Privacy Policy
This Privacy Policy was updated on September 15, 2023
General Information:
1. When does this Privacy Statement apply?
This Privacy Statement applies to information that can be used to identify you (“Personal Data”) and that you provide to Quontum or which is derived from the Personal Data as outlined below.
2. Who is the Data Controller?
The data controller of www.quontum.co.ke is Quontum Hub (Kenya), Ngong Town, Opposite the Milele Mall. Where a registration form is presented on this website, the data controller may vary depending on the actual offering or the purpose of the data collection but it is in any case displayed on the individual registration form’s privacy statement. Quontum Hub’ data protection officer can be reached at privacy@quontum.co.ke
3. What Personal Data does Quontum collect?
In the normal course of business, Quontum collects Personal Data such as contact information (e.g., name, address, phone number, email address, and your employer) and payment details for customers.
4. Why does Quontum need your Personal Data?
Quontum requires your personal data to provide you with access to Quontum’ services, to comply with contractual and statutory obligations, including checks required by applicable Data Protection Act and to stay in touch with you. Although providing your Personal Data is voluntary, without your Personal Data, Quontum cannot provide you with access to its services.
5. From what types of third parties does Quontum obtain Personal Data?
In most cases Quontum collects Personal Data from you. Quontum might also obtain Personal Data from third parties, if the applicable national law allows Quontum to do so. Quontum will treat this Personal Data according to this Privacy Statement, plus any additional restrictions imposed by the third party that provided Quontum with it or the applicable national law. These third-party sources include Quontum or any Quontum Hub (defined below) business dealings with your employer (for details, please see third parties you directed to share your Personal Data with Quontum (e.g. in case of an event where you permit the host of the event to share your registration data with Quontum).
6. How long will Quontum store my Personal Data?
Quontum will only store your Personal Data for as long as it is required for the performance of contractual obligations, to make its services available to you, for Quontum to comply with its statutory obligations resulting from applicable Data Protection Act, and to fulfill the purposes outlined in this Privacy Statement.
7. Who are recipients of your Personal Data and where will it be processed?
Your personal data will be passed on to the following categories of third parties for processing: departments within the Quontum Hub; vicarious agents (e.g., third party service providers for consulting services and other additional related services); other services providers (e.g. for the provision of the website); state agencies and bodies if required by law.
8. What are your data protection rights?
You can request from Quontum access at any time to information about which Personal Data Quontum processes about you and the correction or deletion of such Personal Data. Please note, however, that Quontum can or will delete your Personal Data only if there is no statutory obligation or prevailing right of Quontum to retain it. Kindly note further that if you request that Quontum deletes your Personal Data, you will not be able to continue to use any Quontum service that requires Quontum’ use of your Personal Data.
If Quontum uses your Personal Data based on your consent or to perform a contract with you, you can further request from Quontum a copy of the Personal Data that you have provided to Quontum. In this case, please follow the instructions detailed below, and specify the information or processing activities to which your request relates, the format in which you would like to receive this information, and whether the Personal Data should be sent to you or another recipient. Quontum will carefully consider your request and discuss with you how it can best fulfill it.
Furthermore, you can request from Quontum that Quontum restricts your Personal Data from any further processing in any of the following events:
- (i) you state that the Personal Data Quontum has about you is incorrect, subject to the time Quontum requires to check the accuracy of the relevant Personal Data;
- (ii) there is no legal basis for Quontum processing your Personal Data and you demand that Quontum restricts your Personal Data from further processing;
- (iii) Quontum no longer requires your Personal Data but you state that you require Quontum to retain such data in order to claim or exercise legal rights or to defend against third party claims; or
- (iv) in case you object to the processing of your Personal Data by Quontum based on Quontum’ legitimate interest (as further set out below), subject to the time Quontum requires to determine whether it has a prevailing interest or legal obligation in processing the relevant Personal Data.
9. How can you exercise your data protection rights?
To exercise your data protection rights, please complete this Privacy Request Form and fill out the relevant details to start the identity verification process. Alternatively, you can direct your request to privacy@quontum.co.ke Please indicate the following details: your full name, your country and city of residence and the right(s) you wish to exercise. If you are located in Kenya, you can also call our office using the numbers provided Here. You can also designate another person to submit requests to exercise your data protection rights on your behalf to Quontum.
