Privacy Policy
Sawazisha (“we”, “us”) is a WhatsApp service operated by John Digital Solutions Limited, Nairobi, Kenya. It helps businesses keep records of money received and spent, and use KRA eTIMS. This policy explains what we collect, why, and your rights under the Kenya Data Protection Act, 2019.
1. What we collect
- Your WhatsApp number and profile name, provided by WhatsApp when you message us.
- What you send us: forwarded M-Pesa messages, typed notes, invoice PDFs and photos, and voice notes.
- Business details you choose to give, such as your business name, KRA PIN and VAT status.
- KRA PINs of your customers and suppliers, when you send them, send a PIN certificate, or they appear on an invoice you send, so invoices go to the right PIN. Only add a customer's PIN when they have given it to you for invoicing.
- Records we create from the above: amounts, dates, payer and payee names, M-Pesa codes, invoice numbers, categories, matching results and monthly statements.
- Service records: when you gave consent, help requests, and a log of changes to your records.
We never ask for, and you should never send, your M-Pesa PIN, KRA iTax password, bank card numbers or ID numbers.
2. How we use it
- To keep your money-in / money-out register and reply to you on WhatsApp.
- To match payments with eTIMS invoices, prepare sales invoice details, and produce statements and reports.
- To guide you onto KRA eTIMS and to give you support when you ask for help.
- To keep the service secure and to improve its accuracy using examples with personal details removed.
We rely on your consent, given when you tap “Yes, I agree”, and on providing the service you asked for. We do not sell your data and do not use it for advertising.
3. Voice notes, invoices and AI
Voice notes are converted to text, and invoice files are read, by software running on servers operated by us. We do not send your records to outside AI services. Voice notes are not kept after they are converted to text.
4. Who can see it
- Our support team, only to help you or to keep the service working. Every access to a conversation is logged.
- Meta (WhatsApp), which carries messages between you and Sawazisha under WhatsApp's own terms and privacy policy.
- Your accountant or tax consultant, only when you forward them a statement or ask us to share it.
- Your suppliers, only when you forward them the KRA PIN card Sawazisha prepares for you. We never send your PIN to anyone ourselves. Send forget my pin to remove it at any time.
- Pesapal, which processes your payment. We receive the payment result, not your PIN or card details.
- The partner who referred you, if any, sees only counts and commission amounts — never your records or phone number.
- Authorities, only where Kenyan law requires it.
5. Security and storage
Your records are stored on servers operated by John Digital Solutions Limited, protected by encryption in transit and access controls. Only authorised staff can access them.
6. How long we keep it
We keep your records while you use Sawazisha and as long as needed for your record-keeping, unless you ask us to delete them sooner or the law requires us to keep them longer.
7. Deleting your data
Send DELETE MY DATA (or FUTA DATA YANGU) to Sawazisha on WhatsApp and your records are deleted immediately. You can also email us — see Delete your data.
8. Your rights
You have the right to be informed, to access your data, to correct it, to object, to withdraw consent and to have your data deleted. Contact us to use these rights. If you're not satisfied, you may complain to the Office of the Data Protection Commissioner (ODPC), Kenya.
9. Changes
We may update this policy. We'll post the new version here and tell you on WhatsApp about significant changes.
10. Contact
John Digital Solutions Limited, Nairobi, Kenya · john.m.mwangi411@gmail.com