Privacy Policy

Adept Systems is a registered data processor and controller, and as such, is committed to protecting your privacy and personal data. This Privacy Notice outlines how Adept Systems collects, uses, processes, and protects your personal data, in compliance with the Data Protection Act, 2019 of Kenya.

Depending on the service, Adept Systems may act as a data controller, a data processor, or in limited cases, a joint controller.

Adept Systems acts as controller where we decide why and how personal data is used.

Adept System acts as a processor where we process personal data on the documented instructions of a third party such as a client.

If you have any privacy questions or want to exercise your rights, please contact us via:

Email: info@adeptsystems.co.ke
Telephone: +254 723 028383, +254 20 3744430
Address: PO Box 6416 – 00100, Nairobi, Kenya
Physical Address: 3rd Floor Western Heights, Karuna Road, Westlands

This notice applies to personal data collected and processed by Adept Systems through our website, forms, direct interactions, interviews, psychometric assessments, email, phone, referrals, client instructions, publicly available sources, and other third-party platforms that relate to our recruitment, HR, account management, analytics, communications, and related service activities.

Adept Systems may collect the following categories of personal data:

Identity and contact data: such as your name, username, title, nationality, date of birth, national ID or passport number, physical address, email address, and mobile phone number.

Account and profile data: including information that you provide when you create an account, build a profile, upload a CV, or apply for a role.

Recruitment and career data: including education history, job history, skills, qualifications, interview notes, references, salary expectations or salary related information where relevant and lawful, and any information you include in your CV or job application.

Assessment data: including psychometric test responses and results, technical or aptitude test results, and other assessment information used in recruitment or talent evaluation.

Verification and due diligence data: including identity-verification information, qualification checks, work-eligibility information, background check information, and fraud-prevention information where lawful and proportionate.

Communication data: such as enquiries, feedback, support requests, complaints, and correspondence with us.

Technical and usage data: such as IP address, device type, browser data, login data, cookie related information, and website or platform usage patterns.

Sensitive personal data: if and only where strictly necessary and lawful, such as criminal offence history. Adept Systems will only process sensitive personal data where Kenyan law permits, and where required, after obtaining explicit consent or relying on another lawful ground.

Adept Systems collects personal data directly from you, automatically when you use our website or services, and indirectly from other sources such as employers, clients, referees, recruitment partners, referrals, public sources, or other lawful third-party sources.

Adept Systems processes personal data to create and manage your account or profile and provide services. Depending on the context, the legal basis may be legitimate interests and where relevant, consent.

Adept Systems processes personal data to facilitate recruitment and related processes to receive, review, assess, shortlist, manage applications, conduct interviews, assessments, client submissions and candidate placement support. Depending on the circumstances, the legal basis may be legitimate interests and where relevant, consent.

Adept Systems processes personal data to conduct verification, reference, screening, and background check activities that are necessary and proportionate for the relevant role, placement, or service. Depending on context, the legal basis may be legitimate interests, contractual necessity, legal obligation, consent, or any other lawful basis.

Adept Systems may process personal data to communicate with you about applications, opportunities, service updates, support, customer care, security matters and other operational communications. The legal basis may be contractual necessity, legitimate interests, and legal obligation where applicable.

Adept Systems processes personal data to improve our website, services, systems, security, reporting, and analytics and to understand how our services are used. The legal basis may be legitimate interests and where required, consent.

Adept Systems processes personal data to comply with the law, respond to regulators, prevent fraud, protect rights, establish or defend claims, and enforce agreements. The legal basis may be legal obligation, legitimate interests, public interest where applicable, and legal claims.

Some personal data is mandatory because it is required to create your account, process your application, verify eligibility, enter or perform a contract, or comply with legal obligations. If you do not provide this data, we may be unable to provide the requested service, consider your application, continue with a recruitment process, or comply with law.

Other personal data is optional and will be identified as such where possible.

Adept Systems may share your personal data with employers and clients, service providers and processors, group or affiliated entities, regulators, law enforcement bodies, courts, professional advisers, and transaction counterparties such as merger or acquisition counterparties.

Where a third-party processes personal data on our behalf, we require them to protect the data, use it only for the agreed purpose, and apply appropriate confidentiality and security obligations.

Your personal data may be processed or stored outside Kenya where this is necessary for our services, client instructions, support operations or use of service providers. The countries or regions involved may include the European Economic Area (EEA) or other areas where data protection laws may differ.

Before transferring personal data outside Kenya, Adept Systems assesses the transfer and ensures that it is based on a lawful transfer mechanisms recognised under Kenyan law, such as appropriate safeguards in a written transfer arrangement, an adequacy decision, transfer necessity, or your explicit consent where required.

Where Adept Systems relies on your consent in the absence of adequacy or appropriate safeguards, we will tell you about the possible risks. You may contact us for more information about the safeguards relevant to your data.

These measures may include access controls, role-based permissions, encryption where appropriate, confidentiality obligations, secure system design, logging and monitoring, vendor due diligence, backup and recovery controls, security reviews, and staff training. Adept Systems also applies data protection by design and by default in our systems and processes.

If a personal data breach occurs Adept Systems will notify the Office of the Data Protection Commissioner and affected individuals within the applicable legal timelines.

Adept Systems retains your personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, regulatory, tax, accounting, or reporting requirements.

Subject to applicable law, you have the right to be informed, access your personal data, request rectification, request erasure, request restriction, object to certain processing, withdraw consent where consent is relied on, and request portability where applicable.

To exercise your rights, you may use our data subject request form, email us, or contact our office using the contact details above.

You can find and download the request form HERE.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data or to exercise any of your other rights.

Our services are designed for users aged eighteen (18) years and above. Adept Systems do not knowingly collect personal data from children under the age of 18 without parental or guardian consent. If we become aware that we have inadvertently collected personal data from a child, we will take steps to delete that information.

Adept Systems may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs.

We encourage you to review this Policy periodically to stay informed about how we are protecting your information.

If you have any questions or concerns about this Privacy Policy or our data processing practices, please contact us at:

Email: info@adeptsystems.co.ke
Tel: +254 20 3744430/ 3752568 Cell (switchboard): +254 723 028383
Address: PO Box 6416 – 00100, Nairobi, Kenya