What this policy covers
This policy explains how Easy On Solutions ("we", "us"), the operator of EasyPoll, collects and handles personal information when you use easypoll.co.ke, send us a message or a demo request, and when your institution runs elections on the EasyPoll platform.
Who is responsible for your data
Easy On Solutions, Eldoret, Kenya is the data controller for information you give through this website. For member registers and voting records held inside an EasyPoll instance, your institution (the bank, SACCO, church, company or college) is the data controller and we act as its processor, under the terms of its agreement with us.
What we collect
- Through the contact and demo forms: your name, email address, phone number, organisation, county, member estimates and whatever you write in your message.
- Through the platform, when your institution runs it: member register details your institution uploads (name, membership number, contact details), voting records, and audit entries such as the time a ballot was cast and the device used.
- Basic server logs: IP address, requested page and timestamp, kept for security and fault finding.
We do not use advertising trackers, cross-site cookies or profiling. The public website sets no cookies at all; the only cookie in the system is the session cookie that keeps an administrator signed in to the console.
Why we use it
- To answer enquiries and arrange demonstrations you ask for.
- To provide the voting service your institution has contracted, including verifying that only eligible members vote and producing the audit trail.
- To keep the service secure, prevent abuse and investigate faults.
- To meet legal obligations and respond to lawful requests from authorities.
Who we share it with
We do not sell personal information. We share it only with the service providers that help us run EasyPoll (hosting, SMS delivery for one-time passwords, email), bound to use it only for that purpose; with your institution, which controls its own members' data; and where the law requires it.
How long we keep it
Enquiries and demo requests are kept for as long as needed to handle them and for a reasonable record period afterwards. Platform records are kept for the period your institution's agreement and its own retention rules specify, after which they are deleted or anonymised.
Your rights
Under Kenya's Data Protection Act, 2019 you have the right to access the personal data we hold about you, to have inaccurate data corrected, to object to or request restriction of its use, and to have it deleted where we have no continuing reason to keep it. Write to us at [email protected] and we respond within the timeframe the law allows. You may also raise a complaint with the Office of the Data Protection Commissioner.
Keeping it secure
Access to production data is limited to the staff who need it to run the service, credentials are hashed, and the platform records who did what in an append-only audit trail. No system is perfect, and we will notify affected institutions of any personal data breach as the law requires.
Changes to this policy
We update this page when our practices change. The date at the bottom shows the last update. Questions about this policy go to [email protected].