Privacy Policy

1. Introduction

ilexDigital Technologies ("ilexDigital," "we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services, including:

• Our website at ilexdigital.com
• Our Online Shop for printer supplies, toner, and accessories
• Printer repair and maintenance services
• IT support and technical services
• Web development services
• Any related communications (email, phone, WhatsApp, in-person)

By using our services, browsing our website, making purchases, or providing your information, you consent to the practices described in this Privacy Policy. If you do not agree with our practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide, including:

• Contact Information: Name, email address, phone number, physical address
• Account Information: Username, password, profile preferences
• Business Information: Company name, job title, business type
• Shipping Information: Delivery address, delivery instructions, recipient details
• Service Request Details: Description of issues, equipment details, service preferences
• Payment Information: M-Pesa number, transaction references (we do not store full payment credentials)
• Communication Records: Emails, chat messages, phone call notes, order inquiries

2.2 Information Collected Automatically

When you visit our website or shop, we automatically collect:

• Device Information: IP address, browser type, operating system
• Usage Data: Pages visited, products viewed, time spent, referring website
• Shopping Behavior: Items added to cart, wishlist items, search queries
• Location Data: General geographic location based on IP address

3. Online Shop Data

When you use our online shop to purchase printer supplies, toner, cartridges, and other products, we collect additional information to process your orders.

3.1 Order Information

Data Type	Purpose	Retention
Order Details	Processing, fulfillment, customer support	7 years (financial records)
Shipping Address	Delivery, logistics coordination	Duration of account + 2 years
Purchase History	Order tracking, recommendations, support	Duration of account
Payment References	Transaction verification, refunds	7 years (financial records)
Product Reviews	Customer feedback, quality improvement	Until deletion requested

3.2 Account Features

If you create an account on our shop, we store:

• Your saved shipping addresses for faster checkout
• Order history for easy reordering and tracking
• Wishlist and saved items
• Communication preferences

3.3 Product Compatibility Information

When you search for products or ask about compatibility, we may collect information about your printer models to provide accurate recommendations. This information helps us:

• Suggest compatible toner and supplies
• Prevent ordering incompatible products
• Improve our product catalog and descriptions

4. Printer Service Data

When you bring your printer to us for repair or request on-site service, we may collect and access:

Data Type	Purpose	Retention
Printer Model & Serial Number	Identification, parts ordering, warranty tracking	Service history retention period
Error Codes & Diagnostics	Troubleshooting and repair	Duration of service
Printer Configuration Settings	Restore settings after repair	Duration of service
Print Job History (if accessed)	Diagnosing issues only	Not retained
Network Settings (if applicable)	Connectivity troubleshooting	Duration of service

4.1 Printer Memory & Storage

Some printers have internal memory or hard drives that may store recent print jobs. When servicing such printers:

• We do not intentionally access stored documents
• If memory clearing is required for repair, we will inform you first
• We recommend clearing printer memory before disposal or resale
• Upon request, we can assist with secure memory wiping

5. IT Support Data

IT support services may require broader access to your systems. Here's how we handle that data:

5.1 Remote Access Sessions

• Remote sessions are conducted only with your explicit permission
• You can observe all actions taken during the session
• Sessions may be recorded for training and quality purposes (with disclosure)
• Access credentials are never stored after the session ends

5.2 System Diagnostics

We may collect technical information such as:

• Operating system details and version
• Installed software lists
• System error logs
• Hardware specifications
• Network configuration

6. How We Use Your Information

We use the information we collect to:

• Process Orders: Fulfill shop purchases, arrange shipping, handle returns
• Provide Services: Diagnose issues, perform repairs, deliver requested services
• Communicate: Send order updates, service status, quotes, invoices, and support responses
• Improve Experience: Personalize product recommendations, enhance our shop and services
• Marketing: With your consent, send newsletters, promotions, and special offers
• Fraud Prevention: Detect and prevent fraudulent orders and activities
• Legal Compliance: Fulfill legal obligations, respond to legal requests
• Security: Protect our systems, customers, and business

6.1 Order Communications

When you place an order, we will send transactional communications including:

• Order confirmation
• Payment confirmation
• Shipping updates and tracking information
• Delivery confirmation
• Request for product review (optional)

These transactional messages are necessary to fulfill your order and are not marketing communications.

