FAXFILO GLOBAL TRADE - privacy policy

Last Updated: September 2026

This Privacy Notice explains how Faxfilo Global Trade ("Faxfilo Global Trade," "we," "us," or "our") collects, uses, stores,

protects, and may share personal information when you interact with our services.

Faxfilo Global Trade is a Kenya-based global trade and export company dealing in products including fresh cut

flowers, coffee, tea, fresh and dried herbs, nuts, avocado, fruits, vegetables, and other agricultural products.

This Privacy Notice applies when you:

●Visit our website at https://www.faxfiloglobaltrade.co.ke or any website operated by us that links to

this Privacy Notice;

●Submit an inquiry, quotation request, contact form, or other information through our website;

●Communicate with us by email, telephone, WhatsApp, social media, or other communication

channels;

●Request information about our products or export services;

●Enter into a business relationship or transaction with us; or

●Participate in our marketing activities, events, or other business-related interactions.

If you do not agree with this Privacy Notice, please do not provide personal information to us unless doing so

is necessary for a legal, contractual, or business purpose.

If you have questions about this Privacy Notice, please contact us at:

Email:info@faxfiloglobaltrade.co.ke

1. INFORMATION WE COLLECT

We collect information that you voluntarily provide to us and certain information that may be automatically

collected when you use our website.

Information You Provide

Depending on how you interact with us, we may collect:

●Full name;

●Company or organization name;

●Job title or professional information;

●Email address;

●Telephone or WhatsApp number;

●Business or mailing address;

●Country and general location;

●Product or service interests;

●Information included in inquiries, quotation requests, or messages;

●Order and transaction information;

●Shipping or delivery information where required;

●Payment-related information where necessary to process a transaction;

●Information you provide when communicating with our staff; and

●Other information you voluntarily provide to us.

Please provide accurate and up-to-date information when submitting information through our website or

other communication channels.

Information Collected Automatically

When you visit our website, certain technical information may be collected automatically. This may include:

●IP address;

●Browser type;

●Device type;

●Operating system;

●Pages visited;

●Approximate location derived from technical information;

●Referring website;

●Date and time of visits;

●Website interaction information; and

●Other technical information is necessary to operate and secure the website.

We may use cookies, analytics tools, and similar technologies to help operate, secure, improve, and

understand the use of our website.

2. HOW WE USE YOUR INFORMATION

We use personal information only for legitimate business, operational, legal, and communication purposes.

Depending on your interaction with us, we may use your information to:

●Respond to inquiries and requests;

●Provide information about our products and export services;

●Prepare quotations and commercial proposals;

●Process and manage orders;

●Arrange deliveries, shipments, and related logistics;

●Communicate with customers, suppliers, and business partners;

●Provide customer support;

●Manage business relationships;

●Process or facilitate payments;

●Maintain business and transaction records;

●Improve our website, products, and services;

●Understand how visitors use our website;

●Monitor and protect the security of our website and systems;

●Detect and prevent fraud, misuse, or unauthorized activity;

●Send business or marketing communications where permitted by law;

●Comply with applicable laws and regulatory requirements;

●Establish, exercise, or defend legal rights; and

●Perform other purposes that are reasonably related to the purposes for which the information was

collected.

We will not use personal information for unrelated purposes without an appropriate legal basis or, where

required, your consent.

3. LEGAL BASIS FOR PROCESSING PERSONAL

INFORMATION

Where applicable, we process personal information based on one or more lawful grounds recognized by

applicable data protection laws.

These may include:

Consent

We may process your information when you have given us permission to do so for a specific purpose.

You may withdraw consent where applicable. Withdrawal of consent does not affect processing that was

lawful before the withdrawal.

Contractual Necessity

We may process information when it is necessary to provide products or services you have requested, enter

into a business relationship, fulfill an order, or perform contractual obligations.

Legal Obligations

We may process information where necessary to comply with applicable laws, regulations, court orders, tax

requirements, accounting requirements, regulatory requirements, or lawful requests from government

authorities.

Legitimate Business Interests

We may process information where reasonably necessary for legitimate business purposes, provided that

such processing does not unfairly override your privacy rights.

Examples may include maintaining business records, securing our systems, improving our services,

responding to business inquiries, and managing customer and supplier relationships.

Protection of Rights and Safety

We may process or disclose information where necessary to protect the rights, property, safety, or security of

Faxfilo Group, our customers, employees, suppliers, business partners, or other individuals.

