Privacy Policy
Last updated: 25th February 2026
1. Introduction
This Privacy Policy explains how Reduzer Technologies Limited ("Reduzer", "we", "us", or "our") collects, uses, shares, and protects your personal data when you use our online platforms.
We are committed to protecting your privacy in accordance with the Kenya Data Protection Act, 2019 and other applicable data protection laws.
By using our Platforms, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal data as described herein.
2. Scope of This Policy
This Privacy Policy applies to the Marketing Website, the Scoping Platform (SaaS tool for project scoping), the Jobs Platform (where candidates apply for positions at Reduzer), and our authentication services.
This Privacy Policy governs data collected through our online Platforms. If you engage Reduzer for commercial services such as talent outsourcing or software development, additional data processing terms may be specified in your Commercial Services Agreement.
For Users located outside Kenya, this Policy applies equally. By using our Platforms, you consent to the data practices described herein, including international data transfers as specified in Section 13.
3. Data Controller
Reduzer Technologies Limited is the data controller responsible for your personal data under the Kenya Data Protection Act, 2019.
For any data protection inquiries, requests to exercise your rights, or complaints, please contact us using the details above.
4. Definitions
In this Privacy Policy, the following terms shall have the meanings ascribed below.
- "Personal Data" means any information relating to an identified or identifiable natural person.
- "Processing" means any operation performed on personal data, including collection, storage, use, disclosure, and deletion.
- "Candidate" means an individual who creates an account on the Jobs Platform to seek employment opportunities at Reduzer.
- "Data Subject" means the individual whose personal data is being processed.
- "Platforms" means collectively the Marketing Website, Scoping Platform, and Jobs Platform.
5. Information We Collect
We collect different categories of personal data depending on how you interact with our Platforms.
Marketing Website
We collect contact information such as name, email address, and phone number, as well as company information including company name, role, and industry. We also collect communication records and correspondence, and website usage data such as pages visited, time spent, and referral source.
Scoping Platform
We collect account information including name, email, and profile details, authentication data via SSO, project scope data, requirements, and documents you create, files and documents you upload for AI analysis, payment and billing information, usage patterns, activity logs, and feature interactions, AI interaction data such as prompts, queries, and generated outputs, and team collaboration data and guest sharing activity.
Jobs Platform - Candidates
We collect profile information such as name, email, phone, location, and photo, professional information including resume, work history, skills, education, and certifications, assessment responses, scores, and completion data, interview recordings and notes, anti-cheat and integrity monitoring data including browser activity, tab switches, session recordings, and behavioral patterns, application history and status, and AI-generated screening summaries and evaluations.
5.1 Automatically Collected Data
We automatically collect certain information when you use our Platforms, including IP address and approximate location, browser type and version, device information and operating system, access times and dates, pages viewed and actions taken, and referring website or source.
6. Lawful Basis for Processing
Under the Kenya Data Protection Act, 2019, we process your personal data based on the following lawful grounds:
Where processing is based on consent, you have the right to withdraw consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.
7. How We Use Your Information
We use your personal data for the following purposes.
7.1 Service Delivery
We use your data for creating and managing your account across our Platforms via SSO, processing payments and managing subscriptions, providing AI-powered features such as scope analysis and candidate screening, generating PDF documents and reports, enabling team collaboration and guest sharing, and facilitating job applications and recruitment processes.
7.2 Communication
We use your data for responding to your inquiries and support requests, sending service-related notifications and updates, and notifying you of changes to our Terms or Privacy Policy.
7.3 Security and Integrity
We use your data for monitoring platform security and preventing fraud, ensuring assessment integrity through anti-cheat systems, verifying user identities and preventing unauthorized access, and bot protection via security verification services.
7.4 Legal and Compliance
We use your data for complying with applicable laws and regulations, responding to legal requests and protecting our rights, and maintaining records as required by Kenyan law.
8. AI Processing and Automated Decision-Making
Our Platforms use artificial intelligence provided by third-party AI service providers. By using AI-powered features, you expressly consent to the processing of your data through these AI systems, including transfer of data to servers that may be located outside Kenya.
