Privacy Policy — Buffalo Millers Limited

Effective Date: October 3, 2026
Last Updated: October 3, 2026

At Buffalo Millers Limited ("we," "us," "our"), operating under the brand Mfalme Unga, we are committed to processing your personal data responsibly, transparently, and in strict compliance with the Kenya Data Protection Act, 2019 (DPA) and all applicable regulations enforced by the Office of the Data Protection Commissioner (ODPC).

This Privacy Policy explains how we collect, use, store, disclose, and safeguard your personal information when you visit our website (www.buffalomillers.co.ke), interact with our customer service channels, submit forms, or engage with us as a customer, job applicant, distributor, or farmer partner.

1. Data Controller Details

For the purpose of the Data Protection Act, 2019, Buffalo Millers Limited is the designated Data Controller.

• Company Name: Buffalo Millers Limited
• Physical Location: Eldoret, Uasin Gishu County, Kenya
• Official Email: info@buffalomillers.co.ke
• Data Protection & Privacy Enquiries: privacy@buffalomillers.co.ke

2. Personal Data We Collect

We only collect personal information that is necessary for clear, defined, and lawful business purposes. This includes:

3. Lawful Bases for Processing

Under Section 30 of the Kenya Data Protection Act, 2019, we process your personal data under the following lawful bases:

• Consent: Where you have explicitly agreed to the processing (e.g., submitting a contact form, subscribing to updates, or accepting web cookies).
• Performance of a Contract: To process orders, manage distributor agreements, issue bulk payments to farmers, or evaluate employment applications.
• Legal & Regulatory Obligations: To comply with tax laws, food safety audit trails, and reporting mandates established by Kenyan law.
• Legitimate Business Interests: To maintain website security, prevent fraud, improve customer experience, and maintain efficient operational communications.

4. How We Use Your Information

We process your data strictly for the following purposes:

• Responding to product, pricing, and distribution inquiries.
• Processing orders for Mfalme Unga flour, animal feeds (Maize Bran, Maize Germ), and wholesale supplies.
• Reviewing job applications and facilitating recruitment.
• Managing relationships and payment disbursements with grain suppliers and local farmers.
• Improving website functionality, user experience, and digital security.
• Complying with regulatory requirements established by KEBS, statutory tax authorities, and the ODPC.

5. Data Disclosure & Sharing

Buffalo Millers Limited does not sell, rent, or trade your personal data to third parties. We may share data only with trusted partners under strict confidentiality agreements and data processing protocols:

• Strategic Service Providers: Trusted partners providing digital infrastructure, website hosting, and strategic marketing support (including our marketing partner, Nexus Marketing Agency Kenya).
• Payment Processors & Financial Institutions: Banks and mobile money operators (e.g., Safaricom M-Pesa) for executing financial transactions.
• Legal & Regulatory Authorities: Government agencies, law enforcement, or regulatory bodies (such as the Kenya Revenue Authority or ODPC) when legally compelled or required by law.

6. Data Security Measures

We implement robust administrative, technical, and physical safeguards designed to prevent unauthorized access, disclosure, alteration, or destruction of your personal data:

• Encryption: Website communications and forms are secured using industry-standard SSL/TLS encryption (https://).
• Access Control: Personal data is restricted to authorized personnel who require access solely to fulfill their job responsibilities.
• Storage Security: Digital databases and document archives are stored on secure servers with restricted access controls and continuous monitoring.

7. Data Retention Policy

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law:

• Contact & General Inquiries: Retained for up to 12 months after the inquiry is resolved.
• Distributor & Commercial Records: Retained for the duration of the business relationship plus 7 years to comply with Kenyan financial and auditing regulations.
• Job Application Records: Retained for up to 12 months for active recruitment or future relevant openings, after which resumes are securely purged unless further consent is granted.

8. Your Data Protection Rights

Under Section 26 of the Kenya Data Protection Act, 2019, you have the following rights regarding your personal data:

• Right to be Informed: To know how your personal data is collected, processed, and used.
• Right of Access: To request a copy of the personal information we hold about you.
• Right to Rectification: To request correction of false, inaccurate, or outdated personal data.
• Right to Erasure ("Right to be Forgotten"): To request the deletion or destruction of personal data where we no longer have a lawful basis to hold it.
• Right to Object / Restrict Processing: To object to the processing of your data for direct marketing or restrict processing under specific conditions.
• Right to Data Portability: To request your data in a structured, commonly used, and machine-readable format.

To exercise any of these rights, please submit a written request to our Data Protection team at privacy@buffalomillers.co.ke. We will verify your identity and respond within the statutory timelines provided by the ODPC.

9. Cookies & Analytical Technologies

Our website uses cookies to ensure proper site navigation, analyze traffic patterns, and optimize user experience. You can manage or disable non-essential cookies at any time through your web browser settings or via our site's Cookie Preferences banner.

10. Updates to This Policy

We reserve the right to modify this Privacy Policy at any time to reflect operational, legal, or regulatory changes. Any updates will be posted on this page with an updated "Last Updated" date.

11. Contact Us & Complaints

If you have questions, concerns, or complaints regarding this Privacy Policy or our data handling practices, please reach out to us:

• Email: privacy@buffalomillers.co.ke / info@buffalomillers.co.ke
• Physical Address: Buffalo Millers Limited, Eldoret, Uasin Gishu County, Kenya

If you feel your data privacy rights have been infringed and we have failed to resolve the matter satisfactorily, you have the right to lodge an official complaint with the Office of the Data Protection Commissioner (ODPC) via www.odpc.go.ke.