4. HOW WE SHARE PERSONAL INFORMATION

We do not sell your personal information.

We may share personal information when reasonably necessary to operate our business, provide requested

services, complete transactions, or comply with legal obligations.

Depending on the circumstances, information may be shared with:

●Employees and authorized representatives of Filofax Group;

●Service providers who assist us with website hosting, technology, communications, analytics,

customer support, or other business functions;

●Payment service providers where required to process transactions;

●Shipping, freight, logistics, customs, or delivery providers where necessary to fulfill an order;

●Professional advisers such as accountants, auditors, lawyers, or consultants;

●Government authorities, regulators, courts, or law-enforcement agencies where legally required;

●Business partners involved in providing requested services; and

●A successor organization in connection with a merger, acquisition, restructuring, financing, sale of

assets, or similar business transaction.

Where appropriate, we seek to ensure that third parties handling personal information on our behalf are

subject to suitable confidentiality, security, and data protection obligations.

5. COOKIES AND TRACKING TECHNOLOGIES

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that can help websites remember preferences, maintain

functionality, understand website usage, and improve the user experience.

We may use cookies for purposes such as:

●Website functionality;

●Security;

●Remembering preferences;

●Website performance;

●Analytics;

●Understanding visitor activity; and

●Improving our services and website.

Some third-party services used on our website may also use cookies or similar technologies.

You can control or disable certain cookies through your browser settings. However, disabling cookies may

affect some website functionality.

6. GOOGLE ANALYTICS AND OTHER THIRD-PARTY

SERVICES

We may use analytics and other third-party technologies to understand how visitors interact with our website

and to improve our services.

For example, we may use Google Analytics or similar services to collect information about website traffic and

usage.

These third-party providers may process information according to their own privacy policies and terms.

Where appropriate, you can manage certain third-party tracking preferences through your browser or the

settings provided by the relevant service.

7. COMMUNICATIONS AND MARKETING

If you provide your contact information, we may use it to communicate with you about:

●Product inquiries;

●Quotations;

●Orders;

●Deliveries;

●Business relationships;

●Customer support;

●Company updates;

●Products and services; and

●Marketing or promotional information where permitted by applicable law.

You may opt out of marketing communications at any time by contacting us or using the unsubscribe option

included in an applicable marketing message.

Please note that even if you opt out of marketing communications, we may still send essential service-related

communications, such as information relating to an order, quotation, transaction, security matter, or business

relationship.

8. BUSINESS AND EXPORT TRANSACTIONS

Because Faxfilo Global Trade operates as an international trade and export business, certain information may be

required to facilitate commercial transactions.

Depending on the transaction, this may include:

●Customer or company identification details;

●Contact information;

●Product requirements;

●Quotation information;

●Purchase or order details;

●Shipping information;

●Delivery details;

●Import or export documentation;

●Customs-related information;

●Payment or invoicing information; and

●Information required by logistics providers, regulators, financial institutions, or other parties involved in

a transaction.

We use such information only as reasonably necessary to facilitate the relevant business transaction, comply

with applicable requirements, and maintain appropriate business records.

9. INTERNATIONAL DATA TRANSFERS

Because we serve customers and business partners internationally, your personal information may

sometimes be processed or accessed outside Kenya.

For example, information may be processed by technology providers, communication platforms, cloud service

providers, payment providers, logistics companies, or other business partners operating in other countries.

Where personal information is transferred internationally, we seek to use appropriate safeguards and comply

with applicable data protection requirements.

10. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purposes described in this

Privacy Notice.

The length of time we retain information may depend on:

●The nature of the information;

●The purpose for which it was collected;

●Whether we have an ongoing business relationship with you;

●Legal, accounting, tax, regulatory, or reporting requirements;

●The need to establish or defend legal claims; and

●Other legitimate business requirements.

When personal information is no longer reasonably required, we may securely delete, anonymize, or otherwise

dispose of it in accordance with our applicable policies and legal obligations.

11. DATA SECURITY

We take reasonable technical and organizational measures to protect personal information against

unauthorized access, loss, misuse, alteration, disclosure, or destruction.

Depending on the circumstances, security measures may include:

●Access controls;

●Password protection;

●Secure communication technologies;

●System monitoring;

●Restricted access to personal information;

●Staff confidentiality obligations; and

●Appropriate backup and security procedures.

However, no internet transmission, website, computer system, or electronic storage method can be

guaranteed to be completely secure.