8.1 Scoping Platform AI
On the Scoping Platform, we use AI service providers to analyze project requirements from uploaded documents, extract scope elements and generate structured documentation, and provide recommendations and suggestions. Your project content is sent to AI providers for analysis, and AI providers may retain data according to their own policies.
8.2 Jobs Platform AI
On the Jobs Platform, we use AI service providers to analyze resumes and candidate profiles, generate candidate screening summaries for Reduzer's recruitment team, evaluate assessment responses, and match candidates to job requirements.
8.3 No Fully Automated Decisions
AI-assisted analysis is used to support human decision-making, not replace it. No fully automated decisions with significant legal or similar effects are made without human review. Reduzer's hiring managers retain final authority over all hiring decisions.
8.4 Right to Human Review
You have the right to request human review of any AI-assisted recommendation or evaluation that significantly affects you. Contact us at [email protected] to request review.
8.5 AI Consent
By using AI-powered features on our Platforms, you expressly consent to processing of your data through AI systems operated by our AI service providers, transfer of relevant data to servers that may be located outside Kenya, and use of AI-generated insights for service delivery and improvement.
9. Assessment and Interview Monitoring
When you participate in assessments or interviews on the Jobs Platform, we employ integrity monitoring systems. By commencing an assessment or interview, you expressly consent to such monitoring.
9.1 What We Monitor
During assessments and interviews, we may collect browser activity and tab switch events, window focus and blur events, session recordings, webcam footage during video interviews, response timing patterns, copy-paste activity, and behavioral anomalies.
9.2 Purpose of Monitoring
This data is collected to ensure fair assessment conditions for all candidates, detect potential cheating or use of unauthorized assistance, maintain the integrity and value of assessment results, and provide accurate information to Reduzer's recruitment team about assessment conditions.
9.3 Consent Mechanism
Before beginning any assessment or interview with monitoring, you will be informed of the monitoring measures in place and must acknowledge and consent to monitoring to proceed. You may decline, but this will prevent you from completing the assessment.
9.4 Data Usage
Monitoring data and any detected integrity concerns are used by Reduzer's recruitment team to evaluate candidates fairly and maintain assessment integrity.
10. Candidate Data Processing and Consent
By creating a profile and applying for jobs on the Jobs Platform, you expressly consent to Reduzer processing your profile, resume, assessment results, and generating AI-powered screening summaries for use in Reduzer's recruitment process.
10.1 What Is Processed
When you apply for a job, Reduzer processes your profile information and contact details, your resume and professional history, assessment scores and responses, AI-generated screening summaries and recommendations, integrity monitoring results and any flagged concerns, and interview recordings where applicable.
10.2 How Your Data Is Used
Reduzer uses your data solely for legitimate recruitment purposes to evaluate your candidacy for positions at Reduzer. Your data is processed in compliance with applicable data protection laws, is not shared with unauthorized third parties, and is retained only as long as necessary for recruitment purposes.
10.3 Withdrawing Consent
You may withdraw consent to data processing at any time by deleting your profile from the Jobs Platform or contacting us at [email protected]. Withdrawal of consent will prevent future processing but does not affect processing that occurred before withdrawal.
12. Third-Party Services
We use third-party services to provide Platform functionality.
Each third-party service operates under its own privacy policy. By using our Platforms, you consent to the sharing of necessary data with these providers as described above.
We require our service providers to implement appropriate security measures and process your data only for the purposes we specify. You may contact us at [email protected] to request a current list of our specific service providers.
13. International Data Transfers
Some of our third-party service providers are located outside Kenya. By using features that involve these services, you expressly consent to the transfer of relevant data internationally for processing.
13.1 Services Involving International Transfers
Certain services involve transfer of data outside Kenya, including AI service providers, error monitoring and analytics providers, security verification services, and payment processors.
13.2 Safeguards
When we transfer personal data internationally, we ensure appropriate safeguards as required by the Kenya Data Protection Act, 2019, including contractual clauses with service providers requiring data protection, verification that recipients maintain adequate security measures, and limiting data transfers to what is necessary for service delivery.
