Privacy Notice
Last updated: 20 October 2026
1. About this notice
Visionsoft Limited operates VisionONE and is responsible for the personal information processed through this website. In this notice, “VisionONE”, “we”, “us” and “our” refer to Visionsoft Limited.
This notice explains how we handle personal information connected with www.visionerpsolutions.com, enquiries, demonstration requests, recruitment emails and the website’s chat and voice features.
VisionONE has teams in Nairobi, Kenya and Hyderabad, India. For a privacy question or request, email info@visionerpsolutions.com with “Privacy request” in the subject line. Our contact locations and telephone numbers appear at the end of this notice.
Information processed inside a customer’s ERP system, during an implementation or under a support agreement may be subject to a separate contract and data processing terms. This website notice does not replace those arrangements.
2. Information we receive
Enquiries and demonstrations. When you request a demo, the form asks for your name, work email, company, country, approximate number of users and the workflow you want to discuss. You can also provide a phone or WhatsApp number. We receive the information and correspondence you choose to send by email or through other contact channels.
Job applications. If you apply by email, we receive your email address, CV, cover note, preferred office and any work samples or other information you send. The careers page’s document selector does not upload your documents or automatically attach them to an email. You must attach and send them through your email application.
Website activity and technical information. Visiting a website involves sending technical information to the servers that deliver it. This can include an IP address, browser and device information, requested page, referring page, date and time, and error or security information. Website analytics can also record page views, approximate location and interactions such as link clicks. Cookies or similar browser storage can hold preferences and other identifiers, depending on the feature and your browser settings.
Assistant interactions. The chat assistant receives the messages you send it. Its hosting infrastructure also receives technical connection information. Voice features require microphone permission and processing of your speech to provide a response. See section 6 before using the assistant.
Please send only what is needed for your enquiry. Do not enter passwords, full financial records, identity documents, sensitive employee information or confidential customer records in public website forms or the assistant. Use anonymised examples for an initial demonstration. If we need additional information for an agreed service, we will discuss an appropriate way to exchange it.
3. Why we use information
| Activity | Purpose and applicable grounds |
|---|---|
| Responding to an enquiry or arranging a demonstration | To answer your questions, understand your business requirements and take steps you request before entering a contract. Where an enquiry is made on behalf of a business, we also rely on the legitimate interest in managing that business relationship, subject to your rights. |
| Reviewing a job application | To assess your application, contact you about the role and take requested steps towards employment. Recruitment administration and legal obligations may also apply. |
| Running and protecting the website | To deliver pages and features, prevent abuse, investigate faults and maintain security. These activities support our legitimate interests in operating a reliable website, subject to applicable law and your rights. |
| Understanding website use | To understand which pages and features are useful and improve the website. Where consent is required for a tool or its storage, that consent is the applicable ground. |
| Providing chat or voice responses | To respond to the interaction you choose to start and support related enquiries. Additional consent is required where the applicable law or a feature calls for it. |
| Sending optional marketing communications | To send information you have asked to receive, or communicate where another lawful permission applies. You can object to direct marketing or withdraw the relevant consent at any time. |
| Meeting legal responsibilities | To keep records required by law, respond to valid legal requests and establish, exercise or defend legal claims. |
Providing enquiry and application information is voluntary. Without information necessary to answer a question, contact you or assess an application, we may be unable to do so. Optional information is not required to browse the public website.
4. Who receives information
Relevant VisionONE team members use information to handle your request or carry out the activities described above. Service providers supporting the website, hosting, email, security, analytics and communication features can also receive information needed for their services.
The website uses WordPress and Bluehost hosting. Services loaded on the website include Google tag services, Ahrefs Analytics, Buttonizer and the separate chat and voice application. Some pages or features also use Google/YouTube resources or externally hosted fonts and images. Connecting to an external service discloses technical request information to that service; using its interactive features can disclose additional information you provide.
These providers publish information about their own handling of data: Google, Google services on partner sites, Ahrefs, Buttonizer and Vercel, which hosts the assistant application. Vercel’s notice describes its hosting service; it does not by itself describe every service used to generate the assistant’s responses.
We may disclose information when a valid legal obligation requires it, to protect legal rights, or to professional advisers where necessary for an appropriate business or legal purpose. Access and disclosure should be limited to the information needed for that purpose.
5. Cookies, analytics and your choices
Cookies are small files stored by your browser. Similar technologies include browser storage and identifiers used when a page loads an external service. These technologies can support necessary website functions, preferences, usage measurement and optional features.
The website provides a cookie preferences interface. You can review the available choices there and manage cookies and site data in your browser. Browser settings can also block third party resources or remove existing storage. Restricting these technologies can affect some features. A setting applies to the browser or device on which you make it, and removing stored choices may cause the website to ask again.
