MakeBizEasy Virtual Office — Privacy Policy

The information we handle depends on how you use Virtual Office.

It may include:

Account and identity information

This may include your name, email address, authentication information, account status, security settings and information needed to identify your account and manage access.

We do not store your password in readable form.

Business and workspace information

This may include information you or authorised users add to Virtual Office, such as:

• business details;
• team information;
• Work records;
• customer and supplier information;
• schedules;
• goals;
• notes;
• documents and files;
• business communications;
• service information; and
• other information entered into or created through Virtual Office.

The exact information depends on the features your business chooses to use.

Trial and subscription information

We may process information relating to:

• whether introductory free access has been used;
• trial start and end dates;
• subscription status;
• subscription period;
• renewal or non-renewal status;
• access status;
• applicable plan;
• Terms acceptance and Privacy Policy acknowledgement; and
• other information needed to administer access to Virtual Office.

Payment information

When paid subscriptions are available, we may process information necessary to create, confirm, reconcile and administer payments.

Payment transactions may be handled in whole or in part by payment service providers.

MakeBizEasy does not need to receive or store every piece of financial information held by a payment provider.

The payment information we receive will depend on the payment method and provider used and may include transaction references, payment status, amount, currency, timing and other information necessary to confirm and administer payment.

AI-related information

When you use AI-assisted features, we may process your request, conversation context and relevant business information necessary to provide the requested assistance, as described further in Section 4.

Technical, security and usage information

We may process technical or operational information such as:

• security and authentication events;
• device or browser information where available;
• service activity;
• audit records;
• error and reliability information;
• usage information;
• AI usage information;
• abuse-prevention information; and
• information reasonably necessary to protect the service and its customers.

Campaign attribution and signup activity

When you visit Virtual Office or begin registering for a free trial, we may collect limited campaign information, such as the source, medium, campaign name and content identifier associated with your visit. We also record limited signup progress events, such as selecting a free-trial button or opening the registration form. These events may use a randomly generated browser-session identifier to avoid counting repeated actions within the same session. We use this information to understand how people discover Virtual Office and improve the registration experience. We do not use third-party advertising trackers for this measurement.

Installed app usage

We collect limited information about how people install and use MakeBizEasy Virtual Office as an application. This may include when installation guidance is opened, whether a supported browser's installation prompt is accepted or dismissed, when the browser reports an installation, and when Virtual Office is launched in installed-app mode.

These records may include a broad device-platform category and a temporary browser-session identifier. When a person is signed in, some events may be associated with their business workspace.

We use this information to understand application adoption and improve the service. We do not use device fingerprinting or third-party advertising trackers for this measurement.

Installation and usage measurement events are automatically deleted after 90 days.

Free-trial protection information

MakeBizEasy may retain limited information necessary to determine whether an introductory free trial has previously been used and to prevent repeated or abusive use of introductory free access.

We use information where reasonably necessary to provide, operate, secure and improve Virtual Office.

This may include using information to:

• create and administer accounts;
• establish and operate a Virtual Office;
• provide requested features and services;
• manage authorised access;
• support team collaboration;
• provide AI-assisted functionality;
• administer trials and subscriptions;
• process and confirm payments;
• provide customer support;
• maintain security;
• detect or prevent fraud, abuse and unauthorised access;
• maintain audit and operational records;
• diagnose technical problems;
• improve service reliability and usability;
• communicate important service information;
• comply with legal and regulatory obligations;
• establish, exercise or defend legal rights; and
• protect MakeBizEasy, our customers and other people.

We do not use customer information simply because it is available to us. Our use should relate to providing, protecting, administering or legitimately improving the service, or to another lawful purpose described in this Policy.

Virtual Office includes access and authority controls intended to limit what different users can see and do.

The information a person can access may depend on factors such as their role, authority, responsibility, assignment, explicit sharing or other applicable access rules.

