Privacy Policy

Effective date: [date of approval] · Last updated: 28 October 2026

1. Who we are

Vanguard Materials Africa Limited is an authorised Hypak™ distributor based in Nairobi, Kenya. We are the data controller for personal data collected through this website. Registered address: 00100, Nairobi, Kenya.

2. Data we collect

Data you give us

• Enquiry and quotation forms: your name, email address, company, phone number, country, topic, product of interest, quantity, industry, delivery location and your requirements.
• Live chat: your name, email address, phone number, company and the content of your conversation with our chat assistant or team.
• Call bookings: your name, email address, phone number and the date and time you choose.
• WhatsApp, phone and email: your contact details and anything you tell us when you contact us directly.

Data collected automatically

• The page from which you sent an enquiry.
• Technical data such as your IP address, browser and device type, used for security and spam protection.
• With your consent, analytics data about how you use the website (see Cookies).

We do not ask for sensitive personal data. Please do not include health, financial or other sensitive information in your messages.

3. How we use your data

• To respond to your enquiry, prepare quotations, send samples and arrange calls.
• To manage our relationship with you as a customer or prospective customer, including records in our customer relationship management (CRM) system.
• To send you a confirmation that we received your enquiry.
• To keep the website secure and to block spam and abuse.
• With your consent, to understand how the website is used so we can improve it.
• To meet our legal, tax and regulatory obligations.

We do not sell your personal data, and we do not use it for automated decisions that have legal or similarly significant effects on you.

4. Lawful basis for processing

• Consent: when you submit a form or chat with us and agree to this policy, and for analytics cookies. You can withdraw consent at any time.
• Contract: where processing is needed to prepare a quotation or supply products you request.
• Legitimate interests: to run and secure our website and to follow up on business enquiries, provided this does not override your rights.
• Legal obligation: where we must keep records under Kenyan law.

5. Who we share your data with

We share personal data only with service providers that help us run our business, under agreements that require them to protect it:

We may also disclose data where required by law, a court order or a public authority, or to protect our rights and the safety of others.

6. Transfers outside Kenya

Some of our service providers store or process data outside Kenya. Where this happens, we rely on your consent or on appropriate safeguards such as contractual protections, and we transfer only the data needed for the purpose. You may ask us for details of the safeguards in place.

7. How long we keep your data

• Enquiries and chats that do not lead to business: up to [2] years after our last contact.
• Customer records: for as long as we have a business relationship, and then as long as required by Kenyan tax and accounting law.
• Analytics data: as set in our analytics settings, up to [14] months.

When data is no longer needed, we delete or anonymise it.

8. Security

We use reasonable technical and organisational measures to protect your data, including encrypted connections (HTTPS), access controls, a website firewall and regular backups. If a data breach is likely to put your rights at risk, we will notify the Office of the Data Protection Commissioner within 72 hours and inform you where required.

9. Your rights

Under the Data Protection Act, 2019, you have the right to:

• be informed of how your data is used;
• access the personal data we hold about you;
• object to the processing of all or part of your data;
• correct false or misleading data;
• delete false, misleading or unnecessary data;
• receive your data in a portable format; and
• withdraw your consent at any time.

To make a request, email info@vanguardmaterialsafrica.com. We may ask you to confirm your identity and will respond within the period set by law.

10. Children

Our website and products are intended for businesses. We do not knowingly collect personal data from children.

11. Cookies

We use cookies and similar technologies. Analytics cookies are used only with your consent. See our Cookie Policy for details and to change your choices.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

13. Contact us and complaints

If you are not satisfied with our response, you may complain to the Office of the Data Protection Commissioner at www.odpc.go.ke.