Privacy Policy
Effective date: [date of publication] · Version: 1.0 (test programme)
This policy explains what personal information Ndiribho collects, why, who it is shared with and your rights. Ndiribho is operated by [Company name], registration number [number], [registered address] ("Ndiribho", "we", "us"). Contact: support@ndiribho.com. Information Officer: [name].
1. What we collect
| Information | Examples | Why |
|---|---|---|
| Account details | Name, email address, password (stored hashed) | To create and secure your account |
| Your content | Questions, uploaded files, conversations, feedback ratings | To answer you, and to improve the service |
| Memories | Facts you share that Ndiribho saves, such as your role, organisation and countries | To personalise answers. You can view and delete them |
| Locations you give | Place names or coordinates for a site | To fetch solar, weather and map data |
| Support requests | Name, email, the problem you describe | To help you |
| Usage and technical data | Token usage, timestamps, IP address, browser type, error logs | To run, secure and bill the service and to prevent abuse |
We do not ask for and you should not share passwords for other services, identity numbers, bank details or health information.
2. How we use it
To provide and secure the service; to answer support requests; to measure usage against allowances; to fix errors and improve answers (for example by reviewing thumbs-down feedback); and to meet legal obligations. We do not sell personal information and we do not use it for advertising.
Legal bases: performing our contract with you, our legitimate interest in running and improving a secure service, your consent where required, and legal obligations.
3. Who processes it
| Recipient | Purpose | Location |
|---|---|---|
| Railway | Hosting of the application, database and file storage | EU (Netherlands) |
| AI model providers via our gateway (LiteLLM), currently Anthropic | Generating answers. Providers process prompts under contract and do not use API data to train their models by default | United States |
| OpenAI | Creating search indexes (embeddings) of verified documents and files you upload | United States |
| Resend | Sending account and support emails | EU / United States |
| Data services (PVGIS, NASA POWER, Open-Meteo, World Bank, OpenStreetMap, OpenAlex, Wikipedia, ExchangeRate-API, Our World in Data) | Answering data questions. They receive only the query, such as coordinates or a country code, not your identity | Various |
| Web search (self-hosted SearXNG with Keenable for fetching pages) | Current information. They receive the search terms only | Various |
Some recipients are outside your country. Where we transfer personal information across borders we rely on contracts and safeguards that provide protection comparable to the law that applies to you.
4. How long we keep it
Account data: while your account is open, then up to 90 days. Conversations, files and memories: until you delete them or close your account. Generated download links expire after 7 days. Support tickets: up to 2 years. Logs: up to 90 days. Test-programme data may be deleted when the programme ends; we will tell you first.
5. Your rights
Depending on where you live (including under South Africa's POPIA, Nigeria's NDPA, Kenya's Data Protection Act, Ghana's Data Protection Act and the EU/UK GDPR), you may ask to access, correct, delete or export your personal information, object to or restrict processing, and withdraw consent. Email support@ndiribho.com. We respond within 30 days. You may also complain to your data protection authority, e.g. South Africa's Information Regulator.
6. Security
Encryption in transit (HTTPS), hashed passwords, access controls, private file storage with expiring links, isolated code execution and limited staff access. No system is perfectly secure. If a breach affects you, we will notify you and the regulator as the law requires.
7. Children
Ndiribho is for people aged 18 and over. We do not knowingly collect information from children.
8. Changes
We will post changes here and, for significant changes, notify you by email or in the app.