Legal & Feedback

1. Who we are

Orthomedics & Pharmaceuticals Ltd (“ORT”, “we”, “us”) supplies orthopaedic implants, instruments, rehabilitation products and related services from Eldoret, Kenya, with branches in Nairobi, Kijabe, Meru and Mombasa. We are the data controller for personal data collected through this website. This policy explains what we collect, why, and the choices you have, in line with the Kenya Data Protection Act, 2019.

2. What we collect

We collect the following when you use this website:

• Contact and enquiry forms: your name, email address, phone number, organisation and the message you write.
• Quote requests: the products on your quote list, together with your contact and facility details.
• Newsletter: your email address and the date you subscribed.
• Testimonials and feedback or complaints: your name, contact details, organisation, order number (if given) and your message.
• Technical data: IP address, browser and device type, and pages visited, recorded by our web server for security and to understand how the site is used.

3. How we use your information

We use personal data only for these purposes:

• to reply to your enquiries and prepare quotations and orders;
• to investigate and resolve feedback and complaints;
• to send newsletters about our products, new arrivals and offers, only if you subscribed;
• to publish a testimonial, only if you gave permission;
• to keep the website secure, prevent spam and improve our content and services;
• to meet legal, regulatory and accounting obligations.

4. Our legal basis

We process your data because you asked us to (for example, you sent an enquiry), because you gave consent (newsletter, published testimonials), because we need to in order to perform a contract or meet a legal duty, or because it is in our legitimate interest to run and protect our business and improve our services. You can withdraw consent at any time.

5. Sharing your information

We do not sell, rent or trade personal data. We share it only with:

• our own branches and staff who need it to help you;
• service providers that host the website, deliver email or provide transport and logistics for your order, under instructions to protect it;
• professional advisers, auditors, regulators and law enforcement where the law requires or permits it.

6. How long we keep it

We keep enquiries, quotations and order records for as long as needed to serve you and for the periods the law requires for business and tax records. Newsletter addresses are kept until you unsubscribe. Feedback and complaints are kept for as long as needed to resolve them and to show how we responded. We then delete or anonymise the data.

7. Security

We protect personal data with access controls, password-protected administration, secure servers and regular backups. No internet transmission is completely secure, so please avoid sending sensitive patient information through our website forms.

8. Cookies, browser storage and visitor statistics

We do not use cookies for tracking or advertising. The website keeps small items in your browser to work properly (for example your quote list) and to count visits.

To understand how the website is used and how far our product information reaches, we record anonymous visit statistics on our own server: the pages you view and for how long, actions such as clicking WhatsApp, a phone number or a download, what you search for in the catalogue, the country and city your connection appears to come from, your device type, browser and operating system, and the website or campaign that brought you here. We do not store your IP address (it is used once to work out your approximate location and then only a one-way coded version is kept) and we do not collect your name or contact details this way. We use no third-party analytics or advertising services.

We keep these statistics for up to 24 months. You can opt out at any time: press "No thanks" on the notice shown on your first visit, or switch on "Do Not Track" or Global Privacy Control in your browser, and nothing will be recorded.

9. Your rights

Under the Data Protection Act you have the right to:

• be informed about how your data is used and ask for a copy of it;
• ask us to correct inaccurate or incomplete data;
• ask us to delete your data, or to restrict or object to its processing;
• receive your data in a portable format where applicable;
• withdraw consent, and unsubscribe from the newsletter at any time using the contact details below.

10. Children

Our website is intended for healthcare providers, procurement officers and their patients’ representatives. We do not knowingly collect data from children.

11. Third-party links

Our site links to other websites, including our online shop. Their privacy practices are their own, so please read their policies.

12. Complaints and changes

If you are unhappy with how we handle your data, please contact us first. You also have the right to complain to the Office of the Data Protection Commissioner of Kenya (odpc.go.ke). We may update this policy from time to time; the date at the top shows the latest version.