Privacy Policy

Effective date: 3 June 2026 Last updated: 3 June 2026

1. Who we are

This Privacy Policy describes how Guardex (“we”, “us”, “our”) collects, uses, stores and protects personal data when you interact with our WhatsApp sales assistant (“Odin”) or our furniture sales service. We are a furniture business based in Nairobi, Kenya.

This Policy is intended to comply with the Kenya Data Protection Act, 2019 and with Meta Platforms’ WhatsApp Business Solution Terms.

2. Scope

This Policy applies when you:

• Send a message to our WhatsApp Business number;
• Place an order, request a quote, or enquire about our products through WhatsApp;
• Interact with our automated WhatsApp sales assistant, Odin;
• Visit any page on our website that links to this Policy.

It does not apply to third-party services we may link to, which are governed by their own privacy notices.

3. What data we collect

When you message us on WhatsApp we receive and process the following categories of personal data, as provided by you or by the Meta / WhatsApp platform:

• WhatsApp profile information — the display name you have set on WhatsApp and your WhatsApp phone number.
• Message content — the text, voice notes, images, documents and locations you send to us, and our replies to you.
• Conversation metadata — timestamps of messages, whether a message was read or delivered, and the language of your messages.
• Order and quote details — if you ask for a quote or place an order, the products discussed, agreed prices, delivery location and any delivery instructions you provide.
• Customer service notes — any notes our team makes against your conversation in order to help you (for example, “client prefers oak finish”).

We do not ask for, and we do not want to receive, sensitive personal data such as identity numbers, financial account credentials, or health information. Please do not send these to us via WhatsApp. If you do, we will delete them at the earliest opportunity.

4. Why we collect this data

We collect and process your personal data for the following purposes:

• To respond to your enquiry — answering questions about our products, prices, availability and delivery.
• To process and fulfil your order — preparing quotes, confirming orders, arranging delivery and following up after delivery.
• To provide customer service — handling complaints, warranty matters and after-sales support.
• To operate our WhatsApp sales assistant — passing your messages to our automated assistant (Odin) so it can generate a relevant reply, and escalating to a human team member when needed.
• To keep records of our dealings with you — maintaining a history of our conversations and your orders for accounting, audit and dispute-resolution purposes.
• To improve our service — analysing patterns (in aggregate, where possible) to improve product range, response quality and the assistant itself.

Our legal bases under the Kenya Data Protection Act, 2019 are: performance of a contract with you (or steps taken at your request before entering into a contract); compliance with a legal obligation; and our legitimate interests in running and improving the business, provided those interests do not override your rights.

5. Automated processing and AI

Replies to your WhatsApp messages may be generated, in whole or in part, by an artificial-intelligence assistant called Odin. Odin is not a human and will tell you so if you ask. A human team member is always available — you may ask to speak to a person at any time and we will arrange this. Odin’s replies are subject to human review where orders, pricing exceptions, complaints or other significant decisions are involved.

6. How we store your data

Your data is stored in the following systems:

• Meta / WhatsApp infrastructure, while your message is in transit and as required by WhatsApp’s own policies.
• Google Sheets, hosted by Google, where we maintain our customer, conversation and order records.
• An n8n workflow automation system, which orchestrates message handling between WhatsApp, Odin and our records.

These systems are protected by industry-standard security measures including access controls, encrypted transport (HTTPS / TLS) and restricted account access. Access is limited to authorised personnel who need it to do their jobs.

No method of electronic storage is perfectly secure, but we take reasonable steps to safeguard your data and we will notify you and the Office of the Data Protection Commissioner where required by law in the event of a notifiable data breach.

7. Who we share your data with

We do not sell your personal data. We do not share it with third parties for marketing purposes.

We share data only with:

• Service providers we rely on to operate the service — currently Meta Platforms Inc. (WhatsApp), Google LLC (Google Sheets), Anthropic PBC (the underlying AI model that powers Odin), and our workflow automation provider. These parties act as our processors and are bound by their own privacy obligations.
• Delivery partners, when we need to arrange delivery of furniture you have ordered. They receive only the information needed to complete the delivery (typically name, phone number, delivery address and order details).
• Professional advisors (such as accountants or lawyers) where strictly necessary, under duties of confidentiality.
• Authorities, where we are required to do so by law, court order or a lawful request from a regulator.

Some of these providers (for example Meta, Google and Anthropic) process data outside Kenya. Where this happens, we rely on the providers’ own safeguards and on the appropriate legal mechanisms permitted under the Kenya Data Protection Act, 2019.

8. How long we keep your data

We keep your personal data only for as long as we need it for the purposes set out in this Policy.

In practice:

• Active conversations and recent orders — kept for 24 months from your last interaction with us.
• Order, invoice and accounting records — kept for 7 years from the end of the relevant tax year, in line with Kenyan tax and accounting requirements.
• Records relating to complaints or disputes — kept until the matter is fully resolved and any applicable limitation period has expired.

After these periods, your data is deleted or anonymised so it can no longer be linked to you.

9. Your rights

Under the Kenya Data Protection Act, 2019 you have the right to:

• Be informed about how your personal data is being used;
• Access the personal data we hold about you;
• Ask us to correct inaccurate or incomplete data;
• Ask us to delete your personal data (the “right to be forgotten”), subject to legal exceptions such as our duty to keep accounting records;
• Object to or restrict certain types of processing;
• Withdraw any consent you have given, at any time (this will not affect the lawfulness of processing carried out before withdrawal);
• Lodge a complaint with the Office of the Data Protection Commissioner.

10. How to request deletion or exercise your rights

To request access, correction, deletion or any other action in respect of your personal data, contact us using the details in Section 11. Please:

• Tell us clearly what you would like us to do;
• Include the WhatsApp number you have used to contact us, so that we can locate your records;
• Allow us up to 30 days to respond (we will let you know if we need longer in complex cases).

You may also delete a single message you have sent us by deleting it within WhatsApp; however, this does not automatically remove the copy we may have already received and stored. To remove records on our side, please contact us.

We may need to verify your identity before acting on a request, to protect your data from unauthorised disclosure.

11. Contact us

For any privacy questions, complaints or requests:

• Email: guardexsafety@gmail.com
• WhatsApp: the same number you use to contact our sales assistant
• Postal address: 00100, Nairobi, Kenya

You also have the right to contact the Office of the Data Protection Commissioner of Kenya at https://www.odpc.go.ke.

12. Changes to this Policy

We may update this Policy from time to time to reflect changes in our service, in technology, or in the law. The “Last updated” date at the top of this Policy shows when it was last revised. Where changes are significant we will draw them to your attention via WhatsApp before they take effect.

This page is published at https://artivafurniture.com/privacy.