Last updated: October 29, 2024

We crafted this Privacy Policy because we value your personal data.
It explains what we collect, why we collect it, how we use and share it, and the choices you have.

1) Who we are

Instant Ventures Limited. (“Instant Ventures”, “we”, “us”, or “our”) is a technology solutions provider for professional Audio-Visual (AV), Unified Communications & Collaboration, and ICT infrastructure. This Privacy Policy covers our products, solutions, professional services, and all websites we operate (including ivuganda.com) (collectively, the “Services”).

This Privacy Policy applies to customers, prospective customers, end users, website visitors, suppliers, partners, job applicants, and any other individuals whose personal data we process.

2) Definitions

  • Personal Data means any information about an identified or identifiable natural person (as defined under the EU GDPR and Uganda’s Data Protection and Privacy Act, 2019 and Data Protection and Privacy Regulations, 2021).
  • Non-Personal Data is information that does not identify an individual (e.g., aggregated statistics).

This Policy governs how we collect, use, disclose, transfer, and retain Personal Data. Non-Personal Data is not subject to the same restrictions.

3) Data we collect

We collect and process only what we need to deliver our Services and run our business. Depending on your relationship with us, this may include:

  • Identity & contact data: name, email, phone, address, company, role/title.
  • Commercial & contract data: project details, proposals, orders, invoices, payment status. (Note: if you pay online, your payment is processed by a secure third-party processor; we do not store full card details.)
  • Financial data (B2B): billing details, tax numbers, limited bank details where required for invoicing/settlement.
  • Support & interaction data: correspondence, call notes, site-survey notes, service requests.
  • Website & device data: IP address, device identifiers, browser type/version, pages visited, timestamps, referral URLs, approximate location, and diagnostic data.
  • Cookies & similar tech: session cookies (operation), preference cookies (remember choices), and security cookies (protect accounts and forms).
  • Recruitment data (applicants): CV/résumé, education, work history, referees, and (if applicable) results of skills assessments or background checks permitted by law.

4) How we collect data

  • Directly from you: web forms, emails, phone calls, meetings, events, RFPs/RFQs, contracts, and support tickets.
  • Automatically: via our websites (e.g., cookies, logs, analytics).
  • From third parties: referrals, partners, public sources, or where you are added as a project contact by your organization.

5) Why we use your data (purposes & legal bases)

We process Personal Data for the following purposes (under one or more legal bases: contract, legitimate interests, consent, legal obligation):

  • Provide and improve Services (deliver projects, support, warranties, training, deployments; maintain websites and security). Contract / Legitimate interests
  • Customer care & communications (answer inquiries, schedule site surveys, issue quotes). Contract / Legitimate interests
  • Account, billing & collections (invoicing, receipts, supplier payments). Contract / Legal obligation / Legitimate interests
  • Marketing (news, product updates, event invites, case studies) where permitted. You can opt out at any time. Consent / Legitimate interests
  • Training & certifications (registering learners, issuing certificates, managing attendance). Contract / Legitimate interests / Consent
  • Analytics & personalization (improve content, site performance, user experience). Legitimate interests / Consent for non-essential cookies
  • Security, fraud prevention, and compliance (detect and prevent abuse, enforce agreements, comply with law). Legal obligation / Legitimate interests

6) Cookies & similar technologies

We use:

  • Session cookies (operate core features),
  • Preference cookies (remember settings),
  • Security cookies (protect accounts and forms),
  • and, where consented, analytics cookies (understand and improve site usage).

You can control cookies via your browser settings. If you disable non-essential cookies, some features may not function as intended.

7) Sharing and disclosures

We may share Personal Data with:

  • Service providers / processors who help us run our business (e.g., secure hosting, email & productivity tools, website analytics, customer support tools, delivery/logistics, payment processors). They are bound by confidentiality and data-protection obligations and act on our instructions.
  • Partners/sub-contractors involved in delivering a solution you requested (e.g., regional distributors, certified installers, training partners) where necessary.
  • Professional advisers (legal, audit, finance) under confidentiality.
  • Authorities when required by law or to protect rights, safety, or our contracts.
  • Corporate transactions if we undergo a merger, acquisition, or reorganization; your data may transfer to the successor, who will continue to protect it consistent with this Policy.

We do not sell your Personal Data.

8) International transfers

We are based in Uganda and may process data in other countries where our trusted providers are located. When we transfer Personal Data internationally, we implement appropriate safeguards (e.g., contractual clauses, vendor due diligence, and technical/organizational measures) to protect it in line with applicable law (including GDPR where relevant).

9) Data retention

We keep Personal Data only as long as necessary for the purposes above, including:

  • the duration of your relationship with us,
  • periods required by law (tax/audit),
  • or as needed to establish, exercise, or defend legal claims.
    Backup copies may persist for a limited time due to technical and legal requirements.

10) Security

We apply commercially reasonable technical and organizational measures to protect Personal Data against unauthorized access, loss, misuse, alteration, or destruction. While no system is 100% secure, we continuously improve our safeguards. If you suspect a security issue, please contact us immediately at privacy@ivuganda.com.

11) Your rights

Subject to applicable law (including GDPR and Uganda’s DPPA), you may have the right to:

  • Access your Personal Data,
  • Rectify inaccurate or incomplete data,
  • Erase data (right to be forgotten),
  • Restrict or object to processing,
  • Data portability, and
  • Withdraw consent where processing is based on consent (without affecting prior lawful processing).

To exercise your rights, email privacy@ivuganda.com. We may need to verify your identity and/or confirm scope with your employer (for B2B contexts).

12) Marketing choices

You can unsubscribe from marketing emails at any time using the link in the email, or by contacting privacy@ivuganda.com. We will still send essential service or transactional messages.

13) Children’s data

Our Services are intended for business use and not directed to children under 18. We do not knowingly collect Personal Data from children.

14) Third-party links

Our websites may contain links to third-party sites or services. We are not responsible for their privacy practices. Review their policies before providing any data.

15) Automated decision-making

We do not engage in automated decision-making that produces legal or similarly significant effects about you without human involvement. If this changes, we will inform you and explain the logic and your rights.

16) Changes to this Policy

We may update this Policy from time to time to reflect changes in law, technology, or our Services. We will post the updated version with a new “Last updated” date. Please review it periodically.

17) How to contact us

Instant Ventures Limited.
1st Floor. Plot 21 Clement Hill Road. Nakasero. Kampala, Uganda
Email: privacy@ivuganda.com
Phone: +256764410041
Website: ivuganda.com

18) Complaints

If you have questions or concerns, please contact us first at privacy@ivuganda.com and we will do our best to resolve them.
You may also file a complaint with the Data Protection Office at NITA-U (National Information Technology Authority – Uganda) or, where GDPR applies, your local supervisory authority in the EEA/UK.

19) Governing law & jurisdiction

This Privacy Policy and any related disputes are governed by the laws of Uganda. The courts of Kampala, Uganda shall have exclusive jurisdiction, unless mandatory law provides otherwise.