SelfService Legal Information

Privacy Policy for SelfService

SelfService is developed and operated by Capture Solutions Ltd. We are committed to protecting your privacy and handling personal data in a lawful, fair, and transparent manner. This Privacy Policy explains how we collect, use, store, protect, and disclose information when you use the SelfService mobile application, website, and related services.

1. Information We Collect

We may collect the following categories of information:

• Account Information: Name, username, employee number, national ID or other identification number, email address, phone number, department, organization, and login credentials.
• Profile Information: Information you voluntarily provide in your profile or during account registration and support interactions.
• Attendance Information: Check-in and check-out records, dates, times, attendance logs, work schedules, shift details, and related activity records.
• Biometric Information: Where enabled for attendance, verification, or secure access, we may collect or process biometric identifiers or biometric templates, such as fingerprint, facial recognition data, or device-generated biometric confirmation, in accordance with applicable law and your consent where required.
• Financial and Loan Information: If SelfService offers salary advance, borrowing, loan, or repayment features, we may collect information required to assess eligibility, process applications, manage disbursements, repayments, fraud prevention, and comply with legal obligations. This may include phone number, employment details, payroll-related data, transaction information, and repayment history.
• Device and Technical Information: Device type, operating system, app version, IP address, device identifiers, crash logs, browser type, and usage analytics.
• Location Information: Approximate or precise location where needed for attendance validation, branch-based access control, fraud prevention, or service delivery, subject to your device permissions.
• Contacts and Camera Access: If you grant access, we may use your contacts or camera only for features that require them, such as profile updates, document capture, identity verification, support workflows, or communication features.
• Communications: Messages, support requests, feedback, and other information you send to us.

2. How We Use Your Information

We may use your information to:

• Create and manage user accounts
• Authenticate users and secure access to the app
• Provide attendance, workforce, HR, self-service, and administrative functions
• Enable identity verification and reduce fraud or unauthorized access
• Process loan or borrowing requests, repayments, approvals, notifications, and related customer support
• Communicate with you using email, phone calls, SMS, push notifications, or in-app messages
• Improve functionality, user experience, and service reliability
• Monitor performance, troubleshoot issues, and analyze usage statistics
• Comply with legal, regulatory, audit, security, and internal policy requirements
• Protect the rights, safety, and property of Capture Solutions Ltd, customers, employers, partners, and users

3. Sharing Your Information

We do not sell personal data. We may share your information only in the following cases:

• With your employer, organization, or authorized administrators where SelfService is provided as part of an employment, HR, attendance, or workforce management arrangement.
• With service providers and processors who help us host, secure, maintain, analyze, verify, message, or operate the app, provided they are bound by confidentiality and data protection obligations.
• With financial or payment partners where necessary to process salary advances, loans, repayments, identity checks, or legally required financial workflows.
• For legal and compliance reasons if required by law, court order, lawful request, audit requirement, or regulatory obligation.
• To protect rights and safety when disclosure is reasonably necessary to investigate fraud, enforce our terms, or protect users, the public, or our services.
• During business transfers such as merger, acquisition, restructuring, or sale of assets, subject to applicable confidentiality and legal safeguards.

4. Data Retention

We retain personal data only for as long as necessary for the purposes described in this Policy, including providing services, maintaining records, resolving disputes, enforcing agreements, complying with employer obligations, and satisfying legal, tax, audit, regulatory, or security requirements.

If you close your account or your employer requests removal of your account, we will take reasonable steps to delete or anonymize data when retention is no longer necessary, unless we are required or permitted by law to keep it longer.

5. Security

We use reasonable technical, administrative, and organizational safeguards to protect personal data from unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, authentication controls, encryption, secure transmission, activity logging, and restricted internal access.

However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Your Rights

Subject to applicable law, you may have the right to:

• Request access to personal data we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal data, where legally permitted
• Object to or restrict certain processing activities
• Withdraw consent where processing depends on consent
• Request information about how your data is used and shared

We may need to verify your identity before fulfilling certain requests.

7. Children

SelfService is not intended for children unless expressly authorized for a lawful and legitimate organizational purpose. We do not knowingly collect personal information from children in violation of applicable law.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When material changes are made, we will post the revised version on this page and may also notify users through the app, email, SMS, or other appropriate means. The updated version becomes effective on the date shown above unless otherwise stated.

