Privacy Notice

1. Who we are

RailGrid Technologies Limited ("RailGrid", "we", "us") is a company incorporated in the United Republic of Tanzania, based in Dar es Salaam. We are the data controller for personal data collected through this website, railgrid.co.tz (the "Site"). Questions about this notice or about data we hold about you go to info@railgrid.co.tz or +255 795 300 400.

2. The law this notice follows

We process personal data under the Personal Data Protection Act, 2022 (Act No. 11 of 2022) and the Personal Data Protection (Personal Data Collection and Processing) Regulations, 2023, overseen by the Personal Data Protection Commission of Tanzania (PDPC). Where visitors from other countries use the Site, we apply the same standards.

3. What we collect, and why

3.1 When you send a form

The enquiry form and the Capacity Building registration form collect only what is needed to answer you: your name, work email address, and what you tell us in the message. Company, job title, telephone number, sector, country, organisation size, audiences, tracks, format, participant numbers, timing and how you heard of us are asked where they help us prepare, and most are optional. We do not ask for identity numbers, dates of birth, payment details or any special category of personal data, and we ask you not to include them in free‑text fields.

With each submission we also record the page you sent it from and the IP address of the connection, purely to detect spam and abuse of the form. A hidden "honeypot" field, invisible to people, discards automated submissions.

Legal basis: your consent, given by ticking the consent box on the form, and our legitimate interest in responding to a business enquiry you initiated. You may withdraw consent at any time (section 8).

3.2 When you simply browse

We run no analytics, advertising or tracking scripts on the Site. The web server keeps standard access logs (IP address, time, page requested, browser type) for security and fault‑finding, held by our hosting provider for a limited period. The Site uses a small number of technically necessary cookies and one browser preference (your chosen language); see the Cookie policy.

3.3 What we do not do

We do not sell personal data. We do not share it with third parties for their own marketing. We do not add you to a mailing list because you sent an enquiry: the quarterly briefings are sent only to people who chose "Receive the quarterly briefings" or asked for them, and every briefing carries an unsubscribe route.

4. Where your data is held, and transfers outside Tanzania

Form submissions are stored in RailGrid's own ERPNext system, hosted for us by Frappe Technologies Pvt. Ltd. on Frappe Cloud in its Cape Town, South Africa region, and readable only by authorised RailGrid staff who are signed in. A copy of each submission is emailed to info@railgrid.co.tz, and an acknowledgement is sent to the address you gave, through Frappe's email delivery service, which processes messages on our instruction only. Because this hosting is outside Tanzania, submitting a form is a transfer of your personal data outside the country; we ask for your explicit consent to that on the form, and we rely on the contractual and security commitments of our hosting provider to protect it. If you would rather not have your details transferred, email or telephone us instead of using the form.

Fonts on the Site are loaded from Google Fonts, which means your browser sends its request (including your IP address) to Google when a page loads. Google states it does not use these requests to set cookies or track users; its privacy policy applies to that request.

5. Who can see it

Authorised RailGrid staff handling enquiries and sales; our hosting and email providers named above, as processors acting on our instructions; and, where the law requires, a court, regulator or law‑enforcement body with lawful authority. Nobody else.

6. How long we keep it

Enquiry and registration records are kept while the enquiry is open and for up to 24 months after our last contact with you, so that we can pick up a conversation you restart, after which they are deleted or anonymised. If an enquiry becomes a contract, the records move to our client files and are kept for the life of the contract plus the period Tanzanian tax and company law requires (currently five years). Server access logs are retained by our hosting provider for a short rolling period. Spam‑detection data (IP address and page of origin) is deleted with the record it belongs to.

7. Security

The Site is served over HTTPS only. Submissions are held in a system with role‑based access, audit logs and encrypted backups. No method of transmission or storage is perfectly secure; if we become aware of a breach affecting your personal data we will notify the PDPC and, where the breach is likely to cause you harm, you, as the Act requires.

8. Your rights

Under the Personal Data Protection Act you may ask us to confirm what personal data we hold about you and receive a copy; to correct anything inaccurate or incomplete; to delete data we no longer need or that you withdraw consent for; to object to processing, including any direct marketing; and to withdraw consent at any time without affecting what was done before. Write to info@railgrid.co.tz with "Data request" in the subject. We will confirm your identity where necessary and respond within the period the Act allows. If you are not satisfied with our answer you may complain to the Personal Data Protection Commission (pdpc.go.tz).

9. Children

The Site is aimed at organisations and their staff. We do not knowingly collect personal data from anyone under 18; if you believe a child has sent us details, tell us and we will delete them.

10. Links to other sites

Links to other websites (for example Frappe, ERPNext or the PDPC) lead to sites we do not control. Their own privacy notices apply.

11. Changes

We will post any change to this notice on this page with a new effective date. Material changes to how we use data you have already given us will be notified to the email address you provided.

12. Contact

RailGrid Technologies Limited, Dar es Salaam, United Republic of Tanzania · info@railgrid.co.tz · +255 795 300 400