Legal

Privacy Policy

This policy explains what data Vetra Systems & Technologies Ltd collects, why we collect it, how we protect it, and your rights as a user or client.

Effective: January 1, 2024
Last updated: August 30, 2026
Company: Vetra Systems & Technologies Ltd

This Privacy Policy describes how Vetra Systems & Technologies Ltd ("Vetra", "we", "us", or "our") collects, uses, stores, and protects information when you use our websites, software products, and related services (collectively, the "Services").

By accessing or using our Services, you agree to the collection and use of information in accordance with this policy. This policy applies to visitors to our website, clients using our software products, and individuals whose data is processed through our enterprise solutions.

1. Information We Collect

1.1 Information You Provide

  • Contact and account data: Full name, email address, phone number, job title, and company name — provided when you contact us, request a demo, or subscribe to our newsletter.
  • Demo requests: Company name, product interest, preferred date, and any message you include.
  • Client project data: Technical requirements, specifications, and business context shared during engagement scoping and delivery.

1.2 Information Collected Automatically

  • Website analytics: Pages visited, time on page, referral source, browser type, and device type — collected via privacy-respecting analytics tools.
  • Server logs: IP address, request timestamp, HTTP method, and response code — retained for security and diagnostic purposes.
  • Cookies: See our Cookie Policy for details on the cookies this website uses.

1.3 Data Processed Through Our Products

Our enterprise software products (including Vetra Model Farm) process data on behalf of our clients. In these contexts, Vetra acts as a data processor and our client acts as the data controller. The client's own privacy policy governs how their users' data is handled. We process such data only as instructed by the client and as described in the relevant data processing agreement.

2. How We Use Your Information

  • To respond to enquiries, demo requests, and support tickets.
  • To deliver software products and services under our client agreements.
  • To send product updates, case studies, and insights to newsletter subscribers (with your consent).
  • To improve our website and products through anonymised usage analytics.
  • To comply with legal obligations and enforce our terms of service.
  • To detect, investigate, and prevent security incidents and fraudulent activity.

3. How We Share Your Information

We do not sell personal data. We may share information with:

  • Service providers: Cloud hosting (AWS), email delivery, analytics, and CRM tools — all under data processing agreements that restrict their use of your data.
  • Professional advisors: Legal, audit, and financial advisors where necessary and under confidentiality obligations.
  • Regulatory authorities: Where required by Ugandan law or other applicable regulation.
  • Successors: In the event of a merger, acquisition, or asset sale, personal data may be transferred as part of that transaction, with notice provided.

4. Data Retention

We retain personal data for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required by law:

  • Contact enquiries and demo requests: 3 years from last interaction.
  • Newsletter subscriber data: Until you unsubscribe, then deleted within 30 days.
  • Client project data: As specified in the client agreement, typically 5–7 years for financial records.
  • Server logs: 90 days, then automatically purged.

5. Data Security

We apply industry-standard security measures to protect personal data:

  • All data in transit is encrypted using TLS 1.2 or higher.
  • Data at rest on our production systems is encrypted using AES-256.
  • Access to personal data is restricted to personnel with a demonstrated need.
  • Our software products undergo regular security reviews and dependency audits.
  • We use containerised deployments (Docker) with network-level isolation to limit the blast radius of any incident.

6. Your Rights

Subject to applicable law, you have the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete personal data.
  • Delete personal data we no longer have a legal basis to retain.
  • Withdraw consent for any processing based on consent (e.g. newsletter subscriptions).
  • Object to processing for direct marketing purposes.
  • Data portability — receive your personal data in a structured, machine-readable format.

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

7. International Transfers

Vetra Systems & Technologies Ltd is incorporated and primarily operates in Uganda. Some of our service providers process data in the European Union and United States. Where data is transferred internationally, we ensure appropriate safeguards are in place (such as standard contractual clauses or adequacy decisions).

8. Cookies

This website uses cookies. Please see our Cookie Policy for full details on the cookies we use and how to control them.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page with a revised effective date. For material changes, we will provide additional notice (such as an email to newsletter subscribers). Continued use of the Services after changes constitutes acceptance of the updated policy.

10. Contact Us

For questions about this Privacy Policy or our data practices:

Questions about this policy? Contact vetratechnologies@gmail.com — we respond within two business days.