Privacy Policy

ProAxis Recruitment Agency ("ProAxis", "we", "us", "our") is committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, disclose and protect your information when you engage our services, visit our website at proaxis.co.ke or use our portal at app.proaxis.co.ke.

We process personal data in compliance with the Kenya Data Protection Act, 2019 (No. 24 of 2019) and the Data Protection (General) Regulations, 2021. ProAxis is registered as a data controller with the Office of the Data Protection Commissioner (ODPC).

1. Information We Collect

We may collect the following categories of personal data:

From Candidates

• Full name, contact details (email, phone, address)
• CV, work history, qualifications and professional certificates
• National identification number or passport details
• References and referee contact details
• Medical information where required for specific placements (with consent)
• Police clearance documentation where required
• Bank account details for salary remittance
• Profile photographs and video interview recordings (where applicable)

From Clients (Employers / Organisations)

• Organisation name, registration details and address
• Contact persons' names, email addresses and phone numbers
• Vacancy and job requirement information
• Billing and payment information

From Website Visitors

• IP address, browser type and operating system
• Pages visited, time spent and referring URLs
• Information submitted through contact forms
• Cookie data (see Section 8)

2. How We Use Your Information

We use the personal data we collect for the following purposes:

• To process candidate registrations and match candidates to suitable vacancies.
• To conduct screening, assessments, background checks and credential verification.
• To coordinate interviews, travel, medical testing and visa applications.
• To provide payroll administration and statutory compliance support.
• To deliver HRM consultancy and performance management services.
• To communicate with you about your application, engagement or enquiry.
• To fulfil our contractual obligations to Clients and Candidates.
• To comply with legal, regulatory and compliance obligations.
• To improve our website, Portal and service delivery.

We do not use your personal data for automated decision-making or profiling without your knowledge and consent.

3. Legal Basis for Processing

Under the Kenya Data Protection Act, 2019, we process your data on the following lawful bases:

• Consent — where you have expressly agreed to the processing, such as registration on our Portal.
• Contract — where processing is necessary to fulfil our service obligations to you.
• Legal obligation — where we are required to process data to comply with applicable laws or regulations.
• Legitimate interests — where processing is necessary for our legitimate business interests, provided these do not override your rights.

4. Data Sharing

We may share your personal data with:

• Prospective employers — candidate CVs, assessments and evaluation reports shared with Clients for the purposes of a specific vacancy (with candidate consent).
• Service providers — including our GAMCA-approved medical facility partner, background screening providers and payroll systems, who process data on our behalf under data processing agreements.
• Government and regulatory bodies — where required by law, court order or regulatory requirement.
• Immigration authorities — where required to facilitate visa applications or work permits for international placements.

We do not sell, rent or trade your personal data to third parties for marketing purposes.

5. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected and to comply with our legal obligations. In practice:

• Candidate profiles are retained for up to five (5) years from last contact or last placement, after which they are securely deleted or anonymised.
• Client engagement records and financial data are retained for seven (7) years in compliance with the Kenya Revenue Authority requirements.
• Website enquiry data is retained for two (2) years unless converted into an active engagement.

You may request deletion of your data at any time, subject to our legal obligations to retain certain records.

6. Data Security

ProAxis implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These include access controls, encrypted data transmission and regular security reviews.

While we take data security seriously, no method of electronic storage or transmission is completely secure. We encourage you to contact us immediately if you believe your account or personal data has been compromised.

7. Your Rights

Under the Kenya Data Protection Act, 2019, you have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to request correction of inaccurate or incomplete data.
• Right to erasure — to request deletion of your personal data, subject to legal obligations.
• Right to object — to object to the processing of your data on grounds of legitimate interest.
• Right to restrict processing — to request a temporary halt to processing while a complaint is being resolved.
• Right to data portability — to receive your data in a portable format where technically feasible.
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at info@proaxis.co.ke. We will respond within 30 days as required under the Act. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC).

8. Cookies

Our website uses cookies — small text files stored on your device — to support website functionality, remember your preferences and collect anonymised usage analytics. We use the following types of cookies:

• Strictly necessary cookies — required for the website and Portal to function and cannot be disabled.
• Analytics cookies — help us understand how visitors interact with our site so we can improve the experience. Data is anonymised.
• Session cookies — maintain your session when logged into the Portal and are deleted when you close your browser.

You can control or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality of our website and Portal.

9. International Data Transfers

In the course of providing recruitment services to international employers, it may be necessary to transfer candidate data to recipients outside Kenya. We take steps to ensure that any such transfers are made in compliance with the Kenya Data Protection Act, 2019, including through the use of appropriate safeguards or ensuring the receiving country provides an adequate level of data protection.

10. Third-Party Links

Our website may contain links to third-party websites. ProAxis is not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policies of any external sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or applicable law. We will post the updated policy on this page with a revised date. We encourage you to review this policy periodically. Continued use of our services following any update constitutes acceptance of the revised policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data handling practices, please contact our Data Protection Officer: