Privacy policy
How Pro.Chefs collects, uses and protects your personal information, in line with Kenya’s Data Protection Act, 2019. It sits alongside our Booking terms.
Last updated [date] · Version 1.0
The short version
- We collect only what we need to quote for and deliver your booking.
- Allergy and dietary details are handled with extra care, and only with your consent.
- We never sell your information.
- We send marketing only if you agree, and you can stop it at any time.
- You can ask to see, correct or delete your information.
- Questions go to privacy@prochefs.co.ke.
This summary helps you read the policy. The full policy below is what applies.
1. Who we are
1.1 Pro.Chefs Company Limited, a private limited company registered in Kenya, decides how your personal information is used. Under the Data Protection Act, 2019, we are the data controller.
1.2 For anything about your information, write to privacy@prochefs.co.ke or call +254 746 508 421.
2. What we collect
2.1 Contact details: your name, phone number, email address and, for business clients, your organisation and role.
2.2 Booking details: the date, address, guest numbers, kitchen access and equipment on site, and the menu you choose.
2.3 Allergy and dietary details for you and the people we cook for. Some of this is health information, which the law treats as sensitive. Section 4 explains how we handle it.
2.4 Payment records: what you paid, when and how. We do not store card details.
2.5 Messages you send us by email, phone, WhatsApp or our website forms, and any feedback you give.
2.6 Website information, as set out in section 12.
3. Why we use it
3.1 We use your information only for clear purposes, each with a lawful basis:
| Purpose | Lawful basis |
|---|---|
| Quoting for, planning and delivering your booking | Performing our agreement with you |
| Planning food around allergies and diets | Your explicit consent |
| Invoicing, tax and business records | Our legal obligations |
| Handling feedback and improving our service | Our legitimate interests |
| Sending news and offers | Your consent |
| Naming business clients in our marketing | Your agreement under our Booking terms (section 13) |
4. Allergy and dietary details
4.1 We ask for these details so we can cook safely for everyone. We ask for your consent when you give them to us.
4.2 Only the people planning and cooking your booking see them, and we keep them separate from your other information where we can.
4.3 You can withdraw your consent at any time. We may then be unable to cater safely for the people concerned, and will tell you if so.
5. Your guests’ information
5.1 When you share details about your guests or household, such as their allergies, please make sure they know and agree. We use their details only for your booking.
6. Who we share it with
6.1 We never sell your information. We share it only as far as each purpose needs:
- our chefs and staff working on your booking, who are bound by confidentiality;
- suppliers we use for your booking, such as equipment hire, who receive only what they need, such as a delivery address;
- the services we run our business on, such as email, cloud storage and accounting software;
- authorities, where the law requires it.
7. Information stored outside Kenya
7.1 Some of the services we use, such as email and cloud storage, keep information on servers outside Kenya. We use providers with appropriate safeguards in place, as the Data Protection Act, 2019 requires.
7.2 Allergy and dietary details are stored outside Kenya only with your consent, which we ask for when you give them to us.
8. How long we keep it
| Information | Kept for |
|---|---|
| Invoices, payment and tax records | At least 5 years, as tax law requires, and longer to the extent the Data Protection Act, 2019 and other Kenyan laws allow, such as for audits or disputes |
| Booking details and messages | 2 years after your last booking |
| Allergy and dietary details | 12 months after your last booking, or while your Meal Prep booking continues |
| Marketing preferences | Until you unsubscribe |
8.1 After that, we delete the information or make it anonymous. Our business accounts and financial statements, which do not identify individual clients, are kept permanently.
9. How we protect it
9.1 Access to your information is limited to the people who need it, and our accounts are protected by passwords and two-step sign-in.
9.2 If a breach puts your information at risk, we notify the Data Protection Commissioner within 72 hours and tell you as soon as practical, as the law requires.
10. Marketing
10.1 We send news and offers only if you have agreed to receive them. Every message tells you how to stop them, and you can also reply or write to us at any time.
10.2 Allergy and dietary details are never used for marketing.
11. Photographs
11.1 We photograph and film our food, preparation and set-up for our marketing, keeping out anything that identifies you, your guests or your home. We may mention the general area, such as “a dinner in Karen”, but never an estate, building, street or anything else that would identify you or where you live. We photograph people only with permission, name individual clients only with their written consent, and take no photographs at all if you ask us not to, as our Booking terms set out.
12. Our website and cookies
12.1 Our website uses cookies needed for it to work, such as remembering your progress through the booking form.
12.2 With your consent, we also use analytics cookies to see how visitors use the site, so we can improve it. You can change your choice at any time in your browser or through our cookie settings.
13. Your rights
13.1 Under the Data Protection Act, 2019, you have the right to:
- be told how your information is used, as this policy does;
- see the information we hold about you;
- have inaccurate information corrected;
- have information deleted, where we no longer need to keep it;
- object to, or ask us to limit, how we use it;
- withdraw consent you have given;
- receive your information in a format you can take elsewhere.
13.2 To use any of these rights, write to privacy@prochefs.co.ke. We may ask you to confirm who you are, and we reply within the time the law sets.
13.3 If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Office of the Data Protection Commissioner at odpc.go.ke.
14. Children
14.1 Bookings are made by adults. Where a booking includes children, such as a family event, we use details a parent or guardian gives us, such as a child’s allergies, only to cook safely for that booking.
15. Changes to this policy
15.1 We may update this policy. The latest version is always on this page, with the date it was last updated.