7. Data Sharing & Disclosure

We do NOT sell your personal information. We may share your information only in the following circumstances:

7.1 Service Providers

We may share data with trusted third parties who assist our operations:

• Shipping & Logistics: Delivery addresses and contact information for order fulfillment
• Payment Processors: Payment details for transaction processing (M-Pesa, bank transfers)
• Parts Suppliers: Printer models and serial numbers for warranty parts orders
• Hosting Providers: Data storage and website hosting
• Analytics Tools: Anonymized website usage data
• Email Services: Email addresses for transactional and marketing communications

7.2 Legal Requirements

We may disclose information when required by law, including:

• Complying with court orders or legal processes
• Responding to government or regulatory requests
• Protecting our rights, privacy, safety, or property
• Enforcing our Terms of Service

7.3 Business Transfers

If ilexDigital is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before personal information becomes subject to a different privacy policy.

8. Data Security

We implement appropriate security measures to protect your information:

• Technical Measures: Encryption, secure connections (HTTPS), access controls
• Physical Security: Locked facilities, equipment storage security
• Administrative Controls: Employee training, access limitations, confidentiality agreements
• Incident Response: Procedures to detect and respond to security incidents

9. Payment Security

We take payment security seriously to protect your financial information:

9.1 M-Pesa Payments

• M-Pesa transactions are processed directly through Safaricom's secure platform
• We only receive transaction confirmations, not your M-Pesa PIN
• Payment references are stored for order verification and refund processing

9.2 Bank Transfers

• Bank account details provided for payments are our business accounts only
• We do not store your bank account information
• Transaction references are retained for accounting purposes

9.3 What We Don't Store

• M-Pesa PINs or passwords
• Full credit/debit card numbers
• Bank account passwords or login credentials
• Any sensitive financial authentication data

10. Cookies & Tracking Technologies

Our website and shop use cookies and similar technologies to:

• Remember your preferences and settings
• Keep items in your shopping cart
• Maintain your login session
• Understand how you use our website
• Improve website performance
• Provide relevant content and product recommendations

10.1 Types of Cookies We Use

Cookie Type	Purpose	Duration
Essential	Site functionality, security, shopping cart, checkout	Session
Preferences	Remember your choices, settings, and login	1 year
Analytics	Understand site usage, improve performance	2 years
Advertising	Display relevant ads (Google AdSense)	Varies

10.2 Third-Party Advertising

We use Google AdSense to display advertisements on our website. Google may use cookies to serve ads based on your prior visits to our website or other websites. You can opt out of personalized advertising by visiting Google's Ads Settings.

10.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality, including:

• Shopping cart functionality
• Account login persistence
• Checkout process

11. Your Rights

You have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Portability: Request your data in a portable format
• Opt-Out: Unsubscribe from marketing communications at any time
• Object: Object to certain processing of your information
• Account Deletion: Request deletion of your shop account

To exercise these rights, contact us using the details in Section 14. We will respond within 30 days.

11.1 Marketing Preferences

You can manage your marketing preferences by:

• Clicking "unsubscribe" in any marketing email
• Updating preferences in your account settings
• Contacting us directly to opt out

12. Data Retention

We retain your information for as long as necessary to:

• Provide our services
• Process and fulfill your orders
• Maintain service records for warranty and support purposes
• Comply with legal obligations
• Resolve disputes

12.1 Retention Periods

Data Type	Retention Period
Order Records	7 years (legal requirement)
Service Records	7 years
Financial Records	7 years (legal requirement)
Account Information	Until account deletion + 2 years
Marketing Preferences	Until you unsubscribe
Website Analytics	26 months (anonymized)
Support Communications	3 years
Shopping Cart (guest)	30 days

13. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. For significant changes, we will:

• Post a prominent notice on our website
• Send an email notification to customers with accounts
• Provide a summary of changes

Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

• Email: privacy@ilexdigital.com
• Shop Inquiries: shop@ilexdigital.com
• Phone: +254 705 425 553
• WhatsApp: +254 705 425 553
• Address: Ruiru Town, Kiambu County, Kenya

For data protection inquiries, please include "Privacy Request" in your subject line for faster processing.