You should therefore take reasonable precautions when communicating sensitive information online.

12. THIRD-PARTY WEBSITES AND SERVICES

Our website may contain links to third-party websites, platforms, applications, social media pages, payment

services, or other external services.

These third parties operate independently from Faxfilo Group and may have their own privacy policies and

terms.

We are not responsible for the privacy practices, security, content, or policies of third-party websites or

services.

We encourage you to review the privacy notice of any third-party service before providing personal

information to it.

13. ARTIFICIAL INTELLIGENCE AND AUTOMATED

TECHNOLOGIES

We may use artificial intelligence, automation, or other technology-based tools to support certain business

and website functions.

These tools may assist with activities such as:

●Customer communication;

●Website support;

●Content management;

●Business administration;

●Data organization;

●Customer service; and

●Other operational activities.

Where third-party AI or technology providers process information on our behalf, the information may be

processed according to the applicable provider's terms and privacy practices.

We will take reasonable steps to ensure that personal information processed through such services is handled

appropriately and in accordance with applicable data protection requirements.

We do not intend to use automated systems to make decisions that produce legal or similarly significant

effects on individuals without appropriate safeguards where such safeguards are required by law.

14. YOUR PRIVACY RIGHTS

Depending on your location and applicable data protection laws, you may have certain rights regarding your

personal information.

These rights may include the right to:

●Request access to personal information we hold about you;

●Request correction of inaccurate or incomplete information;

●Request deletion of personal information where legally applicable;

●Request restriction of certain processing;

●Object to certain processing;

●Withdraw consent where processing is based on consent;

●Request a copy of certain personal information;

●Exercise rights relating to direct marketing; and

●Lodge a complaint with the relevant data protection authority.

These rights are subject to applicable legal requirements and exceptions.

For individuals in Kenya, applicable rights may arise under Kenya's data protection framework, including the

Data Protection Act, 2019, and related regulations and guidance.

15. HOW TO EXERCISE YOUR RIGHTS

To request access, correction, deletion, or other action concerning your personal information, please contact

us using the details below.

Email:info@faxfiloglobaltrade.co.ke

When making a request, please provide enough information for us to understand and verify your request.

For security reasons, we may need to verify your identity before fulfilling certain requests.

We will consider and respond to valid requests within the timeframe required by applicable law.

16. CHILDREN'S PRIVACY

Our services are primarily intended for businesses, customers, suppliers, and other persons involved in

commercial or professional activities.

We do not knowingly collect personal information from children for marketing or commercial purposes.

If you believe that a child has provided personal information to us without appropriate authorization, please

17. DO-NOT-TRACK SIGNALS

Some web browsers provide a "Do Not Track" setting.

Because there is currently no universally accepted technical standard for responding to all Do Not Track

signals, our website may not respond to such signals in every circumstance.

You can manage cookies and certain tracking technologies through your browser settings and, where

available, our website privacy controls.

18. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time to reflect changes in:

●Our services;

●Our business operations;

●Technology;

●Applicable laws and regulations; or

●Our privacy practices.

When we make significant changes, we may update the "Last Updated" date at the top of this Privacy Notice

and, where appropriate, provide additional notice.

We encourage you to review this Privacy Notice periodically.

19. CONTACT US

If you have questions, concerns, complaints, or requests relating to this Privacy Notice or the way we handle

personal information, please contact us.

Faxfilo Global Trade

Kenya

Email:info@faxfiloglobaltrade.co.ke

Website:https://www.faxfiloglobaltrade.co.ke

We will review privacy-related inquiries and respond in accordance with applicable data protection

requirements.

20. DATA PROTECTION COMPLAINTS

If you believe your personal information has been handled improperly, we encourage you to contact Faxfilo

Global Trade first so that we can review and address your concern.

You may also have the right to lodge a complaint with the relevant data protection authority in your country or

jurisdiction.

For individuals in Kenya, the relevant supervisory authority is the Office of the Data Protection Commissioner

(ODPC).

21. YOUR ACKNOWLEDGEMENT

By using our website or voluntarily providing personal information to Faxfilo Global Trade , you acknowledge that you

have had an opportunity to review this Privacy Notice.

Where applicable law requires consent for a particular processing activity, we will seek the appropriate

consent before carrying out that activity.

This Privacy Notice does not limit any rights you may have under applicable data protection laws.

Last Updated: September 2026

Faxfilo Global Trade

Kenya