Draft for legal review. Highlighted text is a placeholder to be completed before launch.
This policy explains what personal information TibaCloud collects through this website, why, who we share it with and the choices you have. It covers the website, demo requests and the "Talk to us" chat. Patient and staff records inside the TibaCloud product are covered separately, in each facility’s agreement with us.
Who we are
This website is run by TibaCloud legal entity name, a company registered in country under number registration number, of registered address ("TibaCloud", "we", "us"). For this website we decide how your information is used, so we are the controller of it.
For any privacy question or request, email support@tibacloud.com. If a data protection officer is appointed, add their name and contact here.
What we collect
We only collect what you give us and what is needed to run the website safely:
- Demo requests: your name, work email, phone or WhatsApp number, facility name and type, country and anything you write in the message.
- Chat inquiries: the messages you send in the "Talk to us" chat and the details you share there, such as your name, role, facility, country, email or phone number and what you are looking for.
- Technical information: your IP address, browser type and the pages requested, which our servers log and use to block abuse (for example, limiting how many messages one address can send).
- We do not use advertising trackers or analytics on this website, and we do not ask for patient information here. Please don’t share patient details in the chat or forms.
How we use it, and why we’re allowed to
We use your information to:
- Reply to your demo request or inquiry, arrange a demo or site visit, and send you a quote. We do this because you asked us to, and to take steps before a possible contract.
- Keep a record of the conversation in our sales system so the right person follows up. This is in our legitimate interest in responding to people who contact us.
- Keep the website secure and working, including logging and rate limiting. This is in our legitimate interest in protecting the service.
- Meet legal obligations, for example keeping records required by tax or company law.
The AI chat assistant
When it is switched on, the "Talk to us" chat is answered by an AI assistant built on Claude, provided by Anthropic. Your chat messages are sent to Anthropic to generate replies, and the assistant may save the contact details you share as an inquiry for our team.
Anthropic processes these messages on our behalf under its commercial terms, which do not allow it to train its models on them. Confirm the current Anthropic data retention terms that apply to the account. When the assistant is off, the chat asks set questions and no AI provider is involved.
International transfers
Our service providers may process information outside your country. Where the law requires it, we make sure transfers are protected, for example through contractual safeguards, and that they meet laws such as Uganda’s Data Protection and Privacy Act 2019, Kenya’s Data Protection Act 2019 and, where it applies, the EU and UK GDPR.
How long we keep it
We keep inquiry and demo request records for as long as we are talking to you and for 24 months after our last contact, then delete or anonymise them, unless you become a customer, in which case your customer agreement applies. Server logs are kept for 30 days.
Your rights
Depending on where you live, you can ask to see the information we hold about you, correct it, delete it, restrict or object to how we use it, or receive a copy to take elsewhere. You can withdraw consent at any time where we rely on it.
To make a request, email support@tibacloud.com. We will reply within 30 days. You can also complain to your data protection authority, for example the Personal Data Protection Office in Uganda or the Office of the Data Protection Commissioner in Kenya.
How we protect it
Information is encrypted in transit, access is limited to the staff who need it and is recorded, and our systems are backed up daily with encryption. No system is perfectly secure, but we work to protect your information and will tell you and the authorities about a breach where the law requires.
Children
This website is for healthcare businesses and their staff. It is not meant for children and we do not knowingly collect their information here.
Patient data in the TibaCloud product
Facilities that use TibaCloud control the patient and staff records they keep in it; we process those records on their behalf under a data processing agreement. If you are a patient, contact your facility about your records.
Changes to this policy
We will update this page when our practices change and change the date at the top. If a change is significant, we will say so on the website.