Privacy Policy

Effective date: 28 August 2026 · CloudKing Systems (“we”, “us”, “our”)

This Privacy Policy explains how we collect, use, store, and protect personal information when you use Kivo — including our website, web application, and mobile applications (together, the “Service”). By using the Service, you agree to this Policy.

1. Information we collect

Depending on how you use the Service, we may collect:

• Account information — name, email address, password (stored in hashed form), phone number if provided, and role within an organization.
• Organization information — organization name, category (e.g. business or school), branch/location names, and related settings.
• Operational data you enter — inventory items, stock levels, sales, distributions, customers, recipients, and similar business records you choose to store in Kivo.
• Device and technical data — IP address, browser or app type, device type, operating system, approximate time zone, and diagnostic logs needed to operate and secure the Service.
• Push notification tokens — device tokens (e.g. FCM) so we can send notifications you have enabled.
• Support communications — messages you send to support, including account deletion requests.
• Payment-related data — subscription status and payment references processed via our payment providers (we do not store full card numbers on our servers when payments are handled by a third-party processor).

2. How we use information

• To provide, maintain, and improve the Service (accounts, inventory, multi-branch operations, reports).
• To authenticate users and enforce roles and permissions within your organization.
• To send transactional messages (e.g. security alerts, subscription notices) and, if enabled, push notifications.
• To respond to support requests and process account or data deletion requests.
• To monitor for abuse, prevent fraud, and protect the security of the Service.
• To comply with applicable law and enforce our Terms of Service.

We do not sell your personal information.

3. Legal bases (where applicable)

Where data-protection law requires a legal basis, we rely on: performance of a contract (providing the Service); legitimate interests (security, product improvement, support); consent (where required, e.g. certain notifications); and legal obligation when we must retain or disclose information.

4. Sharing of information

We may share information only as needed with:

• Service providers — hosting, email delivery, push notifications (e.g. Firebase), analytics or error monitoring, and payment processors, under appropriate agreements.
• Your organization — administrators and other users in your organization can see data according to the roles you configure.
• Authorities — when required by law or to protect rights, safety, or security.
• Business transfers — in connection with a merger, acquisition, or sale of assets, with continued protection of personal data where feasible.

5. International transfers

Servers or subprocessors may be located outside Uganda. Where data is transferred internationally, we take reasonable steps to ensure appropriate safeguards consistent with applicable law.

6. Data retention

We retain account and organization data for as long as your account is active or as needed to provide the Service. After closure or a verified deletion request, we delete or anonymize personal data within a reasonable period, unless we must retain it longer for legal, tax, dispute-resolution, or security reasons. Backups may persist for a limited time before being overwritten.

7. Security

We use industry-standard measures such as encrypted transport (HTTPS), hashed passwords, access controls, and server hardening. No method of transmission or storage is 100% secure; you are responsible for keeping login credentials confidential and for configuring user roles appropriately within your organization.

8. Your rights and choices

• Access or update profile information in the app or web portal where available.
• Request correction or deletion of personal data, subject to legal and operational limits.
• Request account deletion via the form on our website or by emailing kivo@cloudkingsystems.com.
• Disable push notifications in your device settings.
• Object to or restrict certain processing where required by law.

We may need to verify your identity before fulfilling requests.

9. Children

The Service is directed at businesses and institutions, not children. We do not knowingly collect personal information from children under 13 (or the minimum age required in your jurisdiction). If you believe we have collected such data, contact us and we will take appropriate steps.

10. Cookies and similar technologies

Our website and web app may use cookies or local storage for session management, security, and preferences. You can control cookies through your browser settings; disabling them may limit some features.

11. Third-party services

The Service may integrate third-party tools (for example Google Firebase for messaging). Their use of information is governed by their own privacy policies. We encourage you to review those policies.

12. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the effective date. Continued use of the Service after changes constitutes acceptance of the updated Policy, except where applicable law requires additional notice or consent.

13. Contact

For privacy questions or requests:
CloudKing Systems
Email: kivo@cloudkingsystems.com
Phone: +256 762192420
Kampala, Uganda