Some information may be private to an individual unless it is shared or otherwise made available under the applicable Virtual Office rules.

Business Owners and other authorised users are responsible for granting appropriate access to people within their organisation.

MakeBizEasy designs Virtual Office so that access restrictions apply across relevant product functions rather than merely hiding information on a screen.

No security system can guarantee absolute protection, but we take reasonable measures to protect the confidentiality, integrity and availability of customer information.

Virtual Office includes AI-assisted features.

When you use these features, information necessary to respond to your request may be processed by third-party AI service providers used by MakeBizEasy.

Depending on what you ask the Assistant to do, this may include your message, relevant earlier messages in the conversation, and business information that you are already authorised to access and that is necessary for the requested task.

The Assistant's access to business information remains subject to Virtual Office access and authority controls.

Using the Assistant does not give a person access to business information that they would not otherwise be authorised to access.

MakeBizEasy does not use customer Virtual Office data to train or fine-tune AI models.

Our current AI service arrangements are also designed so that customer data processed through those services is not used to train the underlying third-party AI models.

Third-party AI service providers may temporarily process or retain information where necessary to provide, secure and protect their services, subject to their applicable contractual and data-processing arrangements.

MakeBizEasy stores Assistant conversations to provide conversation continuity.

These conversations are private to the relevant user within Virtual Office and may be deleted through available product controls.

MakeBizEasy may also retain AI usage and audit information necessary for service operation, security, governance and usage management.

We aim to send only information reasonably necessary for the AI-assisted function being performed.

Where applicable data-protection law requires a lawful basis for processing personal information, the basis may depend on the circumstances.

We may process personal information where necessary:

• to provide a service or perform a contract;
• to take steps requested before entering a contract;
• to comply with a legal obligation;
• for legitimate interests in operating, securing, improving and protecting Virtual Office, where those interests are not overridden by applicable individual rights;
• with consent where consent is the appropriate legal basis; or
• for another basis permitted by applicable law.

The appropriate basis may differ depending on the information and the purpose for which it is processed.

Businesses using Virtual Office may enter information about employees, team members, customers, suppliers, contacts or other people.

The business and its authorised users are responsible for ensuring that they have an appropriate reason and, where required, authority or legal basis to place that information in Virtual Office.

MakeBizEasy processes such information as necessary to provide and operate the service and in accordance with applicable responsibilities.

Users should avoid entering personal information that is unnecessary for the business purpose being carried out.

MakeBizEasy does not sell customer personal information, and we do not intend to sell customer personal information.

Customer and business information entrusted to Virtual Office is not a product for MakeBizEasy to sell to advertisers, data brokers or other third parties.

We may share or make information available to service providers only where reasonably necessary to operate, secure and provide Virtual Office, including providers involved in:

• hosting and infrastructure;
• authentication and security;
• email delivery;
• AI processing;
• payment processing;
• monitoring and reliability; and
• other technology required to provide the service.

These service providers should receive only information reasonably necessary for the services they provide and may be subject to contractual, confidentiality, security and data-protection obligations.

We may also disclose information where required by law or lawful legal process; where reasonably necessary to protect the rights, security or integrity of MakeBizEasy, our customers or others; in connection with suspected fraud, abuse or unlawful activity; or as part of a legitimate business restructuring, acquisition or transfer, subject to appropriate safeguards and applicable law.

Sharing information with a service provider for the purpose of operating Virtual Office is not the sale of customer information.

Some service providers used to operate Virtual Office may process information in countries other than the country where the customer or user is located.

Where personal information is transferred internationally, MakeBizEasy will seek to use appropriate contractual, organisational or other safeguards where required by applicable law.

The protections and legal rules applying to information may differ between countries.

MakeBizEasy uses technical and organisational measures intended to protect customer information against unauthorised access, alteration, loss, misuse or disclosure.

