How it works
Data and privacy
What Data and privacy holds: your customers' requests under the Data Protection Act, 2019, the privacy notice they see, how long Kila keeps each kind of record, and closing the account.
Data and privacy gathers “Your records, your customers’ rights under the Data Protection Act, 2019, and how long Kila keeps what.” It is where an owner exports the business’s data and where customers’ requests about their own data are recorded.
Customer data requests
Link to this section: Customer data requests“Access, correction and erasure requests. Record them as they come in; each step is audited.” New request asks what the customer asked for (A copy of their data (access), Correct their details or Erase their personal data), which customer, and how and when they asked. Once it is recorded, Kila says: “Work through it from the request. Aim to answer within 7 days.”
The privacy notice
Link to this section: The privacy notice“What you tell customers about their data, as the Data Protection Act, 2019 requires.” Until you publish your own, it says Not published yet: customers see the Kila template. Edit the text and tap Publish notice: it shows in the customer portal and the online store footer, where you have them, and “checkout asks customers to confirm they have read it.”
How long Kila keeps what
Link to this section: How long Kila keeps whatThe Retention table says how long each kind of record is kept, and why:
| Records | Kept for |
|---|---|
| Sales, receipts, payments and the books | 7 years |
| eTIMS fiscal invoices and credit notes | 7 years |
| Hire-purchase and credit agreements | 7 years after settlement |
| Stock movements and counts | 7 years |
| Audit log and security events | 7 years |
| Customer contact details and marketing consent | Until the customer asks for erasure or stops buying for 3 years |
| Your data after you close the account | 90 days to export, then statutory records only |
Marketing consent lists the customers who agreed to offers: “Only these customers may receive offers by SMS or email.”
Exports and closing the account
Link to this section: Exports and closing the accountAn owner downloads everything with Export all business data: see Export all your business data.
Ask to close the account sends Kila a request; nothing changes when you ask. “Kila confirms with the owners before anything changes. You get a final export. Tax, sales and contract records stay as the law requires.” Kila asks why you are leaving and for the business’s name, typed out, to confirm.
The law says
The Data Protection Act, 2019 gives customers the rights these requests record: a copy of their data, a correction, and erasure. The Retention table gives the law behind each period: for sales and the books, “Tax Procedures Act and KRA record-keeping. Names are removed on erasure; amounts stay.”; for customer contact details, “Data Protection Act, 2019: data minimisation.”
- Export all your business data
- Find an action in the audit log: every export and request step is there.