1. Introduction
Zetech University (hereinafter referred to as "the University") is committed to protecting the privacy and personal data of all suppliers, vendors, and business partners who engage with us through 3rd party such as eProcurement platforms and other procurement channels.
This Supplier Privacy Notice explains how we collect, use, store, share, and protect your personal data in accordance with the Data Protection Act, 2019 (Kenya) ("the Act"), and related regulations issued by the Office of the Data Protection Commissioner (ODPC).
2. Data Controller Information
The Data Controller responsible for your personal data is:
| Organization | Zetech University |
|---|---|
| Address | Ruiru Campus, Thika Road, Ruiru, Kenya |
| Data Protection Officer | This email address is being protected from spambots. You need JavaScript enabled to view it. |
| Procurement Department | This email address is being protected from spambots. You need JavaScript enabled to view it. |
| Regulatory Authority | Office of the Data Protection Commissioner (ODPC), Kenya |
3. Personal Data We Collect
In the course of supplier registration, prequalification, and tender application processes, Zetech University may collect the following categories of personal data:
3.1 Individual/Sole Trader Suppliers
- Full name, national ID number, or passport number
- Contact details including phone number and email address
- Physical and postal address
- Tax Identification Number (PIN) and KRA compliance certificates
- Bank account details for payment processing
- Curriculum vitae or professional qualifications
3.2 Corporate/Company Suppliers
- Company registration documents and certificate of incorporation
- Names and contact details of directors and authorized representatives
- KRA PIN certificate and tax compliance certificate
- Audited financial statements
- Reference letters and past performance records
- Business permits and relevant professional licences
4. Purpose and Legal Basis for Processing
We process your personal data for the following purposes:
| Purpose | Legal Basis |
|---|---|
| Supplier registration and prequalification | Contractual necessity and legitimate interest |
| Evaluation of tender applications | Legitimate interest and legal obligation |
| Contract management and payment processing | Contractual necessity |
| Compliance with public procurement regulations | Legal obligation |
| Audit and reporting purposes | Legal obligation and legitimate interest |
5. Sharing of Personal Data
Zetech University will not sell, rent, or trade your personal data to third parties. Your data may only be shared with:
- Internal departments involved in the procurement and evaluation process (for example, Finance, Legal, Audit)
- The TenderSure™ platform as a data processor acting under our instructions
- Regulatory and government authorities where required by law.
- External auditors engaged by the University under strict confidentiality obligations
Any third-party data processors engaged by the University are bound by data processing agreements that require them to uphold equivalent data protection standards.
6. Data Retention
Your personal data will be retained for the period necessary to fulfil the purposes outlined in this Notice, and in accordance with applicable laws and the University's Records Management Policy.
7. Your Rights as a Data Subject
Under the Data Protection Act, 2019, you have the following rights with respect to your personal data:
- Right of Access — You may request a copy of the personal data we hold about you
- Right to Rectification — You may request correction of inaccurate or incomplete data
- Right to Erasure — You may request deletion of your data where it is no longer necessary
- Right to Object — You may object to processing based on legitimate interests
- Right to Data Portability — You may request your data in a structured, machine-readable format
- Right to Withdraw Consent — Where processing is based on consent, you may withdraw at any time
To exercise any of the above rights, please contact our Data Protection Officer at This email address is being protected from spambots. You need JavaScript enabled to view it..
8. Data Security
Zetech University implements appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:
- Role-based access controls
- Encryption of data in transit and at rest
- Regular security audits and vulnerability assessments
- Staff training on data protection obligations
- Incident response and breach notification procedures
9. Complaints and Escalation
If you believe that your personal data has been mishandled, you may raise a complaint with:
Internal Contact:
Data Protection Officer — This email address is being protected from spambots. You need JavaScript enabled to view it.
10. Updates to This Notice
Zetech University reserves the right to update this Supplier Privacy Notice periodically. Any material changes will be communicated via the University's official website.