Privacy Policy

This policy explains how Veridian Digital Solutions Limited, a software company based in Kampala, Uganda, collects, uses, stores and protects your personal information when you use our website at veridian.co.ug, our products Duka360 and SIM, or contact us through any channel.

We take your privacy seriously and handle all data in accordance with applicable Ugandan data protection principles and recognised international data protection standards.

01. Who We Are

Veridian Digital Solutions Limited is a software company based in Kampala, Uganda. We build AI-powered inventory management, sales tracking and stock reconciliation systems for Ugandan businesses.

Data Controller: Timothy Kavuma, Founder and Director
Email: t.kavuma@veridian.co.ug
WhatsApp: +256 752 172 311
Website: veridian.co.ug

02. What Information We Collect

When you submit a form on our website, we collect:

• Full name and business name
• WhatsApp number and/or email address
• The product or service you are interested in
• Any message or description you choose to provide
• Basic technical data: your IP address (for security and spam prevention), browser type, and the time of submission

When you use Duka360 or SIM as a client, we collect:

• Business data you enter into the system (stock records, sales transactions, staff information)
• ERP credentials required to connect SIM to your system (encrypted and stored securely)
• Usage data to improve performance and support

We do not collect payment card details, national ID numbers, or any information we do not need to serve you.

03. How We Use Your Information

• To follow up on your enquiry. We call or message you to schedule your free business audit.
• To manage our client relationship. Your contact details are stored in our CRM (HubSpot, EU-hosted) to track communication and support requests.
• To send relevant information. Updates about our products, new features, or resources relevant to your business. You can opt out at any time.
• To deliver our services. Duka360 and SIM use your business data solely to provide the system functionality you have subscribed to.
• To improve our systems. Anonymised, aggregated usage patterns help us identify and fix issues.
• For security. IP addresses and submission timestamps are used to detect and block spam and abuse.

We do not sell, rent, or share your personal information with third parties for marketing purposes.

04. Where Your Data Is Stored

Your contact information is stored in HubSpot CRM, which is hosted in the European Union and operates under GDPR-compliant data protection standards.

Automated email responses are sent via Brevo (EU-based transactional email service). Booking requests are managed through Calendly.

SIM client credentials are encrypted and stored on a hardened DigitalOcean VPS server located in Frankfurt, Germany. Access is protected by SSH key authentication, firewall rules, and intrusion detection systems.

No personal data is stored on devices outside these controlled infrastructure environments.

05. How Long We Keep Your Data

• Enquiry data (non-clients): Retained for up to 24 months in our CRM. If you ask us to delete it sooner, we will.
• Active client data: Retained for the duration of your subscription plus 12 months after termination, to allow for audit, dispute resolution, and data export requests.
• Security logs: Retained for up to 90 days, then automatically purged.

06. Cookies and Tracking

Our website at veridian.co.ug does not use tracking cookies or third-party analytics scripts. We do not use Google Analytics, Facebook Pixel, or any behavioural advertising tools on the public site.

Cloudflare (our hosting and security provider) may set a technical cookie (__cf_bm) for bot detection purposes. This cookie does not identify you personally and expires at the end of your session.

07. Your Rights

You have the right to:

• Access. Request a copy of the personal information we hold about you.
• Correct. Ask us to update any inaccurate or incomplete information.
• Delete. Ask us to erase your personal data, subject to legal obligations.
• Opt out. Unsubscribe from any communication we send you at any time.
• Portability. Request your data in a portable format, for active clients.

To exercise any of these rights, contact us at t.kavuma@veridian.co.ug or WhatsApp +256 752 172 311. We will respond within 5 business days.

08. Third-Party Services We Use

The following third-party services process data on our behalf. Each has its own privacy policy:

• HubSpot. CRM and contact management. hubspot.com/privacy
• Brevo. Transactional email delivery. brevo.com/privacy
• Cloudflare. Website hosting, DDoS protection, and CDN. cloudflare.com/privacy
• DigitalOcean. Cloud infrastructure for SIM and automation. digitalocean.com/privacy
• Anthropic. AI API powering lead qualification and SIM intelligence. anthropic.com/privacy
• Calendly. Meeting scheduling. calendly.com/privacy

We do not share your data with any service not listed here without your explicit consent.

09. Security

We take appropriate technical and organisational measures to protect your data:

• All website traffic is encrypted via HTTPS (TLS)
• Our server infrastructure is protected by SSH key authentication, UFW firewall, Fail2ban intrusion detection, and rate limiting
• Client ERP credentials stored in SIM are encrypted at rest using industry-standard encryption
• Access to production systems is restricted to authorised personnel only

No system is completely risk-free. If you believe your data has been compromised, please notify us immediately at t.kavuma@veridian.co.ug.

10. Changes to This Policy

We may update this policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Significant changes will be communicated to active clients via email.

Your continued use of our website or services after a policy update constitutes acceptance of the revised terms.