Some information is exchanged when a page or external resource loads, including when a service does not use cookies. Do not assume that closing the cookie banner prevents every connection to an external service. For questions about a particular tool or a privacy preference the interface does not cover, contact us.
6. Chat and optional voice features
The assistant is an automated service delivered through a separate web application hosted on Vercel. It can help answer general questions about VisionONE and route an enquiry. Its replies can be incomplete or inaccurate, so confirm product, pricing, contractual and compliance information with our team before relying on it.
Using the assistant involves processing the messages you submit and technical information needed to deliver the interaction. If you choose voice, your speech must be processed to respond. You can decline microphone permission, stop the interaction or revoke microphone access in your browser settings.
Use email or telephone if you prefer to contact a person without using the assistant. Do not provide sensitive or confidential information in a chat or voice session. Contact us if you want information about how a particular interaction was handled or wish to make a privacy request about it.
7. Information handled across borders
Our teams work in Kenya and India, and website and communication providers can operate in other countries. Information may therefore be accessed or processed outside the country where you are located. This notice does not promise storage exclusively in Kenya or India.
Where a transfer is subject to data protection requirements, we will use the required lawful transfer route and safeguards. Depending on the circumstances, these can include contractual protections, an applicable adequacy arrangement or valid consent where the law permits it. Contact us for information about the arrangements relevant to your information.
8. How long information is kept
We keep personal information for the period needed for the purpose for which it was collected, taking account of legal requirements and legitimate record keeping needs.
| Information | What determines the retention period |
|---|---|
| Enquiries and demonstration correspondence | The time needed to answer the request, manage relevant follow up and retain necessary business records. |
| Applications and recruitment correspondence | The recruitment process and any necessary legal or dispute period. Retention for a separate future recruitment purpose requires an appropriate basis. |
| Website logs, analytics and assistant information | The operational or security purpose, the provider’s configured retention and any applicable legal requirements. |
| Consent and privacy request records | The time needed to record and respect a choice, respond to a request and demonstrate how it was handled. |
| Records relating to an agreed service or legal matter | The relevant contract, record keeping rules and any applicable legal claim period. |
When information is no longer needed, it should be deleted or made anonymous. Copies retained in backups remain subject to this notice and must not be used for an unrelated purpose. You can ask us about the retention arrangements for your information.
9. Protecting information
We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure. These include secure website connections, access restrictions and backup arrangements appropriate to the information and systems involved.
No internet service can guarantee complete security. If you believe that information sent to us has been exposed or misused, contact us promptly and explain what happened. Do not include passwords or unnecessary sensitive information in your report.
10. Your privacy rights
Depending on the law that applies and the circumstances, you can ask to be informed about the use of your information, access it, correct inaccurate information, object to processing, or request deletion. Additional rights, such as restriction or a portable copy, can apply under relevant law. These rights have conditions and exceptions; for example, some information may need to be retained for a legal obligation.
Where processing relies on consent, you can withdraw it for future processing. Withdrawal does not change the lawfulness of processing already carried out. You can object to direct marketing at any time by using an available unsubscribe link or emailing us.
Send a request to info@visionerpsolutions.com, describe the information or interaction concerned and tell us what you would like us to do. We may ask for proportionate information to confirm your identity or authority to act for another person. We will explain our response and any applicable limits within the period required by the relevant law.
You can also contact the relevant data protection authority. In Kenya, you can file a complaint with the Office of the Data Protection Commissioner. Contacting VisionONE first is not a condition of using a legal complaint right.
11. Children
This website and its business enquiry, recruitment and assistant features are intended for adults dealing with business or employment matters. They are not designed for children. A parent or guardian who believes a child has sent us personal information can contact us so that we can assess the circumstances and take appropriate action.
12. External links and communication platforms
Links to WhatsApp, LinkedIn, Instagram, Facebook and other external websites take you to services with their own privacy terms. If you choose WhatsApp, that service processes information about the communication under its privacy policy. Your telephone provider and email service also handle communications you send through them. Review the relevant provider’s terms before using those services.
13. Changes to this notice
We will update this notice when our website practices or relevant requirements change. The date at the top identifies the latest revision. Where a significant change requires a further notice or consent, we will provide it through an appropriate channel.
14. Contact VisionONE
Privacy enquiries: info@visionerpsolutions.com, subject “Privacy request”.
Nairobi: ASP Building, Embakasi Road, Nairobi, Kenya. Telephone: +254 791 737 401.
Hyderabad: Mahendra Mindspace, Kavuri Hills, Madhapur, Hyderabad, Telangana, India. Telephone: +91 81435 33535.