10. How will Quontum verify requests to exercise data protection rights?
Quontum will take steps to verify your identity to a reasonable degree of certainty before it will process the data protection right you want to exercise. When feasible, Quontum will match Personal Data provided in your request to exercise your rights with information already maintained by Quontum. This could include matching two or more data points that are already maintained by Quontum.
In accordance with the verification process set forth in the Kenya Data Protection Act (“DPA”), for deletion requests or for requests related to Personal Data that is considered sensitive or valuable, Quontum will require a more stringent verification process to minimize the harm that might be posed to you by unauthorized access or deletion of your Personal Data. If Quontum must request additional information from you outside of information that is already maintained by Quontum, Quontum will only use it for the purposes of verifying your identity so you can exercise your data protection rights or for security and fraud-prevention purposes.
A. Data Processing based on a statutory permission
1. Why does Quontum need to use my Personal Data and on what legal basis is Quontum using it?
Providing the requested services: Quontum requires your Personal Data to deliver services that you order under a contract with Quontum, to establish a contract for goods or services between you and Quontum, and to send you invoices for ordered services. Quontum processes Personal Data to fulfill contractual obligations pursuant to Article 6(1), Subparagraph 1(b) GDPR.
Ensuring compliance: Quontum and its products, technologies, and services are subject to the Data Protection Act, trade sanctions, and embargoes (“Data Laws”) of various countries including, without limitation, those of the European Union (“EU”), Africa and more specifically of Kenya.
Any such usage of registration data and IP addresses by Quontum is necessary for Quontum’ compliance with applicable Data Protection Act and (Article 6 para. 1 (c) GDPR) and Quontum’ legitimate interest to comply with relevant Data Laws (Article 6 para. 1 (f) GDPR). Quontum can use your Personal Data based on its legitimate interest (Article 6 para. 1 lit. f GDPR) as follows:
- Fraud and Legal Claims: If required, Quontum will use your Personal Data for the purposes of preventing or prosecuting criminal activities such as fraud and to assert or defend against legal claims.
- Questionnaires and surveys: Quontum could invite you to participate in questionnaires and surveys. Any personal data collected in connection with such questionnaires or surveys may be used by Quontum to improve its products and services.
- Contract performance: If you purchase or intend to purchase goods or services from Quontum on behalf of a corporate customer or otherwise be the nominated contact person for the business relationship between a corporate customer (a “Customer Contact”) and Quontum, Quontum will use your Personal Data for this purpose.
- Creation of anonymized data sets: Quontum will anonymize Personal Data provided under this Privacy Statement to create anonymized data sets, which will then be used to improve its and its affiliates’ products and services.
- Personalized Newsletter: If you opt-in to receive marketing communications such as newsletters from Quontum, Quontum will collect and store details of how you interact with the newsletters to help create, develop, operate, deliver, and improve our newsletter communications with you.
- Recordings for quality improvement purposes: In case of telephone calls or chat sessions, Quontum will record such calls (after informing you accordingly during that call and before the recording starts or where you have opted in to have the call recorded via the Quontum Support Portal) or chat sessions in order to improve the quality of Quontum services.
- To keep you up-to-date or request feedback: Within an existing business relationship between you and Quontum, Quontum might inform you, where permitted in accordance with local laws, about its products or services (including webinars, seminars or events) which are similar or relate to such products and services you have already purchased or used from Quontum.
Processing under applicable national laws: If the applicable national law allows Quontum to do so, Quontum will use information about you for a business purpose, some of which is Personal Data:
- To plan and host events
- To host online forums or webinars.
- For marketing purposes such as to keep you updated on Quontum’ latest products and services and upcoming events.
- To contact you to discuss further your interest in Quontum services and offerings.
- To provide more personalized information to you.
- For account and network security purposes.
- To assert or defend against legal claims.
- To verify your identity and determine appropriate services.
- To debug to identify and repair errors that impair existing intended functionality.
- Undertaking internal research for technological development and demonstration.
- Undertaking activities to verify or maintain the quality or safety of a service or device that is owned, manufactured, manufactured for, or controlled by Quontum.
B. Data Processing based on consent
In the following cases, Quontum will process your Personal Data if you granted prior consent to the specific proposed processing of your Personal Data (Article 6 para. 1 lit. a GDPR).