Depending on the relevant feature, these measures may include:

• authentication controls;
• access and authority restrictions;
• workspace isolation;
• security rules;
• audit records;
• two-step verification where available;
• server-side validation;
• restricted trusted operations; and
• other safeguards appropriate to the service.

Customers are also responsible for protecting their account credentials and for managing access granted to members of their business.

No online system can guarantee absolute security.

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, subject to applicable legal requirements.

Customer business data after access ends

When a trial or paid subscription ends and access is not restored, MakeBizEasy will normally retain the affected Virtual Office and its customer business data for up to three months.

This allows a customer a reasonable opportunity to restore access without immediately losing their business records.

After that period, the Virtual Office and associated customer business data may be permanently deleted and may no longer be recoverable.

Limited records retained for longer

Certain limited information may be retained for longer where reasonably necessary for purposes such as:

• accounting;
• payment records;
• tax;
• Terms acceptance and policy acknowledgement;
• security;
• fraud prevention;
• audit;
• resolving disputes;
• enforcing legal rights;
• regulatory or legal obligations; and
• protecting the integrity of the service.

MakeBizEasy may also retain a limited record necessary to determine whether introductory free access has previously been used.

This means the three-month period for customer business data does not require MakeBizEasy to erase every legal, security, accounting or administrative record relating to the customer.

Signup progress records

Pre-registration signup progress events are automatically deleted after 90 days. Campaign attribution associated with a registered account is retained according to the applicable account and data-retention rules.

Backups

Information may remain temporarily in protected backups after it has been removed from active systems.

Backup copies may remain until they are overwritten, rotated or expire under applicable backup procedures, unless longer retention is required by law.

Depending on applicable law and the circumstances, you may have rights relating to your personal information.

These may include rights to:

• ask whether we process personal information about you;
• request access to personal information;
• request correction of inaccurate information;
• request deletion of information in appropriate circumstances;
• object to or request restriction of certain processing;
• withdraw consent where processing depends on consent; and
• raise a concern with an appropriate data-protection authority.

These rights may be subject to legal exceptions or limitations.

For example, MakeBizEasy may need to retain certain information where required by law or where reasonably necessary for security, fraud prevention, legal claims, accounting, payment or audit purposes.

To make a privacy request, contact:

support@make-biz-easy.com

Some personal information in Virtual Office is entered and controlled by the business using the service.

If your request relates to information that a business customer controls, we may need to refer the request to that business or work with the business to respond appropriately.

We may take reasonable steps to verify identity and authority before providing, changing or deleting information.

This helps protect information from being disclosed or changed in response to an unauthorised request.

MakeBizEasy may send communications necessary to operate Virtual Office, including messages concerning:

• account access;
• security;
• trials;
• subscriptions;
• payments;
• important service changes;
• legal or policy changes; and
• customer support.

These operational communications are different from optional marketing communications.

Where MakeBizEasy sends marketing communications, customers may be provided with an appropriate way to opt out where required.

Virtual Office may use cookies, local storage or similar technologies where necessary to provide functions such as authentication, security, session continuity, preferences and service operation.

Where non-essential technologies requiring consent are introduced, MakeBizEasy will provide appropriate information or choices where required by applicable law.

Virtual Office is a business service and is not intended for use by children.

MakeBizEasy does not knowingly offer Virtual Office directly to children as a consumer service.

If we learn that personal information has been collected directly from a child in circumstances where it should not have been collected, we will take appropriate steps in accordance with applicable law.

MakeBizEasy may update this Privacy Policy as Virtual Office, our service providers, our practices or applicable law change.

The current version and effective date will be identified on the Privacy Policy page.

Where a change materially affects how personal information is handled, MakeBizEasy will provide appropriate notice where required.

For questions about this Privacy Policy or the handling of personal information, contact:

MakeBizEasy AI
Nairobi, Kenya
support@make-biz-easy.com
make-biz-easy.com

For billing or payment enquiries:

accounts@make-biz-easy.com