Privacy Policy

This Privacy Policy explains how TruVision Systems Limited collects, uses, protects and shares personal information when you visit this website, contact us, request a proposal, discuss a project, use our support channels or interact with us for business administration, procurement or service delivery purposes.

We aim to handle personal information lawfully, fairly, transparently and only for legitimate business purposes. We do not sell personal information, project information or business contact details.

All personal information collected by TruVision Systems is processed in strict adherence to Zambia's Data Protection Act No. 3 of 2021 and other applicable data protection requirements.

Who we are

TruVision Systems Limited is an innovative Zambian IT company focused on research, software design, mobile applications, integrated systems, infrastructure, networking, artificial intelligence, security, computer engineering and systems engineering.

• Company name: TruVision Systems Limited
• Registered address: SUB-E of L/12517/M, Lilayi, Lusaka, Lusaka Province, Zambia
• Email: support@truvision.systems
• Phone: +260976056650
• Website: truvision.systems

Information we collect

The information we collect depends on how you interact with us. It may include:

• Identity and contact details, such as your name, email address, phone number, organization, job title and country.
• Enquiry and project details, such as your message, service interest, requirements, budget range, timelines, technical context, meeting notes and proposal information.
• Business administration information, such as company names, business registration details, tax or procurement references, billing details, supplier onboarding details and authorized contact persons.
• Support and delivery information, such as issue descriptions, service records, infrastructure details, device information, system logs, configuration notes and communication history.
• Website and technical information, such as IP address, browser type, device type, pages visited, approximate location derived from technical data, server logs and security events.

How we collect information

• Directly from you when you use our contact form, email us, call us, meet with us, request a proposal or share project details.
• From your organization, business partners, authorized representatives or procurement platforms where they are involved in a project, enquiry, procurement process or support request.
• Automatically through ordinary website, hosting and security logs when you visit our website.
• From public business records where it is reasonable and necessary to confirm company identity, prevent fraud, prepare a proposal or maintain accurate business records.

Why we use information

We use personal information only where we have a proper reason to do so, including consent, pre-contract discussions, contract performance, legitimate business interests, legal obligations, security needs or another lawful basis available under applicable data protection law.

• To respond to enquiries, arrange discovery calls and prepare proposals, quotes or statements of work.
• To design, build, deliver, maintain and support software, mobile apps, infrastructure, networks, integrated systems, security services, AI solutions and engineering work.
• To manage contracts, billing, procurement, supplier onboarding, tax, accounting, due diligence and record keeping.
• To protect our website, systems, clients and projects against misuse, unauthorized access, security threats and fraud.
• To improve our services, documentation, support processes and website experience.
• To send essential project, service, support or administrative communications. We will only send non-essential marketing where we have a lawful basis to do so, and you can opt out.

Client and supplier records

When we work with clients, suppliers or partners, we may keep reasonable business records so that we can manage the relationship properly. These records may include organization names, authorized contacts, contract details, project references, invoices, purchase orders, tax details and communication history.

We use these records for relationship management, procurement, project delivery, support, accounting, legal compliance, fraud prevention and dispute resolution. We do not sell, rent or publish client or supplier records for unrelated marketing.

Project and sensitive information

Some projects may involve technical information about systems, infrastructure, devices, source code, credentials, network details, security posture, data flows or business workflows. We ask clients to share sensitive technical information only when it is necessary and only through an agreed secure channel.

• Access credentials should not be sent through ordinary contact forms or unsecured email unless we have agreed a secure method.
• We limit project information to people and service providers who need it for the relevant enquiry, delivery, maintenance, security or support work.
• Where AI tools are used for research, design, prototyping, automation or support, we use them in a controlled way and do not intentionally use confidential client data to train public AI models unless this is clearly agreed in writing.

Cookies and website technology

Our website may use essential cookies, local storage or similar browser technology for basic site functionality, preferences, security and performance. At the date of this Policy, we do not use advertising cookies or behavioral advertising trackers on this website.

Your browser may let you block, delete or manage cookies and local storage. Some site features may not work properly if essential browser storage is disabled.

When we share information

We do not sell personal information. We may share information only where necessary and appropriate, including with:

• Our personnel, contractors or consultants who are involved in an enquiry, project, support request, security review or business process.
• Service providers that help us operate our website, email, hosting, cloud services, communications, security, project management, accounting or support systems.
• Professional advisers, banks, insurers, auditors, regulators, courts, law enforcement or public authorities where reasonably required.
• Parties involved in a business transfer, restructuring or similar transaction, if appropriate safeguards are applied.

International transfers

Because technology services often rely on cloud, email, hosting and security providers, information may be processed or stored in countries outside Zambia. When this happens, we take reasonable steps to use reputable providers and appropriate contractual, technical and organizational safeguards.

How long we keep information

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, unless a longer period is required for legal, contractual, accounting, tax, audit, security, dispute resolution or legitimate business reasons.

• Enquiry records are normally kept for up to 24 months after the last meaningful interaction, unless they become part of a client or supplier record.
• Client, supplier, project, billing and contractual records may be kept for the duration of the relationship and for up to 7 years afterwards, or longer where legally required.
• Website and security logs are kept for a limited period based on operational, troubleshooting and security needs.
• Supplier onboarding and business administration records are kept only while needed for procurement, record keeping, legal compliance, fraud prevention or relationship management.

How we protect information

We use reasonable technical and organizational measures designed to protect personal information from unauthorized access, loss, misuse, alteration or disclosure. These measures may include access controls, limited internal access, confidentiality expectations, secure channels where appropriate, backups, security monitoring and careful provider selection.

No website, email system or Internet transmission can be guaranteed to be completely secure. If you need to send highly sensitive system, security or credential information, contact us first so we can agree a suitable secure channel.

Your privacy rights

Depending on where you are located and how we process your information, you may have rights to:

• Ask whether we hold personal information about you and request access to it.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete information where we no longer have a lawful reason to keep it.
• Object to or restrict certain processing where applicable.
• Withdraw consent where processing is based on consent.
• Ask for a copy of information in a portable format where this right applies.
• Opt out of non-essential marketing communications.
• Complain to a relevant data protection authority if you believe your privacy rights have been violated.

How to make a request

To make a privacy request, email us at support@truvision.systems or contact us through our contact page. We may ask for information to verify your identity and authority before acting on a request. We will respond within a reasonable period and in line with applicable law.

We may refuse or limit a request where permitted by law, including where we must keep information for legal, contractual, accounting, security, fraud prevention, dispute resolution or public interest reasons.

Children

Our website and services are intended for business and professional users. They are not directed to children, and we do not knowingly collect personal information from children.

Third-party links and services

Our website or project communications may link to third-party websites, platforms or services. Their privacy practices are controlled by those third parties, not by TruVision Systems. You should review their privacy notices before sharing information with them.

Automated decisions

We do not use this website to make automated decisions that produce legal or similarly significant effects about visitors. Where automation or AI supports our internal work, important business decisions remain subject to appropriate human review.

Changes to this Policy

We may update this Privacy Policy when our services, legal obligations, security practices, service providers or website features change. The updated date at the top of this page shows when the Policy was last revised.