Children: This offering is not directed to users below the age of 18 years or equivalent minimum age in the relevant jurisdiction. If you are younger than 18, you cannot register with or use this offering.
Kenya Children's Privacy: Quontum does not knowingly collect the Personal Data of children under the age of 18. If you are a parent or guardian and believe that Quontum collected information about a child, please contact Quontum as described in this Privacy Statement. Quontum will take steps to delete the information as soon as possible.
Marketing: Quontum may use your Personal Data to inform you about Quontum’ latest products, service offers, and events. Any such use of information is based on the consent you grant hereunder. Quontum may use your name, email, and postal address, telephone number, job title, and basic information about your employer (name, address, and industry), as well as an interaction profile based on prior interactions with Quontum (prior purchases, participation in webinars, seminars or events, or the use of (web) services in order to keep you up to date on the latest product announcements, software updates, software upgrades, special offers, and other information about Quontum or the Quontum Group software software and services (including marketing-related newsletters) as well as events of Quontum.
Forwarding your Personal Data within the Quontum: Quontum will transfer your Personal Data to other affiliated companies within Quontum’ Group of undertakings for the purpose of informing you about their latest products, service offers, and events in the same way Quontum does under this Privacy Statement. In such cases, the Quontum Group will use the Personal Data for the same purposes and under the same conditions as set forth in this Privacy Statement.
Social media features: Quontum offers social network functionality in various parts of our website and on apps. We give you the opportunity to share and recommend your content in social networks in our online offerings. If you visit our website and use the recommendation features, we pass on the URL to the social network you select where your Personal Data will be then used by the social network according to the social network’s own privacy statement. We recommend that you read the privacy statement of the respective social networks carefully.
Profiling: Quontum offers you the option to use services, including to view tutorials or take trainings, that require you to register and allow you to create a user profile. User profiles provide the option to display personal information about you, including but not limited to your name, photo, address, email, telephone number, personal interests, and skills. Profile data is processed to personalize the interaction with other users to foster the quality of communication and collaboration via such services. Profile data might also be shared with other web offerings and services across the Quontum Group. The provision of any such information about you as well as the decision to share information with other services is at your free will and based on the consent that you grant.
Quontum Events:
- > Event Profiling: If you register for an event, seminar, or webinar of Quontum, Quontum shares basic registration information (your name, company, and email address) with other participants of the same event, seminar, or webinar for the purpose of communication and the exchange of ideas.
- > Tracking During Event: Quontum requires your Personal Data including any occasion where you allowed your event badge to be scanned, to evaluate behavioral aspects by means of tracking during the relevant event. Quontum might process tracking data in the context of Quontum events for purposes of tracking attendance, determine the attendees’ interests in certain topics, and identify drivers for the attendees’ satisfaction and dissatisfaction to optimize planning and investments for future events. Any such use of information is based on the consent you grant.
- > Processing Special Categories of Personal Data: When you register for or request access to an event or seminar, Quontum may ask whether you require any accommodations because of your health or dietary restrictions. Any such use of information is based on the consent you grant. Kindly note that if you do not provide Quontum with information regarding what accommodations you require, Quontum will not be able to accommodate for it.
- > Photograph before or during the event: You may be asked to provide Quontum with your current photograph via e-mail or Quontum could ask to take a picture of you when you arrive at the event. By sending Quontum your photograph or allowing a photo of you to be taken, you acknowledge that Quontum will use your picture for the purposes described in this Privacy Statement.
- > Withdrawal of consent: You may withdraw your consent for Quontum to process your Personal Data as stated in this Privacy Statement at any time. Once you assert this right, Quontum will not process your Personal Data any longer unless legally required to do so. However, any withdrawal has no effect on past processing by Quontum up to the point in time of your withdrawal.
Sessions and Cookies:
Information gathered by cookies or similar technologies, and any use of such information, is further described in Quontum’ Cookie Statement. You can exercise your cookie preferences as outlined in Quontum’ Cookie Statement.
IP Address Collection: When a Quontum’ customer sends a survey to an individual, Quontum may collect IP addresses from survey respondents. The purpose of collecting this information is to prevent and protect against fraud and malicious activity, and to ensure the security of the website, app or cloud service of Quontum.
Subprocessor List: Quontum currently uses the subprocessors detailed here when delivering services to its customers.
