Privacy policy

v-koba privacy notice Version 1.0 1. Who is responsible for your data Your VICOBA group ("the group") is the data controller for the membership, savings, loan and meeting records kept in v-koba. v-koba (the platform) is the data processor: it stores and processes those records on the group's instructions. The platform is the controller for its own administrator accounts, security logs and billing records. This notice explains how personal data is collected and used under the Personal Data Protection Act, 2022. 2. Data we collect - Identity and contact: name, phone number, optional email address, profile photo, group role and membership status. - Financial records: share units and contributions, payments and receipts, loans, guarantees, repayments, fines, dividends, sub-fund and cashbook entries, and bank transaction references matched to your payments. - Participation: meeting attendance, lateness and absence records. - Communications: in-app notifications, and delivery records (recipient, channel, status) for SMS, WhatsApp and email. - Technical: sign-in and security records, IP address, browser and session data, and error logs that may include the page you were on. We do not collect national ID numbers, dates of birth, bank account numbers or next-of-kin details in the current version. 3. Why we use it and the lawful basis - To run the group's books: contributions, shares, loans, guarantees, fines, dividends and statements (performance of your membership contract with the group). - To verify payments and reconcile bank transactions (performance of the contract and the group's legitimate interest in accurate books). - To send operational messages enabled by you or your group (performance of the contract; consent where a channel is optional). - To keep the platform secure, prevent fraud and investigate incidents (legitimate interest and legal obligations). - To meet audit, tax, cooperative and other legal requirements (legal obligation). Your group may apply rules for late penalties and loan reminders automatically. The rules are set by the group and can be reviewed by its committee. 4. Who we share it with - Your group's committee and members, according to their role and the access rules configured in the app. - Service providers that deliver messages or host the platform: SMS, WhatsApp and email gateways, hosting, storage and backup providers. - Auditors, and public authorities where the law requires it. We do not sell personal data. 5. Transfers outside Tanzania Some messaging or hosting providers may process data outside Tanzania. The group and the platform must ensure any transfer has a lawful basis and the safeguards required by the PDPA before enabling such a provider. Groups are encouraged to use providers established in Tanzania. 6. How long we keep it We keep membership records while you are a member. Financial and meeting records are kept after you leave for as long as needed for audit, dispute resolution and legal obligations. Security and delivery logs are kept only as long as needed to operate and secure the service. Profile photos are kept until you or an authorised officer removes them. 7. Your rights Under the PDPA you may ask to: - access the personal data we hold about you; - correct inaccurate data; - delete data that is no longer needed, subject to records the group must keep by law; - restrict or object to certain processing; - receive a portable copy of data you provided; - withdraw consent where processing relies on consent. Contact your group's Chairman, Secretary or Treasurer, or the platform at support@v-koba.vidivici.co.tz. We will respond within the time required by the PDPA. If you are not satisfied, you may complain to the Personal Data Protection Commission. 8. Security Passwords are hashed, tenant database credentials are encrypted, access is role-based and each group's records are kept in a separate database. We use access controls and backups to protect the data. No system is completely secure; report a suspected incident to the contacts above. 9. Cookies and sessions We use a session cookie to keep you signed in and to protect forms against cross-site request forgery. We do not use advertising trackers. 10. Children The service is for members aged 18 and over. Do not register a person under 18. 11. Changes We publish a new version when this notice changes. The version and effective date appear at the top of this page. Material changes will be notified in the app or by the group. 12. Contact Platform: support@v-koba.vidivici.co.tz Group: your Chairman, Secretary or Treasurer.