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Privacy Policy

How Trans Nzoia County collects, uses, shares, and protects personal information when you browse published projects, use public dashboards, submit feedback, register an account, or interact with PMTS digital services.

Last updated: 7 June 2026

1. Introduction

The Projects Monitoring and Tracking System (PMTS) is the official digital platform of Trans Nzoia County Government for publishing development project information, budget utilisation, departmental performance, citizen feedback, and related open-government content.

This Privacy Policy explains how we process personal data when you use the public PMTS website (https://pmts.softwaretechub.com), associated dashboards, forms, and communication channels. We are committed to transparency, lawful processing, and respecting your privacy rights under the Kenya Data Protection Act, 2019 and, where applicable, the EU General Data Protection Regulation (GDPR) and the European Accessibility Act (EAA) framework for digital services.

2. Data controller

The data controller for PMTS public portal processing is:

Departmental enquiries may also be handled by relevant county directorates listed on the Contact page. Where a specific department collects data for its programme, that department acts as a processor or joint controller for that activity and will identify itself at the point of collection.

3. Purpose of PMTS and why we process data

PMTS exists to:

  • Publish accurate, timely information on county development projects and budgets;
  • Promote transparency, accountability, and citizen participation in project oversight;
  • Enable citizens to search projects, view GIS locations, download public documents, and track progress;
  • Collect structured citizen feedback on projects and county services;
  • Support county staff with secure dashboards for data entry, quality assurance, and reporting;
  • Improve public trust through open statistics and documented responses to feedback.

We only collect personal data that is reasonably necessary for these public-interest and service-delivery purposes.

4. Personal data we collect

4.1 Browsing and technical data

When you visit the public portal we may automatically collect:

  • IP address, browser type, device type, and operating system;
  • Pages viewed, referral URLs, date/time stamps, and approximate session duration;
  • Security logs (e.g. failed login attempts, CSRF tokens, session identifiers);
  • Cookie and local storage identifiers where you have consented to non-essential cookies.

4.2 Account and profile data

If you register or use a staff account, we may process:

  • Name, email address, phone number (where provided), department, and role;
  • Authentication credentials (stored using industry-standard hashing);
  • Activity logs relating to project edits, approvals, and system actions you perform.

4.3 Citizen feedback and correspondence

When you submit feedback or contact the county through PMTS-linked channels, we may process:

  • Your name or display name (if provided), email, phone, ward/location, and message content;
  • Project references, attachments, and metadata submitted with your feedback;
  • Official responses published by county staff and the status history of your submission.

Feedback intended for public transparency may be published on project pages after moderation. Do not include sensitive personal data (health, financial account numbers, national ID copies) unless strictly necessary and requested through an official secure channel.

5. Lawful bases for processing

Depending on the activity, we rely on one or more of the following lawful bases:

  • Public task / official authority — publishing project and budget information mandated for open governance;
  • Legitimate interests — securing the platform, preventing abuse, and improving usability, balanced against your rights;
  • Consent — non-essential cookies, optional marketing embeds, and certain optional form fields;
  • Legal obligation — record-keeping, audit trails, and responses to lawful requests from regulators or courts;
  • Contract — where you register for an account or service that requires performance of terms you accept.

6. How we share personal data

We do not sell personal data. We may share data with:

  • Authorized Trans Nzoia County staff and departments for service delivery and feedback response;
  • Hosting, email, backup, and security providers under data processing agreements;
  • Regulators or law enforcement when required by Kenyan law or a valid legal process;
  • The public, where information is published intentionally for transparency (e.g. published feedback summaries without direct contact details where redaction applies).

Cross-border transfers, if any, will be subject to appropriate safeguards as required by the Data Protection Act.

7. Data retention

We retain personal data only as long as necessary for the purposes described:

  • Web server and security logs: typically up to 12 months unless needed for an investigation;
  • Account data: for the life of the account plus a reasonable period after closure for audit purposes;
  • Citizen feedback: retained for transparency and programme records in line with county archive policy;
  • Cookie consent records: up to 12 months or as configured in CookieYes;
  • Backups: encrypted snapshots rotated according to system retention settings (see System Settings / backup policy).

8. Security measures

We implement administrative, technical, and organisational measures including access controls, role-based permissions, encrypted transport (HTTPS in production), secure session handling, audit logging, and regular backups. No method of transmission over the Internet is completely secure; we encourage strong passwords and prompt reporting of suspected incidents to pmts@transnzoia.go.ke.

9. Your rights

Subject to applicable law, you may have the right to:

  • Be informed about processing (this policy and related notices);
  • Access personal data we hold about you;
  • Request correction of inaccurate or incomplete data;
  • Request erasure or restriction in certain circumstances;
  • Object to processing based on legitimate interests;
  • Withdraw consent for consent-based processing (e.g. cookies) without affecting prior lawful processing;
  • Lodge a complaint with the Office of the Data Protection Commissioner (ODPC) in Kenya.

To exercise rights, email pmts@transnzoia.go.ke with sufficient detail to identify your request. We may need to verify your identity before responding.

10. Children’s privacy

PMTS is a public information portal not directed at children under 18. We do not knowingly collect personal data from children without appropriate parental or guardian authority linked to an official county programme. Contact us to request removal if you believe a child’s data was submitted in error.

11. Third-party links and embeds

The portal may link to external sites (e.g. maps, document hosts, social media). Their privacy practices are governed by their own policies. Embedded content may set cookies only where you have granted the relevant category in the Cookie Policy.

12. Changes to this policy

We may update this Privacy Policy when laws, systems, or PMTS features change. Material updates will be reflected on this page with a revised “Last updated” date. Continued use after changes constitutes notice of the updated policy where permitted by law.