9. Contact Us

Terms and Conditions for SelfService

These Terms and Conditions govern your access to and use of the SelfService application and any related services provided by Capture Solutions Ltd. By downloading, installing, registering for, accessing, or using SelfService, you agree to be bound by these Terms. If you do not agree, do not use the app.

1. Acceptance of Terms

You agree to use SelfService only in accordance with these Terms, our Privacy Policy, any lawful instructions from your employer or organization, and any applicable laws, regulations, or internal policies.

2. Eligibility and Registration

• You must provide accurate, current, and complete information during registration and while using the app.
• You are responsible for maintaining the confidentiality of your password, device, one-time passcodes, and account credentials.
• You are responsible for all activities carried out under your account unless caused by our fault.
• We may require phone number verification, email verification, employee verification, or identity verification to activate or continue certain features.

3. Permissions and Device Access

SelfService may request access to certain device features and permissions, including camera, location, contacts, notifications, phone number, and biometric authentication, only where reasonably necessary for app functionality such as login security, attendance verification, document capture, communication, loan processing, or profile management.

You can manage some permissions through your device settings, but disabling permissions may affect or limit app functionality.

4. Loans, Salary Advances, and Financial Features

• Where available, loan, borrowing, salary advance, or repayment features are subject to separate disclosures, eligibility checks, approval criteria, and any applicable financial laws or employer rules.
• You agree to provide truthful and accurate financial, employment, and contact information.
• Submitting a request does not guarantee approval.
• Applicable loan amounts, repayment schedules, fees, charges, due dates, and other financial terms must be clearly disclosed to you before acceptance.
• You are responsible for reviewing and accepting the specific loan terms presented to you before any disbursement is made.
• We may suspend access to financial features if fraud, misuse, policy breach, legal concerns, or inaccurate information is detected.

5. Attendance, Verification, and Biometrics

• SelfService may be used for attendance, timekeeping, access validation, workforce records, and identity verification.
• Where biometric features are enabled, you agree that biometric verification may be used to improve attendance integrity, reduce impersonation, and strengthen security, subject to applicable law and required consent.
• You must not attempt to falsify attendance, impersonate another user, manipulate location, or tamper with biometric or device-based verification processes.
• Your employer or authorized organization may rely on attendance records generated through the app for internal operational or administrative purposes.

6. User Responsibilities and Prohibited Conduct

You agree that you will not:

• Use the app for unlawful, fraudulent, deceptive, or unauthorized purposes
• Provide false, incomplete, or misleading information
• Interfere with the app, its servers, networks, security features, or other users
• Copy, reverse engineer, decompile, scrape, or misuse any part of the app except as allowed by law
• Attempt to bypass authentication, access controls, or permission restrictions
• Upload harmful code, malware, or disruptive content

7. Intellectual Property

SelfService, including its software, design, text, graphics, trademarks, logos, and related materials, is owned by or licensed to Capture Solutions Ltd and is protected by applicable intellectual property laws. These Terms do not transfer ownership of any intellectual property rights to you.

8. Suspension and Termination

We may suspend, restrict, or terminate access to SelfService at any time where reasonably necessary for security, maintenance, legal compliance, suspected fraud, policy violations, misuse, employer instructions, or protection of our systems and users.

9. Disclaimer and Limitation of Liability

SelfService is provided on an "as available" and "as is" basis to the extent permitted by law. While we work to maintain reliable service, we do not guarantee uninterrupted availability, error-free operation, or compatibility with every device or network.

To the maximum extent permitted by law, Capture Solutions Ltd will not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, data, goodwill, or business opportunity arising from or related to your use of the app.

10. Governing Law and Dispute Resolution

These Terms shall be governed by the laws of Kenya, unless another law is required by applicable regulation or written agreement. Any dispute arising from or relating to the app shall first be addressed through good-faith discussions. If unresolved, the dispute shall be handled by the courts of competent jurisdiction in Kenya, unless applicable law requires otherwise.

11. Changes to These Terms

We may update these Terms from time to time. Continued use of SelfService after updated Terms are posted means you accept the revised Terms, to the extent permitted by law.

12. Contact Information