Privacy Notice

Who is responsible

The County Government of Kericho, through the Department responsible for Human Resource Management, controls the data in this system. The county’s Data Protection Officer oversees how it is used.

What we hold

• Identity and contact: name, staff number, national ID number, date of birth, gender, sign-in phone and email, and other contact details you add.
• Employment: appointments, department, designation, grade, duty station and service history from your personnel file and approved HR extracts.
• Qualifications and experience: the claims you submit, their evidence, and HR’s verification decisions.
• Activity: sign-ins, document openings, decisions and exports, kept in a tamper-evident audit log.

Why we use it

To keep accurate employment records, verify qualifications and experience, answer your requests and appeals, report on the workforce, and, once approved, plan succession for critical posts.

Who can see it

You see your own record. HR officers see the records their role and department cover. Supervisors see only the confirmations assigned to them, not your private evidence. The DPO and auditors see what an oversight case needs. Payroll linkage details are restricted to authorised HR officers. Every access to evidence is recorded.

How long we keep it

Records are kept for the periods in the approved retention schedule. Records under a legal hold are not disposed of until the hold is lifted.

Your rights

You can ask for a copy of your data, ask for inaccurate data to be corrected, and object to or ask about particular uses. Use My Requests in the portal; we aim to reply within 14 days. You can also complain to the Office of the Data Protection Commissioner.