PRIVACY POLICY

Introduction

VERIXA is committed to protecting the privacy, security and confidentiality of personal information processed through the VERIXA Warranty Management System.

This Privacy Policy explains how VERIXA collects, receives, uses, stores, protects, discloses and otherwise processes personal information when users access or use VERIXA services.

VERIXA may process information relating to sellers, business users, customers, warranty records, devices, transactions, communications and system activity. By using VERIXA, you acknowledge that you have read and understood this Privacy Policy.

VERIXA will process personal information in accordance with applicable data-protection and privacy requirements. Where VERIXA operates in Tanzania, its privacy practices should be interpreted consistently with applicable Tanzanian data-protection requirements, including the Personal Data Protection Act, 2022 and applicable regulations.

Information We Collect

Seller account information

• Full name, business name, phone number and email address where provided
• Country, region or location supplied during registration
• Account credentials, authentication information, role, permissions and account status
• Profile and business-verification information

Customer information

• Name, phone number, email address and seller-provided customer reference information
• Warranty, device ownership, claim and warranty-service communication records

Device information

• Brand, name, model, category, serial number and one or more IMEI numbers
• Warranty status, start and expiry dates, repair or claim information
• Device photographs uploaded for warranty or claim purposes

Transaction information

• Orders, warranty-unit purchases, payment amount, method, reference and status
• Receipts, wallet balances and ledger records

VERIXA does not intend to store full card numbers, CVV/CVC codes or sensitive card-authentication data unless explicitly required and lawfully supported by the payment architecture. Third-party payment providers may process payment data under their own terms and privacy notices.

Technical information

• IP address, browser type, operating system and device information
• Login timestamps, sessions, security logs, audit logs, error logs and access records

Why VERIXA Collects Personal Information

VERIXA processes information to create and manage seller accounts; authenticate users; manage roles and permissions; issue, maintain and publicly verify warranties; manage claims; send warranty, payment and security notifications; generate receipts; process warranty-unit purchases; maintain wallet and ledger records; prevent fraud and abuse; maintain security and audit trails; provide support; resolve disputes; monitor reliability and performance; meet legal obligations; and protect VERIXA, sellers and customers from unauthorized activity.

VERIXA should collect and process only information reasonably necessary for the relevant purpose.

Legal Basis for Processing

VERIXA may process personal information where permitted by applicable law, including where processing is necessary to provide a requested service or perform a contract, comply with a legal or regulatory obligation, protect service security and integrity, support legitimate operational purposes where permitted, or act on consent where consent is required.

Where consent is relied upon, appropriate information and a meaningful withdrawal method should be provided where applicable.

Seller Responsibilities for Customer Data

A seller may enter customer information into VERIXA. The seller is responsible for ensuring it has a lawful basis and appropriate authority to provide that information for warranty-management purposes.

Sellers must not:

• Upload information they are not authorized to process or collect unnecessary customer information
• Use VERIXA to unlawfully monitor customers
• Upload fraudulent or misleading warranty information
• Use customer information for unrelated purposes without an appropriate legal basis
• Share customer information with unauthorized persons

Where applicable, VERIXA may act as a service provider or data processor for information submitted by sellers, while the seller remains responsible for determining the purpose and lawful basis of processing.

How VERIXA Uses Information

VERIXA may use information to create and verify warranties, send service notifications, manage claims, generate receipts, record seller payments, maintain transaction history, detect suspicious activity, protect accounts, maintain audit records, respond to support requests, improve functionality and maintain service availability.

VERIXA will not sell personal information as a business model.

SMS, Email and Communications

VERIXA may send warranty issuance and expiry messages, claim updates, payment confirmations, OTPs, account-security notices and important service announcements. These service communications may be necessary to operate VERIXA. Marketing communications should be managed separately and, where required, rely on appropriate consent or lawful marketing requirements.

Warranty Verification

VERIXA provides public warranty verification. A verification page may display limited information necessary to confirm a warranty's authenticity and status.

Public verification should not expose customer phone numbers or emails, payment details, seller financial information, internal database identifiers, private claim information or other sensitive customer data.

Warranty Claim Information

Where a customer initiates a claim request through a public warranty link, VERIXA processes the information needed to manage it. The responsible seller reviews, inspects, decides and completes the official claim.

Claim records may include the warranty number, device information, claim description, customer-provided details, seller inspection and decision information, uploaded photographs or videos, repair or service information, status and communication records. Private claim information is restricted to the responsible seller and authorized system processes.

Data Security

VERIXA applies reasonable technical and organizational safeguards designed to protect information against unauthorized access, disclosure, loss, destruction, alteration, misuse and unauthorized processing.

Controls implemented by the platform include authentication, role-based access restrictions, audit logging, secure password handling, session controls, rate limits, database and infrastructure controls, monitoring, backups and security updates. No internet-based system can guarantee absolute security. Users must protect credentials and report suspected unauthorized access immediately.

Data Retention

VERIXA retains information only as long as reasonably necessary for its purpose, or for a longer period required or permitted by law. Retention may depend on warranty duration, claim history, transaction and accounting requirements, legal obligations, fraud prevention, dispute resolution, security and audit requirements.

When no longer required, information may be securely deleted, anonymized or otherwise disposed of under applicable requirements and internal procedures.

Data Sharing

VERIXA may provide access only where reasonably necessary and legally permitted, including to authorized VERIXA personnel, the relevant seller, service providers, SMS and email providers, payment providers, hosting or security providers, professional advisers, regulators, courts or law-enforcement authorities.

Providers should receive only information necessary for their service and are not authorized to use it for unrelated purposes merely because it passes through VERIXA.

Third-Party Services

VERIXA may integrate with mobile-money or payment providers, card processors, SMS gateways, email services, hosting providers and infrastructure or security services. Those providers may publish their own privacy policies and terms. VERIXA is responsible for selecting and managing integrations appropriately; users should also review relevant third-party notices.

International Data Transfers

Where personal information is accessed, transferred or processed outside Tanzania, VERIXA will apply safeguards and requirements required by applicable law. Information should not be transferred internationally merely for convenience where a lawful basis or required safeguard is absent.

Data Subject Rights

Subject to applicable law and lawful limitations, individuals may have rights to know whether information is processed, access it, correct inaccuracies, request deletion or restriction where applicable, object to certain processing, withdraw consent where consent is the basis, exercise other statutory rights and lodge a complaint with the relevant authority.

Requests may be subject to identity verification and legal limitations.

Cookies and Technical Storage

VERIXA may use cookies or similar storage necessary for authentication, session management, security, user preferences and website functionality. If non-essential tracking technologies are introduced, appropriate information and controls should be provided where required.

Children

VERIXA is primarily designed for businesses, sellers and adult users and does not intentionally design seller services to collect information directly from children. Where information concerning a minor is processed as part of a legitimate warranty transaction, the seller is responsible for ensuring processing is lawful and appropriate.

Privacy Incidents

If VERIXA becomes aware of a personal-data security incident, it will assess the incident and take appropriate action under applicable law and incident-response procedures. Where notification is legally required, required notices will be made within the applicable timeframe.

Privacy Policy Changes

VERIXA may update this Policy when services, technology, legal requirements or data-processing practices change. The Effective Date and Last Updated date identify the current version. Material changes should be communicated through appropriate channels where required.