Privacy Policy — Initial Draft

Draft only. Requires legal review before publication. Last updated:

1. Who we are

Kaya Sync is a logistics coordination platform operated by Kaya Sync Limited ("we", "us", "our"). This Privacy Policy explains how we handle personal information collected through our public website at kayasync.com.

For matters relating to this policy, contact: cto@kayasync.com.

2. What this policy covers

This policy applies to information you provide when:

• Submitting a form on the kayasync.com website (Pilot, Government, Settlement Partner, Investor or Operator Pilot forms)
• Contacting us by email, phone or WhatsApp via channels published on the website

This policy does not cover the Kaya Sync operator application, partner portals or any service delivered through separate Kaya Sync products. Those are governed by their own agreements.

3. Information we collect

When you complete a form on our website we collect only the information needed to qualify and respond to your enquiry. Depending on the form, this may include:

• Your name, role and the organisation you represent
• Email address
• Phone number or WhatsApp number
• Country and city or town
• Sector, institution type or interest area (segment-specific)
• Any message you choose to send us
• Technical context: the page you submitted from, referring URL, UTM campaign parameters and the time of submission

We do not collect through this website: national identity numbers, biometric data, bank account or payment card details, copies of identity documents, CVs, or any operational cargo or transaction data.

4. Why we use it

We use the information you submit to:

• Respond to your enquiry
• Assess fit for the pilot, partnership or briefing you have requested
• Send you follow-up communications directly related to your request
• Improve the relevance of our outreach and the website itself

We do not sell your information to third parties. We do not use submitted information for advertising or marketing unrelated to your original request.

5. Who can see it

Form submissions are sent by email to the relevant Kaya Sync segment team (for example, pilot enquiries go to the partnerships team, investor requests go to the investor relations team).

We may share information with:

• Trusted infrastructure providers (Resend for email delivery, Cloudflare for hosting and analytics) acting on our instructions under data processing agreements
• Legal, finance and advisory professionals where required to act on your enquiry
• Authorities where disclosure is required by law

Investor and funder materials are only shared after internal review and, where appropriate, NDA clearance.

6. Where it is stored

Submitted information is stored on Cloudflare infrastructure (Cloudflare Pages, Cloudflare Workers, Cloudflare D1) and processed by Resend for email delivery. These providers operate global infrastructure; data may be processed in jurisdictions outside Ghana.

7. How long we keep it

We retain form submissions for as long as is necessary to evaluate and respond to the enquiry, and afterwards for our legitimate records (typically up to 24 months from the last interaction). You can request earlier deletion at any time.

8. Your rights

You have the right to:

• Know what personal information we hold about you
• Request a correction if information is wrong
• Request deletion of your information
• Withdraw consent for further communications
• Lodge a complaint with the relevant data protection authority

To exercise any of these rights, email cto@kayasync.com.

9. Analytics

We use Cloudflare Web Analytics, which is cookieless and does not track individuals across sites. We do not use third-party advertising trackers. If we add any additional analytics tool that uses cookies, we will gate it behind your explicit consent.

10. Cookies and consent

The website uses a small number of strictly necessary cookies and storage items required to operate (for example, remembering your consent choice). Any non-essential cookies or scripts will only run after you accept them through the consent banner displayed on first visit.

11. Children

The website is not directed at children under 18. We do not knowingly collect information from children.

12. Changes to this policy

We will update this policy as our services evolve. Material changes will be reflected in the "Last updated" date at the top.

13. Contact

Privacy queries: cto@kayasync.com General enquiries: cto@kayasync.com