Privacy Policy

1. Who We Are

WikrenaOS is operated by Wikrena Limited, a company registered under the laws of the Federal Republic of Nigeria, with its principal place of business in Enugu, Nigeria (the "Company", "we", "us", or "our").

For the purposes of the Nigeria Data Protection Regulation (NDPR) and the Nigeria Data Protection Act 2023 (NDPA), Wikrena Limited is the data controller of personal data collected through the WikrenaOS platform at wikrenaos.com.

Our designated data protection contact is reachable at legal@wikrenaos.com.

2. What Data We Collect

We collect personal data in the following categories:

2.1 Account and Identity Data

• Full name and email address provided at registration
• Phone number (optional, used for WhatsApp notifications)
• Profile photograph (optional, uploaded by you)
• Password (stored as a cryptographic hash — we never store your plain-text password)
• Organisation name, logo, and business details you enter

2.2 Usage and Activity Data

• Client records, engagement details, invoices, and scope change requests you create within WikrenaOS
• Actions performed within the platform (login times, features accessed, settings changed)
• Device type, browser type, operating system, and IP address
• Pages visited and time spent on each page

2.3 Payment Data

WikrenaOS processes payments through Paystack. We do not store your card details on our servers. Payment card data is collected and processed directly by Paystack in accordance with their PCI-DSS compliant infrastructure. We receive only a payment confirmation token and transaction reference.

2.4 Communications Data

• Messages you send to our support team via email
• Responses to surveys or feedback requests
• Content of support tickets you raise

2.5 Client Data You Enter

When you use WikrenaOS to manage your business, you enter data about your own clients — their names, contact details, project information, and financial records. This data belongs to you. We process it on your behalf as a data processor, not as a data controller. Our obligations in respect of this data are set out in our Data Processing Agreement.

3. How We Use Your Data

We use personal data for the following purposes, each underpinned by a lawful basis under the NDPA:

3.1 To provide and operate the service

Lawful basis: Contract performance. We process your account data and usage data to provide you access to WikrenaOS, maintain your account, process your subscription, and deliver the features you have subscribed to.

3.2 To communicate with you about your account

Lawful basis: Contract performance and legitimate interest. We send you transactional emails including subscription confirmations, invoices, payment receipts, password resets, and notifications about changes to your account or our service.

3.3 To improve the platform

Lawful basis: Legitimate interest. We use aggregated, anonymised usage data to understand how features are used, identify bugs, and prioritise product improvements. We never use individual identifiable data for this purpose without your consent.

3.4 To send product updates and marketing communications

Lawful basis: Consent. If you opt in during registration or subsequently, we may send you information about new features, product updates, and relevant content. You can withdraw this consent at any time by clicking "Unsubscribe" in any marketing email or by contacting legal@wikrenaos.com.

3.5 To comply with legal obligations

Lawful basis: Legal obligation. We may process your data to comply with applicable Nigerian laws, respond to lawful requests from regulatory authorities, or enforce our Terms of Service.

4. How We Store and Protect Your Data

All data is stored on servers located within or subject to contractual data protection obligations consistent with Nigerian and international standards. We implement the following technical and organisational measures:

• All data in transit is encrypted using TLS 1.2 or higher
• All data at rest is encrypted using AES-256
• Access to production systems is restricted to authorised personnel only, with multi-factor authentication required
• Regular automated backups with encrypted storage
• Passwords are hashed using bcrypt with a minimum cost factor of 12
• Security patches applied within 48 hours of release for critical vulnerabilities

5. How Long We Keep Your Data

• Account data: Retained for the duration of your subscription plus 90 days after account closure, to allow for data export and reactivation requests.
• Billing records: Retained for 7 years to comply with Nigerian financial record-keeping requirements.
• Usage logs: Retained for 12 months then deleted or anonymised.
• Support communications: Retained for 2 years.
• Client data you entered: Deleted within 30 days of account closure unless you request earlier deletion.

6. Who We Share Your Data With

We do not sell your personal data to any third party. We share data only with the following categories of recipients, and only to the extent necessary to operate WikrenaOS:

6.1 Infrastructure and hosting providers

We use third-party cloud infrastructure to host and run WikrenaOS. These providers process data on our behalf under data processing agreements and are bound by confidentiality obligations.

6.2 Payment processor

Paystack processes subscription payments on our behalf. Your payment data is subject to Paystack's Privacy Policy.

6.3 Email delivery

We use Resend to deliver transactional and notification emails. Resend processes your email address on our behalf for this purpose only.

6.4 Analytics

We use anonymised, aggregated analytics to understand platform usage. No personally identifiable information is shared with analytics providers.

6.5 Legal and regulatory bodies

We may disclose data to courts, regulatory authorities, or law enforcement agencies where required by law or a valid legal order. We will notify you of any such request unless prohibited by law.

7. Your Rights Under the NDPA

Under the Nigeria Data Protection Act 2023, you have the following rights in respect of your personal data:

• Right to access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete data.
• Right to erasure: Request deletion of your personal data, subject to legal retention obligations.
• Right to data portability: Request your data in a structured, machine-readable format.
• Right to object: Object to processing based on legitimate interest or for direct marketing purposes.
• Right to withdraw consent: Where processing is based on consent, withdraw that consent at any time without affecting the lawfulness of prior processing.
• Right to lodge a complaint: Lodge a complaint with the Nigeria Data Protection Commission (NDPC) if you believe your rights have been violated.

To exercise any of these rights, contact us at legal@wikrenaos.com. We will respond within 30 days.

8. Cookies

WikrenaOS uses cookies and similar technologies to maintain your session, remember your preferences, and improve platform performance. For full details, see our Cookie Policy.

9. Children's Privacy

WikrenaOS is a business tool intended for adults. We do not knowingly collect personal data from individuals under the age of 18. If you believe a minor has provided us with personal data, contact us at legal@wikrenaos.com and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and by posting a prominent notice within WikrenaOS at least 14 days before the changes take effect. Your continued use of WikrenaOS after the effective date constitutes acceptance of the updated policy.

11. Contact Us

For any questions, complaints, or requests relating to this Privacy Policy or your personal data:

• Email: legal@wikrenaos.com
• Company: Wikrena Limited
• Address: Enugu, Nigeria (full registered address available on request)