Privacy Policy

Your cooperative decides what your data is used for and is the data controller. DairyPay processes it on your cooperative's behalf as a data processor, under the Data Protection Act 2019. Where we make our own decisions about data — keeping the service secure, meeting our tax obligations, improving the product — we act as a controller for that limited purpose.

If you want to know which cooperative holds your records, ask at your collection centre, or write to us at hello@dairypay.co.ke.

We hold only what the service needs to run. In practice that is:

• Who you are — your name, phone number, and where your cooperative records them, your email, gender, date of birth, county, sub-county, ward and location.
• Identifiers your cooperative needs for payment and tax — your national ID number, KRA PIN and member number. These are collected because a payout and its receipt have to be attributable to a real person.
• Your milk deliveries — the litres recorded at each collection, the grade, the date and time, the route or centre, and who recorded it.
• Payments — what you were paid, when, the deductions applied, the M-Pesa number used and the transaction references returned by Safaricom.
• Credit and financing — advances you have taken and repaid, and where you finance equipment, the device, the contract and the payments against it.
• Farm information you or your cooperative record — herd numbers by breed and stage, and where the cooperative offers it, livestock and insurance details.
• How you sign in — a PIN or password, stored only as an irreversible hash, and whether you have turned on two-factor authentication.
• Basic technical records — the actions taken on your account and when, which is how a disputed figure can be traced back to who entered it.

If you unlock the app with a fingerprint or face, that check happens on your phone and is handled by the phone's own security hardware. Your fingerprint or face is never sent to us and we never hold it.

• To record your deliveries and calculate what you are owed.
• To pay you, and to produce the receipt and tax records the law requires.
• To assess and manage an advance or a financing contract, if you ask for one.
• To let you see your own records in the app or over USSD.
• To send you messages about your payments, deliveries and account.
• To keep the service secure and to investigate a dispute or suspected fraud.

We do not sell your data. We do not use your milk records or payment history to advertise to you, and we do not share them with anyone who is not listed below.

Only where the service cannot work otherwise:

• Your cooperative — its authorised staff can see the records of their own members. They cannot see members of another cooperative.
• Safaricom (M-Pesa) — the phone number and amount needed to send a payment or take a repayment.
• The Kenya Revenue Authority — where a receipt or return has to be filed for a payment made to you.
• Our service providers — the companies that host the system and send our SMS, under contracts that limit them to acting on our instructions.
• A court, regulator or law enforcement agency — where we are legally required to provide it.

Financial records — deliveries, payments, deductions, advances and financing — are kept for at least seven years after the transaction, because tax and accounting law requires it and because a payment dispute can be raised long after the fact.

Your account details are kept while you are a member of a cooperative that uses DairyPay, and afterwards only for as long as those financial records require. When a record no longer needs to be attributable to you, we remove or anonymise the parts that identify you rather than keeping them indefinitely.

Under the Data Protection Act 2019 you can ask us, or your cooperative, to:

• Tell you what we hold about you and give you a copy.
• Correct anything that is wrong — including a delivery or payment figure you believe is incorrect.
• Delete data we no longer have a reason to keep.
• Stop using your data for a particular purpose, or object to how we are using it.
• Withdraw a consent you have given, which does not undo what was lawfully done before you withdrew it.

Ask at your collection centre first, since your cooperative holds your records and can usually resolve a query about a figure fastest. If that does not settle it, write to hello@dairypay.co.ke. You also have the right to complain to the Office of the Data Protection Commissioner.

Data is encrypted in transit. PINs and passwords are stored only as irreversible hashes, so nobody at DairyPay or at your cooperative can read them. Access is limited by role, so a collector sees what they need to record a delivery and no more. Changes to records are logged with who made them, which is what allows a disputed figure to be traced.

Never share your PIN with anyone, including someone claiming to be from DairyPay or from your cooperative. We will never ask you for it.

DairyPay is for adults doing business with a dairy cooperative. We do not knowingly create accounts for anyone under 18.

When we change this policy in a way that affects you, we publish the new version here and ask you to accept it the next time you open the app or dial the USSD menu. We keep a record of which version you accepted and when.

Questions about this policy, or about data we hold on you, go to hello@dairypay.co.ke.