Privacy & Data Protection Policy

This Privacy Policy applies to all personal data processed by Kyakabi Cargo in the course of providing our services, including but not limited to:

• Clients, consignors, and consignees.
• Drivers, transport partners, and service providers.
• Visitors to our websites (www.kyakabi.com) and physical premises.
• Job applicants and employees (see Section 6).

It covers data collected through our digital platforms, service agreements, customs documentation, tracking systems, and all communications.

2.1 Customs & Regulatory Compliance Data

To facilitate customs clearance and meet regulatory requirements with authorities like URA (Uganda), KRA (Kenya), and TRA (Tanzania), we process:

• ASYCUDA World Data: Bill of Entry numbers, Harmonized System (HS) codes, customs valuation data, duty & tax calculations.
• Trader Information: Importer/Exporter Codes (TIN), business registration documents, contact details.
• Compliance Certificates: UNBS certificates, phyto-sanitary certificates, certificates of origin, import/export licenses.
• Financial Security Data: Bond details, bank guarantees, and tax compliance status.

2.2 Shipment & Transit Operations Data

To execute, monitor, and secure shipments across corridors (Northern & Central) and borders, we collect:

• Consignment Details: Shipper/consignee names, addresses, contact info, cargo description, value, weight, and dimensions.
• Tracking & Location Data: GPS coordinates, border crossing timestamps, checkpoint data, and route history.
• Condition Monitoring: For cold chain and sensitive goods, we log temperature, humidity, and shock/vibration data.
• Security & Incident Data: Container/truck seal numbers, driver identification & biometric verification, security escort details, and reports of delays, accidents, or theft.

2.3 Partner & Third-Party Data

We process data related to drivers, transporters, warehouse personnel, and agents necessary for service fulfillment and security vetting.

5.1 Our Security Measures

We implement technical and organizational measures including encryption, access controls, secure facilities, and staff training to protect data from unauthorized access, disclosure, alteration, or destruction.

5.2 Data Retention Periods

We retain personal data only as long as necessary for the purposes collected or as required by law:

• Customs & Tax Data: Retained for a minimum of 7 years as mandated by URA and similar regional authorities.
• Contractual & Transactional Data: Retained for the duration of the business relationship and 7 years thereafter for legal and audit purposes.
• Tracking & Operational Data: Typically retained for 2-3 years for service improvement and dispute resolution, after which it is anonymized or deleted.

When you apply for a position at Kyakabi Cargo via our website, email, or third-party platforms, we collect:

• Contact information, resume/CV, cover letter, and references.
• Professional qualifications, work history, and salary expectations.
• Details obtained during interviews or assessments.

Use of Application Data: This data is used solely for the recruitment process. Unsuccessful applicant data may be retained for up to 2 years for future opportunities, unless you request deletion. For more details, please see our specific Recruitment Privacy Notice.