Security

We implement reasonable technical and organizational measures designed to protect your information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. International Transfers

Your information may be transferred to and processed in countries other than your own, which may have data protection laws that are different from those in your jurisdiction. Where required, we take appropriate safeguards to ensure that your personal data receives an adequate level of protection.

9. Your Rights and Choices

Depending on your location and applicable law, you may have certain rights with respect to your personal information, including:

Accessing and receiving a copy of your personal data;
Requesting correction or update of inaccurate data;
Requesting deletion of your personal data in certain circumstances;
Objecting to or restricting certain processing;
Withdrawing consent where processing is based on your consent;
Portability of your personal data, where applicable.

To exercise these rights, please contact us using the details in the "Contact Us" section below. We may need to verify your identity before responding.

10. Children's Privacy

The Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If you believe that a child has provided us with personal information, please contact us and we will take appropriate steps to delete such information.

11. Third-Party Links and Services

The Service may contain links to websites, products, or services that are not operated by us. This Privacy Policy does not apply to those third-party properties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you access.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. If we make material changes, we may provide additional notice as required by law. Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, you can contact us at:

Tekvance Solutions Ltd.
PO. BOX 00100-703252 GPO, Nairobi
Email: info@tekvancesolutions.co.ke

This Privacy Policy is provided for general informational purposes only and does not constitute legal advice. You should consult with a qualified attorney to review and adapt this policy for your specific business, data practices, and jurisdiction.