Privacy notice

Docfense operates the document protection service at docfense.com. Questions about this notice, or any request described below, go to privacy@docfense.com.

• Account details. Your name, email address, phone number and the county or city you give us.
• Document details. The document type and the document number, which is stored as a one way hash. Only the last four characters are readable, and only to you.
• Tag and scan records. Your tag serials, the time of each scan, and what a finder typed into the return form.
• Payment records. Amount, currency, date, reference and receipt. Card numbers never reach us; the payment provider handles them.
• Backup contact. If you add one, their name, phone number, relationship to you, and your record that they consented.
• Security records. Sign in events, setting changes and the alerts we sent you about them.

To run the service you asked for: to link a tag to a document, to reach you when someone scans it, to take and prove payment, and to keep your account secure. We do not sell your information and we do not use it for advertising.

You can. Our support staff can see a masked view when you ask for help. A finder sees nothing about you, not your name, not your number and not your address. We share data with our payment provider, our email and messaging providers, and our hosting provider, only so far as each needs it to do its job.

• Account and document records: while your account is open.
• Payment records, receipts and invoices: seven years from the payment date. This is a legal and accounting obligation and it survives a deletion request.
• Scan and alert records: two years, then removed.
• Security and audit records: two years.
• A closed account: account and document data is erased, tags are retired so they can no longer be scanned, and only the financial records above are kept.

Under the Kenya Data Protection Act 2019 you can ask for a copy of your data, ask us to correct it, ask us to delete it, or object to how it is used. Signed in, open data and privacy in your settings to download your data or request erasure. Otherwise write to privacy@docfense.com. We respond within thirty days and give you a reference for your request. If you are not satisfied you can complain to the Office of the Data Protection Commissioner.

If we change what we collect or how long we keep it, we update this page and tell account holders by email before the change takes effect.