13.3 Consent to Transfers
By using features that involve international transfers (particularly AI-powered features), you expressly consent to such transfers.
If you do not consent to international data transfers, you may not be able to use certain features of our Platforms, including AI-powered analysis and screening features.
14. Data Retention
We retain your personal data only as long as necessary for the purposes described in this Policy, or as required by law:
After the retention period, we will securely delete or anonymize your data unless retention is required by law or for the establishment, exercise, or defense of legal claims.
15. Your Rights Under Kenya Data Protection Act
Under the Kenya Data Protection Act, 2019, you have the following rights regarding your personal data.
- Right of access allows you to request confirmation of whether we process your data and obtain a copy of your personal data.
- Right to rectification allows you to request correction of inaccurate or incomplete personal data.
- Right to erasure allows you to request deletion of your personal data in certain circumstances, such as when data is no longer necessary or you withdraw consent.
- Right to restriction allows you to request limitation of processing in certain circumstances.
- Right to data portability allows you to receive your personal data in a structured, commonly used, machine-readable format.
- Right to object allows you to object to processing based on legitimate interests or for direct marketing purposes.
- Right to withdraw consent allows you to withdraw consent at any time where processing is based on consent.
- Right to human review allows you to request human review of automated decisions that significantly affect you.
Exercising Your Rights
To exercise any of these rights, contact us at [email protected].
We will respond to your request within 30 days. We may request verification of your identity before processing your request.
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya.
To exercise any of these rights, contact us at [email protected].
We will respond to your request within 30 days. We may request verification of your identity before processing your request.
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya.
16. Data Security
We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encryption for data in transit and at rest, secure authentication via SSO with industry-standard protocols, role-based access controls limiting data access to authorized personnel, security monitoring and error tracking, token-based sharing with configurable expiration, confidentiality agreements with team members and contractors, and secure development practices with regular security reviews.
While we implement robust security measures, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.
17. Data Breach Notification
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Office of the Data Protection Commissioner of Kenya within 72 hours of becoming aware of the breach, as required by the Kenya Data Protection Act, 2019. We will notify affected individuals without undue delay if the breach is likely to result in a high risk to their rights and freedoms. Notification will include the nature of the breach, likely consequences, and measures taken or proposed to address it.
19. Children's Privacy
Our Platforms are not intended for individuals under 18 years of age. We do not knowingly collect personal data from children.
If we become aware that we have collected personal data from a child without appropriate parental consent, we will take steps to delete that information promptly. If you believe we have collected data from a child, please contact us at [email protected].
20. Cross-Platform Data Use
If you use multiple Reduzer Platforms with the same account, we may use data across Platforms to provide integrated authentication via SSO, maintain consistent account settings and preferences, ensure security and prevent fraud across Platforms, and improve your overall experience.
By creating an account and using our SSO system, you consent to this cross-platform data use.
You may request separate treatment of data across Platforms by contacting us, though this may limit certain functionality.
21. Service Improvement and Analytics
We use data to improve our Platforms and Services.
21.1 How We Improve Services
We improve services by analyzing usage patterns to identify areas for improvement, using aggregated and anonymized data to understand user behavior, training and improving our AI systems using anonymized interaction data, and identifying and fixing bugs and errors via our error monitoring services.
21.2 Anonymization
For service improvement purposes, we anonymize data so it cannot be linked back to individual users. Anonymized data is not subject to data protection restrictions.
21.3 Opting Out
You may opt out of non-essential analytics by contacting us. This will not affect the core functionality of the Platforms.
22. Updates to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors.
We will notify you of material changes by posting the updated Policy on our Platforms, updating the "Last updated" date at the top of this page, and for material changes, sending notification to your registered email address.
Your continued use of our Platforms after such updates constitutes acceptance of the revised Policy. If you do not agree to the updated Policy, you must stop using our Platforms.
23. Contact Us
For questions about this Privacy Policy, to exercise your data protection rights, or to lodge a complaint, please contact us.
You also have the right to lodge a complaint with the Office of the Data Protection Commissioner of Kenya if you believe your data protection rights have been violated.