Privacy Policy

1 Who This Policy Covers

Adminie serves several groups, and this policy applies to all of them:

• Visitors browsing adminie.com
• Prospects requesting a demo or contacting sales
• Customers/Users of the Adminie software platform (donors, universities, NGOs, research institutions, innovation hubs, and other organizations) and the individual staff who log in and use it (via adminielive.com)
• Workshop/training participants e.g., Prompt Engineering Master Class, AI training
• Shop customers purchasing AI devices
• Job applicants applying via our Careers page
• Newsletter/marketing subscribers

2 Information We Collect

Information you provide directly

• Name, email address, phone number, and organization details when you register for a workshop, book a demo, sign up for the software platform, contact us, or subscribe to updates
• Account credentials (username, email, password) when you create a login for the Adminie platform (via adminielive.com)
• Billing and shipping information when you purchase from the AI Devices shop; payment details are processed by our payment provider, we do not store full card numbers ourselves
• Resume/CV, cover letter, and other application materials submitted through our Careers page
• Any messages, questions, feedback, or support requests you send us by email, phone, live chat, or WhatsApp
• Content you or your organization input into the Adminie platform in the course of using our software (see Section 3)

Information collected automatically

• Usage data such as pages visited, time spent on the site, browser type, device type, and referring URLs
• Data collected through analytics tools (e.g., Google Analytics)
• Data collected through advertising/tracking pixels (e.g., Meta Pixel) to measure ad performance and show relevant ads
• Cookies and similar tracking technologies (see Section 6)
• Platform usage/log data generated as your organization uses the Adminie software (e.g., login times, feature usage, actions taken) for security, support, and product improvement purposes

3 Special Note: Data Processed Through the Adminie Software Platform

When an organization (donor, university, NGO, research institution, innovation hub, or other client) uses the Adminie platform to manage requisitions, approvals, HR, CRM, procurement, fleet, asset management, grant prospecting, hiring, or customer support workflows, that organization may input data about its own staff, vendors, applicants, beneficiaries, or customers into the platform.

We do not use this platform content for our own marketing or sell it to third parties.

Data processing terms for platform customers are set out in our Master Services Agreement / Data Processing Agreement, which governs in the event of any conflict with this general policy for platform data specifically.

AI-powered features within the platform (e.g., the Procurement Intelligence Agent, Funding Prospecting Agent, Hiring Agent, Customer Support Agent) analyze data your organization has input to generate recommendations; details on how these AI features process data are available in our AI Data Processing Notice.

If you are an individual whose data appears in the platform because your employer, vendor, or an organization you interact with uses Adminie (e.g. as a job applicant, vendor contact, or grant applicant), please direct data requests to that organization first; we support them in fulfilling such requests.

4 How We Use Your Information

We use the information we collect to:

• Process workshop, demo, or event registrations and communicate with you about them (schedule, venue, reminders, changes)
• Create and manage your Adminie platform account and provide the software services
• Process orders from the AI Devices shop, including fulfillment and shipping
• Review job applications and manage recruitment
• Send bonus materials, resources, and related communications
• Respond to inquiries and provide customer support (including via WhatsApp where you contact us there)
• Improve our website, software, content, and offerings
• Measure and improve the effectiveness of our marketing and advertising
• Comply with legal obligations and enforce our terms

5 How We Share Your Information

We may share it with:

• Service providers who help us operate our business: registration and payment providers, hosting providers, email/communication tools, scheduling/demo-booking tools, and recruitment tools
• Analytics and advertising partners (e.g., Google, Meta) who help us understand site usage and deliver relevant advertising
• WhatsApp/Meta where you choose to contact us or receive support via WhatsApp — messages are subject to WhatsApp's own privacy practices
• Accounting integration partners (e.g., QuickBooks, Microsoft Dynamics, Xero), only where your organization has chosen to connect the Adminie platform to these tools, and only to the extent necessary to enable that integration
• Legal and regulatory authorities where required by law or to protect our rights, safety, or property
• Business transfers if Adminie is involved in a merger, acquisition, or sale of assets

6 Cookies and Tracking Technologies

We use cookies and similar technologies to operate our site, remember preferences, analyze traffic, and support advertising. You can control cookies through your browser settings; disabling cookies may affect some site or platform functionality.

7 International Data Transfers

Adminie serves clients across Uganda, Kenya, and other African markets, and some of our service providers (e.g., cloud hosting, analytics, payment processors) may store or process data outside Uganda. Where we transfer personal data internationally, we take steps to ensure it receives an appropriate level of protection consistent with applicable law.

8 Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, including to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.

Platform data input by our clients is retained per the terms of our agreement with that client, and generally deleted or returned upon termination of that agreement, subject to any legal retention requirements.

Job application materials for unsuccessful candidates are retained for 6 months before deletion.

9 Your Rights and Choices

Depending on where you are located, you may have rights to:

• Access, correct, or delete your personal information
• Object to or restrict certain processing
• Withdraw consent (e.g., opt out of marketing emails, using the unsubscribe link in our emails)
• Request a copy of your data

To exercise any of these rights, contact us using the details in Section 12. If your data was provided to us by an organization using the Adminie platform (rather than directly by you), we may need to direct your request to that organization.

10 Data Security

We take reasonable technical and organizational measures to protect your information from unauthorized access, loss, misuse, or alteration. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11 Children’s Privacy

Our services are intended for business professionals and adults, and organizations engaging with our software and services. We do not knowingly collect personal information from children.

12 Contact Us

If you have questions about this Privacy Policy or how we handle your information, contact us at:

13 Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. Your continued use of our site or services after changes are posted constitutes acceptance of the revised policy.