Privacy Policy

1. Who we are

HM Consultancy is a tax and compliance consultancy serving individuals and businesses across Kenya. We are the data controller for the personal data described in this policy. You can reach us at info@hmconsultancy.co.ke or on 0742 163 875.

2. What personal data we collect

• Contact details you give us in the enquiry or booking forms: name, phone or WhatsApp number, and email address if you choose to give one.
• Details of your request: the type of help you need, whether you are an employee, landlord, business, employer or foreigner, the date and time you ask to book, and any message you write.
• Messages and calls with us on WhatsApp, phone or email, including their content.
• Documents and tax information you send us once you become a client, such as ID or passport details, KRA PIN, payslips, rent schedules, sales records and KRA notices.
• Basic website data, such as your device and pages visited, but only if you accept analytics cookies (see section 8).

3. Why we use your data

• To reply to your enquiry and arrange your booking.
• To carry out the tax work you ask us to do, such as registrations, returns and correspondence with KRA.
• To remind you of deadlines, where you have asked us to.
• To meet our legal duties, such as record keeping.
• To keep the website secure and understand how it is used, if you accept analytics.

4. Our legal basis

Under the Data Protection Act, 2019 we rely on your consent (for example when you tick the consent box on our forms), on the need to perform the services you ask for, on our legal obligations, and on our legitimate interest in running a secure and useful service. You may withdraw consent at any time.

5. Who sees your data

Your data is seen only by HM Consultancy staff who need it for your matter. We do not sell your data. We share it only with:

• The Kenya Revenue Authority and other government bodies, when we file or correspond on your behalf and with your instruction.
• Service providers who help us run the site and communicate with you, such as our email delivery provider, WhatsApp, and hosting and analytics providers. They may process data outside Kenya. Where that happens we take steps to protect it as the Act requires.
• Professional advisers or authorities where the law requires it.

6. How long we keep it

We keep enquiry details for 12 months if you do not become a client. For clients, we keep tax records and documents for 7 years after the matter ends, in line with record-keeping rules, and then delete or anonymise them. We may keep data longer if the law requires it.

7. How we protect it

We use your documents only for your tax matter and keep them confidential. We limit access, use trusted providers and take reasonable technical and organisational steps to guard against loss, misuse and unauthorised access. No online service is completely secure, so please do not send your KRA password or other passwords to us by any channel.

8. Cookies

We use cookies to understand how the site is used. We do not load analytics until you choose Accept in the cookie notice. If you choose Decline, we do not set analytics cookies. We store your choice in your browser so we do not keep asking. You can change it by clearing this site's data in your browser.

9. Your rights

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

• be told how your data is used;
• access the data we hold about you;
• object to its use or withdraw your consent;
• ask us to correct data that is wrong or incomplete;
• ask us to delete data we no longer need, where the law allows.

To use any of these rights, contact us using the details below. If you are unhappy with our response, you may complain to the Office of the Data Protection Commissioner of Kenya.

10. Changes to this policy

We may update this policy. The date at the top shows when it was last changed.

11. Contact

Questions about your data: info@hmconsultancy.co.ke, 0742 163 875. Serving all of Kenya.